Media consent form

At NHS Essex Integrated Care Board (ICB), we work with partners across the Essex Integrated Care System to improve health and care for people and communities across Essex.

To support this work, we sometimes use photographs, videos, audio recordings and case studies (referred to as “media content”) to share information, raise awareness, and highlight the experiences of patients, carers, staff, volunteers and partners.

Media content helps us:

  • Promote NHS services and health information
  • Improve public awareness and understanding
  • Support engagement and involvement
  • Share learning and good practice
  • Highlight the work of NHS staff, volunteers and partners

We respect your privacy and rights. Therefore, we handle all media content responsibly, securely and transparently. This form explains how we use and protect media content so you can make an informed decision about giving your consent.

How we use media content

NHS Essex ICB may store media content securely in a media library and use it, where appropriate, in a range of communications and engagement activities. These may include:

  • NHS Essex and partner organisation websites
  • Social media channels, including YouTube, Facebook, X, LinkedIn and Instagram
  • Public information campaigns and promotional materials
  • Leaflets, posters and digital publications
  • Annual reports and other corporate publications
  • Presentations, exhibitions and events
  • Engagement and involvement activities
  • Internal communications and training materials
  • Research, evaluation and service improvement activities

Media content may be used once or multiple times, depending on the purpose.

Who may access and use media content

Media content may be shared with partner organisations across the Essex Integrated Care System where this supports NHS health and care communications, engagement, or service improvement.

This may include:

  • NHS Essex Integrated Care Board
  • NHS trusts and NHS foundation trusts serving Essex residents
  • Primary care organisations, including GP practices, pharmacies, dentists and opticians
  • Local authorities across Essex
  • Voluntary, community and faith organisations working in partnership with the NHS
  • Other public sector organisations supporting health and wellbeing

We may also use approved service providers (known as data processors) to help capture, store or publish media content. These organisations must comply with data protection law and NHS information governance requirements.

Full details are available in the NHS Essex privacy notice.

How media content is stored and protected

NHS Essex ICB stores media content securely on restricted-access systems. Only authorised staff and approved partners can access media content when needed for legitimate NHS purposes.

We handle media content in accordance with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • NHS information governance standards

We will normally retain media content for up to five years, after which we will securely delete it unless there is a valid reason to retain it longer.

Your rights

You can withdraw your consent at any time by contacting:

Email: [insert NHS Essex communications email address]

If you withdraw consent, we will stop using your media content in future publications and delete it from our records where possible.

However, we may not be able to remove media content that has already been published or shared.

Under data protection law, you also have the right to:

  • Be informed about how your data is used
  • Access your personal data
  • Request correction or deletion of your data
  • Restrict or object to processing

You can find more information in the NHS Essex privacy notice.

By signing this form, you confirm that:

  • You understand why NHS Essex ICB is collecting media content
  • You agree to NHS Essex ICB using your media content for communications, engagement and service improvement purposes
  • You understand that NHS Essex ICB owns the copyright to media content created
  • You understand that NHS Essex ICB will store and use media content securely and lawfully
  • You understand that you can withdraw consent at any time
  • You understand that NHS Essex ICB may continue to use media content already published

Media content may continue to be used by NHS Essex ICB and its partner organisations as part of the Essex Integrated Care System, including if organisational structures or names change.

Declaration

Please select the appropriate option: