Personal data and GDPR
Guests' rights
Inform guests, obtain their consent, and respond to a request for access, removal or erasure of a photo or a piece of data.
Guests' photos, videos, signatures and contact details are personal data. Guests have rights over them, and you must be able to respond simply. This article gives a practical method; it doesn't replace legal advice suited to your situation.
Who is responsible?
At an event, the question “who decides how the photos are used?” often has a simple answer:
| Situation | Who decides in practice |
|---|---|
| You rent the booth to an individual (wedding, birthday) | Your client, for their private use; you, for what you keep. |
| You run the booth for a company or a brand | The company, which sets the goals (communication, contact collection); you act on its behalf. |
| You organize your own event | You. |
BoothX provides the tool and, for the online services you turn on, hosts the data on your behalf. Spell out the roles in your quote or contract.
Inform guests
Guests must know, before taking part:
- that their photo will be printed and/or put online in the event gallery;
- whether it may be displayed on a big screen (photo wall);
- whether their contact details are requested, what for and how long they are kept;
- who to contact to exercise their rights.
The simplest way: a short text on the welcome screen or a small sign next to the booth, for example:
Your photos are printed and shared with the event's guests through a private gallery. To have a photo removed, ask the attendant or write to the address shown.
Obtain consent when needed
| Situation | Consent required |
|---|---|
| Photo printed and handed to the guest themselves | The guest poses voluntarily: it's their choice. |
| Sending by email or SMS | Consent checkbox ticked by the guest, never pre-ticked. |
| Contest, newsletter | Explicit consent, and a separate checkbox for the newsletter. |
| Advertising use of the photos by a brand | Specific consent, to be arranged by the company (form, clear notice). |
| Minors | Parental consent, especially for putting photos online and displaying them. |
BoothX saves the accepted consent text with each contest entry, to keep proof of consent. See Contest: GDPR consent, CSV export and purge.
Respond to a request
“I want my photo removed”
| Where is the photo? | How to remove it |
|---|---|
| On the photo wall | Admin screen, Remove from wall: immediate. See Moderate the photo wall. |
| In the online gallery | Delete the photo from the gallery (depending on your version, from the web panel or the booth); otherwise, delete the gallery or contact us. |
| On the booth | Storage page, viewer, Delete. See The Storage page. |
| In the guestbook | Delete the guest's page before exporting the PDF. |
| Already printed | The paper print is in someone's hands: all you can do is ask for it. |
“I want to know what you have about me”
Gather everything concerning the guest: their photos (Storage page), their contest entry (filtered CSV export), their email send (share queue). Give them a copy.
“Erase my contact details”
- Contest: Contacts tab, delete the contact.
- Sharing: delete the send from the queue once it has been sent, or purge the event's queue.
“I don't want to receive any more messages”
Only the newsletter (if the guest accepted it) can lead to further messages. Remove them from your mailing list and delete their contest contact.
Response times and record-keeping
- Respond quickly: on the spot during the event, otherwise within a reasonable time (the regulations set a maximum time, generally one month).
- Write down the requests received and what you did (date, nature of the request), without keeping more data than necessary.
Children
- Ask for parental consent before putting anything online or displaying it publicly.
- Turn on pre-moderation for the photo wall.
- Avoid asking minors for contact details in a contest (see Contest: GDPR consent, CSV export and purge).
Frequently asked questions
Can a guest refuse to be in a group photo? Yes. For a photo already taken, remove it from the gallery and the wall; for an upcoming photo, they simply don't pose.
Do I need to keep a record of consent for email sharing? BoothX saves the send request with its status; consent is a condition for the send to be possible. Keep the consent text used for the event.
Who do I contact at BoothX with a question about your servers? Use the Contact page.