Media Consent Policy

Cyrusgrace Consultancy

This policy explains how Cyrusgrace Consultancy collects, uses and protects photographs and videos in which participants may be identifiable, and how participants can exercise their choices and rights.

1. Purpose and Scope

Cyrusgrace Consultancy ("Cyrusgrace", "we", "us" or "our") may take photographs and videos during its workshops, events and professional gatherings to document activities, showcase our work and promote our services.

This policy explains what media we may collect, why and how we may use it, how we protect it, and how participants can exercise their choices and rights. It applies to photographs and video recordings in which a participant is identifiable, whether directly or indirectly.

For purposes of the Protection of Personal Information Act 4 of 2013 (POPIA), Cyrusgrace Consultancy is the responsible party in relation to the processing described in this policy.

2. What We Collect and How We Use It

With your consent, we may take and use selected photographs and video recordings in which you are identifiable for the following specific purposes:

  • documenting workshops, events and professional gatherings;
  • showcasing participant engagement, learning experiences and event highlights;
  • promoting Cyrusgrace Consultancy, its workshops, events and professional services; and
  • marketing and communicating our services to prospective clients, partners and other interested audiences.

Media may be published on Cyrusgrace's official website, social media pages (including Instagram, Facebook, and LinkedIn), digital communications, presentations, brochures, and other promotional materials related to Cyrusgrace.

We will not knowingly use an identifiable image or recording for a purpose materially different from those described above without obtaining any further consent or other lawful basis required by POPIA.

Social media and other online platforms are operated by third parties. Once content is published, other users may view, share, download or repost it. The platform providers may process information in countries outside South Africa. Any transfer of personal information outside South Africa must be handled in accordance with POPIA, including section 72 where applicable. Cyrusgrace cannot control independent copies or reposts made by other users.

3. Consent and Participation

Media consent is voluntary. You will be asked to indicate your preference during registration or through another clear consent process. You may choose either:

  • I CONSENT to Cyrusgrace Consultancy using photographs and videos in which I may be identifiable for the purposes and channels described in this policy.
  • I DO NOT CONSENT to Cyrusgrace Consultancy using photographs and videos in which I may be identifiable for those purposes.

Neither option will affect your ability to register for, attend or participate in a Cyrusgrace workshop or event.

We will keep a record of your choice, including the date and the version of this policy presented to you. If you do not consent, we will take reasonable practical steps to inform the event photographer and relevant team members and to avoid using identifiable images or recordings of you. If you notice that you have been captured in a way that concerns you, please contact us using the details in section 8.

At events where photography is taking place, we will take reasonable steps to make participants aware. In a group setting, it may not always be possible to prevent someone from appearing incidentally in the background of a general scene. We will make reasonable efforts not to publish identifiable images of people who have declined consent, and will respond to concerns or removal requests as described below.

Where a participant is under 18, Cyrusgrace will obtain consent from a competent person where required by POPIA before using an identifiable photograph or video of that participant.

4. Sharing and Service Providers

Cyrusgrace may allow an event photographer, videographer, website provider, social media service provider or other service provider to access media only where reasonably necessary to provide services to Cyrusgrace. Where a service provider processes personal information on our behalf, we will take appropriate steps to require it to protect the information and use it only in accordance with our instructions and applicable law.

We do not sell participants' photographs or videos. We will not provide identifiable media to unrelated third parties for their own independent marketing purposes under this consent.

5. Withdrawal of Consent and Requests

You may withdraw your consent at any time by contacting Cyrusgrace using the details in section 8. Withdrawal will not affect the lawfulness of processing carried out before we received your withdrawal.

After receiving a request, we will take reasonable steps to:

  • stop using the relevant identifiable photographs and videos in new promotional material;
  • remove relevant content from platforms and channels under our control where reasonably practicable; and
  • inform relevant service providers acting on our behalf where appropriate.

We may be unable to retrieve or remove content that has already been shared, downloaded, reposted or cached by third parties, or content published on platforms outside our control. We will explain any practical limitation that applies to a particular request.

You may also ask us to confirm whether we hold identifiable photographs or videos of you, to request access to relevant personal information, or to request correction or deletion, where applicable under POPIA. These rights are subject to the Act and any lawful grounds for retaining or processing the information.

6. Storage, Security and Retention

We will take reasonable technical and organisational measures to protect photographs and videos against loss, unauthorised access, use, alteration or disclosure. Access will be limited to people who need the media for the purposes described in this policy or to provide services to Cyrusgrace.

We will retain photographs and videos only for as long as reasonably necessary for the purposes for which they were collected or subsequently processed, unless a lawful basis permits or requires longer retention. We will periodically review media and, where appropriate, securely delete or de-identify material that is no longer required.

This policy should be read together with the Cyrusgrace Consultancy Privacy Policy, which provides further information about our handling of personal information.

7. Your Rights and Complaints

Subject to the requirements and limitations of POPIA, you may have the right to request access to your personal information, request correction or deletion where applicable, object to certain processing, and withdraw consent where processing is based on consent.

If you are not satisfied with how we have handled your personal information, you may contact us first using the details at the end of this policy. You also have the right to lodge a complaint with the Information Regulator of South Africa:

Website: https://inforegulator.org.za/
POPIA complaints: POPIAComplaints@inforegulator.org.za
Telephone: 010 023 5200