This Privacy Policy explains how Fotowall and the event organiser running your event collect, use, store, and protect your personal information when you use a Fotowall-powered photo wall at a live event.
Please read this policy before uploading a photo or providing any personal details. If you have questions, contact details are at the bottom of this page.
Fotowall is a software platform that enables event organisers to run live photo walls at their events. When you use Fotowall at an event, there are two organisations involved in handling your data:
The company or individual running the event you are attending (for example, a charity, venue, or events company) is the data controller for your personal information. They determine the purpose and means of processing your data in connection with the event. Their contact details are available at the event or upon request.
Fotowall acts as a data processor on behalf of the event organiser. We provide the technology platform and process your data only on the organiser's instructions. We do not sell your data or use it for our own commercial purposes.
We collect only the information necessary to operate the photo wall and deliver the services you've requested. The following table sets out what we collect, why, and whether it is required or optional.
| Data | Required? | Purpose |
|---|---|---|
| Your photo | Yes (to participate) | Display on the event wall and photo gallery |
| Your name | Optional | Credit your photo on the wall and in the gallery |
| Table number | Optional | Help organisers identify and locate guests |
| Email address | Optional | Notify you when your photo goes live; marketing if consented |
| Marketing consent | Optional | Record of whether you opted in to future communications |
| Photo consent | Yes (mandatory to proceed) | Record that you consented to photo display and marketing use |
| Device/browser info | Automatic | Technical operation (not linked to identity) |
| Anonymous guest ID | Automatic | Allow you to view your own photo across sessions (stored locally on your device only) |
We do not collect payment information, government IDs, or any special category data (health, ethnicity, religion, etc.).
Your photo is uploaded to a secure cloud storage service (Google Firebase Storage) and displayed on the event's live wall display and in the event photo gallery. Photos may be shown publicly at the venue and accessible via a gallery link shared at the event.
All photos pass through a moderation queue before being displayed. The event organiser or their appointed staff review and approve or reject photos. Rejected photos are not displayed and are removed from our servers.
If you provide your email address, we may send you a single notification when your photo has been approved and goes live on the wall. This is a transactional message, not a marketing communication, and does not require you to opt in to marketing.
If you tick the marketing consent checkbox on the upload form, the event organiser may use your submitted photo(s) and name in:
This use is entirely optional and you may withdraw this consent at any time — see Your Rights below.
We collect anonymised aggregate statistics (total photos uploaded, number of hearts/reactions, number of guests) to help the event organiser understand engagement. This data is not linked to any individual and is used solely for event reporting.
Under UK and EU data protection law (UK GDPR / GDPR), we must have a lawful basis for processing personal data. The following bases apply:
| Processing Activity | Legal Basis |
|---|---|
| Displaying your photo on the event wall and gallery | Consent — you give explicit consent before uploading |
| Sending a notification when your photo goes live | Legitimate interest — you uploaded a photo and reasonably expect confirmation |
| Using your photo in future marketing materials | Consent — only where you have ticked the marketing opt-in |
| Moderation review of your photo | Legitimate interest — necessary to prevent inappropriate content being displayed publicly |
| Anonymised event analytics | Legitimate interest — event reporting; data is not personal |
| Storing your consent record | Legal obligation — we are required to maintain records of consent under data protection law |
If you tick the marketing opt-in checkbox on the upload form, you agree to receive future communications from the event organiser (not from Fotowall directly). These may include:
You can withdraw your marketing consent at any time by:
Withdrawing marketing consent does not affect the lawfulness of processing carried out before you withdrew consent, and does not affect the display of your photo at the original event.
We do not sell, rent, or share your email address with any third party for their own marketing purposes.
When your photo is approved, it will be:
The gallery remains accessible after the event ends. If you would like your photo removed from the gallery at any time, you may submit a removal request — see Your Rights below.
Other guests can "heart" your photo in the gallery. Heart counts are public. No personal data about who reacted is stored or displayed.
Photos may be displayed or downloaded with a watermark showing the event name and hashtag. This does not affect your right to have the photo removed.
| Data | Retention Period |
|---|---|
| Your photo | Until the event organiser deletes the event or you request removal, whichever comes first. Event organisers are encouraged to delete event data within 12 months of the event. |
| Name, table number | Same as above — deleted with the event |
| Email address | Up to 24 months from the event date if marketing consent was given; otherwise deleted with the event |
| Consent records | 7 years (legal obligation to maintain records of consent) |
| Anonymised analytics | Indefinitely (no personal data) |
You may request early deletion of your data at any time — see Your Rights below.
Under UK GDPR and EU GDPR you have the following rights in relation to your personal data:
You have the right to request a copy of the personal data we hold about you.
You have the right to request that we delete your personal data. This includes requesting removal of your photo from the event wall and gallery. We will action erasure requests within 30 days.
If any data we hold about you is inaccurate, you have the right to have it corrected.
You may request that we limit the processing of your data in certain circumstances, for example while a complaint is being investigated.
Where processing is based on consent, you have the right to receive your personal data in a structured, machine-readable format.
Where we rely on legitimate interest as our legal basis, you have the right to object to that processing. We will stop processing unless we have compelling legitimate grounds that override your interests.
Where we rely on consent as our legal basis, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing that took place before withdrawal.
If you believe your data protection rights have been violated, you have the right to lodge a complaint with your national supervisory authority:
To exercise any of the above rights, contact us using the details in Section 13. We will respond to all requests within 30 days. We may need to verify your identity before processing your request. There is no charge for exercising your rights.
Fotowall is not directed at children under the age of 13. We do not knowingly collect personal data from children under 13 without verifiable parental consent.
If you are between 13 and 16 years old, please ensure a parent or guardian has reviewed this privacy policy before you upload a photo or provide any personal information.
If you are a parent or guardian and believe a child has provided personal data without appropriate consent, please contact us immediately using the details in Section 13 and we will delete the data promptly.
Photos submitted to the event wall may include images of children in group shots. If you submit a photo that includes a child, you confirm you have the authority to do so (for example, you are the child's parent or guardian, or the child's parent or guardian has consented).
We may update this Privacy Policy from time to time to reflect changes in our practices, the law, or the services we provide. When we make significant changes, we will update the "Last updated" date at the top of this page.
We encourage you to review this policy each time you use Fotowall at an event. Continued use of the upload service after a policy update constitutes acceptance of the updated terms.
Material changes that affect your rights will be communicated to you directly where we hold your email address and have a legitimate basis to contact you.
Use this form to request removal of your photo from an event gallery. We will process your request within 30 days in accordance with your right to erasure under UK/EU GDPR.
For any questions about this Privacy Policy, to exercise your data rights, or to request removal of your photo, please contact:
Fotowall — Data Enquiries
Email: privacy@fotowall.io
For photo removal requests, please include the event name and a brief description of the photo (or the gallery URL if you have it). We aim to respond to all requests within 5 business days and action them within 30 days.
If your request relates specifically to how the event organiser is handling your data (rather than Fotowall's platform), please contact the event organiser directly. Their contact details should be available from the event itself or in any communications you have received from them.