Skip to main content

Privacy Notice: Take One Picture - Children's Data

We may be required to update the terms of this notice from time to time. We will notify you about any significant changes in the way we treat personal information usually by sending a notice to the primary email address you have provided. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

This privacy notice was last updated on 21 February 2024.

This privacy notice explains the use of your personal data and personal data about your child which the National Gallery collect from or receive from your child’s school in connection with our Take One Picture programme and exhibitions.  

'Take One Picture' is our national programme for primary schools, which aims to inspire a lifelong love of art and learning. Every year, we take one picture from the collection to inspire cross-curricular work in primary classrooms. Activity around each focus painting takes place in four stages:

Stage 1: Planning your project
Stage 2: Working on your project
Stage 3: Submitting your project
Stage 4: Exhibiting your project

Schools complete their projects in response to the focus painting selected and they have the opportunity to submit their projects to the annual 'Take One Picture' exhibition at the National Gallery.  

In this notice we describe how we may collect and use your personal data; what we do with this; and who we might share this with. We must follow the UK General Data Protection Regulations (otherwise known as the 'UK GDPR') to make sure that we are using your information the right way. We refer to ourselves in this notice as the 'Gallery', 'we' or 'us'.

The National Gallery houses the national collection of paintings in the Western European tradition from the 13th to the early 20th centuries.

We are the data controller of your personal data, and we are registered with the Information Commissioner’s Office (ICO) under the registration number: Z5597415.

You can find us at the following address:
The National Gallery,
Trafalgar Square.
London, WC2N 5DN

Personal data means any information about an individual that can identify the individual. For example, this could be their name; date of birth; contact details; address; and photographs of the individual.

We only collect personal information that is necessary to run the Take One Picture programme.

We collect personal information that is provided to us directly about you and your child when: 

  • your child’s school submits an entry to the 'Take One Picture' programme;
  • your child’s class’s project is selected for the 'Take One Picture' exhibition;
  • your child’s quote is selected for the project’s exhibition label;
  • Your child has been selected to represent their class at the private view of the 'Take One Picture' exhibition;
  • your child has been selected to appear in our videos (such as the ‘One painting, many voices’ videos) in connection with the programme, responding to the focus painting and/or talking about their project; and 
  • if you otherwise contact us by telephone, in person, email or post. 

 

  • We may collect, store, and use the following personal information about your child in connection with the submission by your child’s school to the 'Take One Picture' programme:  
  • your child’s full name;
  • your child’s age;
  • your child’s class year; 
  • your child’s school name; and
  • your child’s image and voice captured on photography, film or audio recordings provided as part of the submission of their artwork (i.e., a photograph of themselves; a self portrait) or when taken by the National Gallery or external media or press partners.

We may also collect, store, and use the following personal information about you as the parent or legal guardian as you will be required to complete a consent form (which we provide to your child’s school) for the Gallery to use your child’s personal information for the 'Take One Picture' programme:

  • your full name and title;
  • your contact details (email address, phone number and postal address); and
  • any details provided in correspondence sent or received.

We will only collect and use personal information about you and your child if we have a legal basis for doing so under UK data protection law.

We will always process personal information about you and your child on the basis of your consent which we deem is given by your completion of the data protection agreement provided to you by your child’s school which refers to this privacy notice. 

  • We may use personal information about your child (such as their full name (please note that your child’s full name will be collected and used for the purposes of the consent form that you must sign, otherwise only their first name would be displayed in the exhibition or published material); age; class year; school name; image; video; and voice contributions) in the following ways:
  • to collect the submission of your child’s school entry to 'Take One Picture' programme; 
    to store entries selected for the 'Take One Picture exhibition' (we will delete entries that are not selected at the end of the programme cycle); 
  • to transport and store artwork from selected entries at Gallery premises (both prior to and following the exhibition). We shall use reasonable precautions to keep the artwork, and any accompanying personal data, safe and secure; 
  • to photograph, or otherwise digitise, the artwork in selected entries and upload these to our intranet;
  • to create artwork labels, which are then approved by the school, for the exhibition;
  • to display the artwork, including any digital works, in the exhibition and on our websites;
  • for the distribution and presentation of the images, videos and audio recordings taken of your child in connection with 'Take One Picture', including their artwork, and digital works, in marketing and for promotional activities connected with the Gallery, both to the public and internally, and across our social media channels (including our website), at the Gallery’s sole discretion;
  • in press releases relating to the programme and exhibition;
  • in reports to our funders in order to fulfil our reporting obligations; and
  • to retain a record of the exhibition (and any personal data contained therein) for our archive.
    Physical copies of the artwork selected for display in the exhibition shall either be returned to your child’s school or recycled at the end of the exhibition.

We will use your contact details to respond to your queries (for example, if you email us with a question) or if we need to update you on any material changes to the privacy notice or seek further consents from you for any proposed activity. 

We will only keep personal information about you and your child for as long as is necessary for the purposes set out in this notice; to fulfil our contractual obligations; to comply with legal requirements, tax, and accounting rules; or for other reasonable legal purposes. 

The retention period varies according to the nature of the purpose under which the information is held. Records created as part of the administration and delivery of the exhibition may be selected and retained for permanent preservation for research purposes and archiving in the public interest. Any personal information or sensitive information will be withheld from the public in line with applicable legislation.

We will not sell personal information to any third parties or external organisations.

We may share some personal information with our service providers/external data processors, to carry out work on our behalf, and other third parties connected with the programme, such as:

  • our contracted designers; editors; or printers (to prepare the artwork labels for the delivery of the 'Take One Picture' exhibition);
  • our third-party advertisers (for marketing and promotional activities connected with the Gallery);
  • with named third parties (provided we indicated such persons to you in advance) including our funders and/or sponsors; or
  • with other schools and educational institutions, in conferences and other academic channels.

You have certain rights concerning you and your child’s personal information. We provide detailed information about these rights in the Gallery’s main General Privacy Notice, under the section titled 'What rights do you have in relation to your personal information'. 

You acknowledge that it may not always be practicable to remove such personal data from materials which have already been published, exhibited on display, or otherwise made available to the public. We will use our reasonable endeavours to comply with your wishes in such circumstances. 

We follow strict security rules when storing and disclosing your personal information. We provide detailed information on how we keep your information secure in the Gallery’s main General Privacy Notice, under the section 'How do we keep your information secure?'
 
All our staff and data processors who have access to and are associated with the processing of your personal information, are legally obliged to respect to confidentiality of your personal information.

The Gallery website uses a technology called ‘cookies’ to improve your experience and personalise the service you receive. We provide further information about this in our Cookies Policy. Such use may also be subject to Terms of Use.

If you have any queries or have any concerns about how we process your personal information, you can contact our Data Protection Officer via email at: dataprotection@nationalgallery.org.uk, or by writing to our the Data Protection Officer at: The National Gallery, Trafalgar Square, London, WC2N 5DN. 

If you have any queries about our Learning and National Programmes team, please contact the team at: takeonepicture@nationalgallery.org.uk.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), which oversees the protection of personal information in the UK (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.