Filming contributor privacy notice

Shard Lights 2026

Last updated: 27 October 2026

This notice explains how TMAX Productions Ltd (“TMAX”, “we” or “us”) uses personal information about people taking part in filming, photography and interviews for Shard Lights 2026. It also covers parents and guardians who provide permission for children to participate.

The project is commissioned by Real Estate Management (UK) Limited (“REM”) for The Shard. Filming includes children taking part in a drawing session and interviews, and an adult contributor taking part in interviews and being filmed at work at Shangri-La The Shard, London.

Who to contact

For questions about your information, to exercise your rights or to withdraw consent, contact:

TMAX Productions Ltd
Email: max@tmaxproductions.co.uk

Please mention “Shard Lights 2026” and the contributor’s name so we can identify the relevant records. A parent or guardian can contact us on a child’s behalf.

TMAX is responsible for personal information where it decides how and why that information is used. Where we handle information solely on REM’s instructions, we assist REM in responding to requests. REM, broadcasters and other publishers are responsible for uses they independently determine. We can help identify the appropriate organisation to contact.

Information we collect

Depending on your involvement, we may collect:

  • Video, photographs and audio recordings, including your image, voice, interviews and activities during filming.

  • Your name and agreed information about you, such as your job title.

  • Your contact details, signature, release form and correspondence about participation.

  • For children, their name and age, together with their parent or guardian’s name, relationship to the child, contact details and permission.

We normally collect information directly from you or your parent or guardian. We may also receive relevant participation and contact details from REM or an organisation helping arrange the shoot, such as your employer.

Please avoid sharing sensitive personal information during an interview unless its inclusion has been discussed and agreed beforehand.

Why we use your information

We use this information to organise filming, communicate with contributors, record permissions, edit and produce content, and distribute material for Shard Lights 2026 and related publicity, marketing and promotion of The Shard.

The permitted uses are described in your release form. They include television and radio broadcasts, repeat transmissions, on-demand and catch-up services, websites, organic and paid social media, advertising, print and online press, and public screenings.

We may provide edited films, footage, extracts and photographs to the BBC and other media organisations as part of a press pack. This project is not commissioned by the BBC, and supplying footage does not guarantee that it will be used.

Published material may be available worldwide and remain accessible for an extended period.

Our lawful bases

Where TMAX determines the use of your information, we rely on:

Consent for recording, editing, publishing and supplying your identifiable contribution for the purposes explained in the release form.

Legitimate interests for necessary production administration, maintaining evidence of permissions, responding to enquiries and establishing or defending legal claims. These interests are managing the production responsibly and demonstrating that recordings have been used appropriately. We consider the impact on contributors, particularly children, before relying on this basis.

Legal obligation where we must retain or disclose particular information to comply with a legal requirement.

A recipient such as a broadcaster may have its own lawful basis for its independent use, including applicable provisions for journalism. Its own privacy information will apply to those activities.

Participation and children

Media participation is voluntary and unpaid. Choosing not to be filmed does not determine participation in the wider Shard Lights initiative. You can ask to pause or stop recording.

For children taking part in this shoot, we obtain permission from someone with parental responsibility and explain the filming in a way the child can understand. We also take account of the child’s willingness to participate.

Under our parent or guardian release, only the child’s first name may be published unless further permission is obtained. We do not publish private contact details, signatures or completed release forms.

Who receives your information

Where needed for the project, information may be shared with:

  • REM and The Shard’s owners and operators.

  • Crew, editors and other production or distribution suppliers.

  • Providers of secure storage, file transfer and other production services.

  • The BBC and other press outlets, broadcasters and publishers.

  • Website, social media and advertising platforms used to publish the content.

  • Professional advisers or authorities where necessary for legal obligations or claims.

We share permission records only where needed to administer the production, verify rights or address a legal issue. They are not included in publicly available publicity materials.

Once recordings are published, other people may view, download or share them. We cannot control every subsequent copy or use by the public.

Worldwide publication and online platforms

Recordings may be published on YouTube and social media, where they can be viewed worldwide. These platforms may process personal information outside the UK under their own privacy policies and international data-transfer arrangements.

For information about the platforms used and relevant transfer safeguards, contact max@tmaxproductions.co.uk

How long we retain information

We retain information according to its purpose:

  • Production correspondence and contact details: while needed to organise and complete the project and deal with follow-up enquiries.

  • Unused recordings and working files: while needed for editing, agreed revisions, delivery and a reasonable production backup period.

  • Selected recordings and finished content: while needed for the authorised publication, repeat use and archive purposes.

  • Release forms and permission records: while needed to demonstrate permission for retained or published content and to address legal claims.

We review retention and securely delete or anonymise information that is no longer needed. Relevant records may be retained longer where a complaint, dispute or legal obligation requires it.

Although the release has no fixed expiry date, this does not mean that every item of personal information will be retained indefinitely or that your data-protection rights are removed.

Withdrawing consent

You can withdraw consent at any time by emailing max@tmaxproductions.co.uk.

Withdrawal does not affect the lawfulness of use before consent was withdrawn. We will stop future uses that depend on that consent and take the steps required by law concerning material under our control and recipients to whom it has been supplied.

We cannot undo a broadcast that has already taken place or guarantee recovery of every printed, downloaded or independently published copy. A broadcaster or publisher relying on a separate lawful basis will need to assess the request under its own responsibilities.

We may retain a limited record of your permission and withdrawal where necessary to manage the request, demonstrate compliance or address legal claims.

Your rights

Depending on the circumstances, you can ask to:

  • Access your personal information.

  • Correct inaccurate or incomplete information.

  • Have information erased or its use restricted.

  • Receive certain information in a portable format.

  • Object to processing based on legitimate interests.

  • Withdraw consent where processing relies on consent.

These rights are subject to the conditions and exceptions in data-protection law. We may need enough information to verify your identity or authority to act for a child.

You can also complain to the Information Commissioner’s Office, the UK’s data-protection regulator, at https://ico.org.uk/make-a-complaint/. You do not have to contact us first, although we welcome the opportunity to address your concern.

Changes to this notice

We will update this notice if the arrangements change and bring significant changes affecting contributors to their attention where required. Updating this page does not itself extend the permissions given in a release form.

A paper or emailed copy is available from max@tmaxproductions.co.uk.