Using this resource
These samples are a convenience, not legal advice or a guarantee of compliance. The Event Owner must adapt them to its processing, event settings, and applicable law, fill in the bracketed fields, and provide required information before processing begins.
An event notice or photography contract does not replace an individual’s consent or written release where required for biometric processing. The Event Owner remains responsible for its own notices, upload authority, and required permissions, including those concerning children.
Sample participant notice
PHOTOGRAPHY AND FACE MATCHING — [EVENT OWNER’S NAME AND CONTACT] is responsible for photography, the event archive, and sharing under [PURPOSE AND LEGAL BASIS]. Photos and videos may be uploaded to PhotoMea for storage and delivery.
PhotoMea derives face vectors from uploaded event photos for comparison within that event. A Participant who uploads a selfie can find matching photos. Group photos may be shown to each Participant they match; the full gallery is available only if the Event Owner opens it. PhotoMea is separately responsible for its face-matching processing.
Event-photo face vectors are retained for up to six months from the event date, and event Content for up to two years, subject to earlier deletion requirements described in PhotoMea’s policies.
For the Event Owner’s processing and your rights, see [EVENT OWNER’S PRIVACY NOTICE AND REQUEST CHANNEL]. For PhotoMea’s processing, recipients, and rights, see photomea.com/privacy and photomea.com/biometric. You may request photo removal or face-data deletion at support@photomea.com without opening an account.
Short notice for signage
Photography is taking place at this event. Images may be uploaded to PhotoMea, which uses face matching to help Participants find their photos. Access depends on event settings. Event-photo face vectors are retained for up to six months and event Content for up to two years, subject to earlier deletion requirements. Read the full event notice at [LINK OR QR CODE]. PhotoMea’s privacy information: photomea.com/privacy. Removal requests: support@photomea.com.
Link this short notice to the completed event notice. Signage alone does not obtain consent where consent is required.
Sample photography-contract clause
“The Photographer confirms that it has authority to upload the agreed Content to PhotoMea for storage, delivery, and face matching. The Photographer and Client will allocate and perform the notices and permissions required for their processing, including any required permissions concerning children. This agreement does not provide consent on behalf of other people appearing in the Content.”
“Access follows the Event Owner’s settings: Participants normally see matched photos, including group photos, and may see the full gallery if the Event Owner enables it. The parties will promptly handle removal requests or forward them to support@photomea.com. The Client must download Content it wishes to retain before the retention periods in PhotoMea’s Privacy Policy expire.”