PHOTOGRAPHY AND FILMING POLICY

Risks of sharing photographs/videos online

Sharing photographs/videos of children on social media or other online platforms carries potential risks. For example:

• children may become vulnerable to grooming if a photograph/video is shared alongside information that makes them identifiable. This includes: personal details; a tag with location information; visual details such as a school/venue uniform
• inappropriate photographs/videos of children may be shared online
• photographs/videos may be copied, downloaded, screenshotted or shared by anyone
• photographs/videos of children may be adapted and used inappropriately
• photographs/videos may appear in internet search results
• depending on the terms and conditions of using an online platform, the photographs/videos may be owned by the platform once it’s been posted. Platforms may then license photographs/videos for use by third parties – such as for commercial purposes
• each photograph/video, and any comments on them, become a part of a child’s public image.

Photography and/or filming for personal use

When children, parents/carers or spectators are taking photographs/videos for personal use:

• photographs/videos captured by the parent or carer (or another adult with the express permission of the parent or carer) of the child is permitted
• we will recommend that people check the privacy settings of their social media account to understand who else will be able to view any photographs/videos they share
• we will remind children, parents/carers who they can talk to if they have any concerns about photographs/videos being shared.

For specific events we run, we will publicise what will be allowed before the start of the event.

If a player wishes to enter into a private arrangement with a commercial photographer or videographer, the photographer or videographer must have the express consent of that player (or their parent or legal guardian where the player is under 18 years old) and will notify the venue (including the Competition Organiser/Director for any event) of their attendance in advance.

Using official or professional photographers

If ALTSBC engages a photographer/videographer for an event, we will:

• follow a safe recruitment process
• provide the photographer/videographer with a clear brief about appropriate content and behaviour
• ensure the photographer/videographer wears identification at all times
• inform children and parents/carers that a photographer/videographer will be at the event and ensure they give written consent to any close up photographs/videos of their child*
• inform the photographer/videographer about how to identify – and avoid taking photographs/videos of children without the required parental consent
• clarify areas where all photography/filming is prohibited (i.e. toilets, changing areas, first aid areas)
• not allow the photographer/videographer to have unsupervised access to children
• not allow the photographer/videographer to carry out sessions outside the event or at a child’s home
• report any concerns regarding inappropriate or intrusive photography/filming.

*At some events, wide-angle and general photographs/videos of the event, the site, award ceremonies, and similar may be taken.  It may not be reasonable, practical or proportionate to secure consent for every participating child in order to take such photographs/videos.  In these circumstances, we will make clear to all participants and parents that these kinds of photographs/videos will be taken, and for what purposes.

Photography and/or filming for wider use

If people such as local journalists or professional photographers wish to operate at an event and share photographs/videos, we will ensure they have been given proper permission in advance and that they have provided us with the following information:

• the name and address of the person using the camera
• the names of children they wish to take photographs/videos of (if possible)
• the reason for taking the photographs/videos and/or what they will be used for
• a signed declaration that the information provided is valid and that the photographs/videos will only be used for the reasons given.

We will verify these details and decide whether to grant permission for the photographs/videos to be taken. We will also ensure the children who are the intended subjects of the photographs/videos and their parents have given consent and inform the photographer of anyone who does not give consent.

We will also inform children and parents/carers that an external photographer is present and ensure they are easily identifiable.

Concerns

If we become concerned that someone is taking photographs/videos without the necessary consent, we reserve the right to ask them to delete the photographs/videos and may ask them to leave and (depending on the nature of the concerns) follow our safeguarding procedures.

If we become concerned that inappropriate photographs/videos have or are being taken, this will be reported to the Welfare Officer and LTA Safeguarding Team.  It may also be necessary to report this to the police.

Storing photographs/videos

We will store photographs/videos of children securely and in accordance with data protection law.

Hard copies of photographs/videos will be kept in a locked drawer and electronic photographs/videos in a protected folder with restricted access.  Personal devices will be set so as to not to automatically upload photographs/videos to the cloud.

Photographs/videos of children will not be stored on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

Photographs/videos will be deleted after use and not repurposed for personal use (e.g. marketing or otherwise);

When obtaining consent for photographs/videos, we will state how long they will be kept for.

Access to photographs/videos will be controlled, i.e. through a password protected folder

Photographs/videos which are deemed to be no longer necessary will be deleted, and in any event, will not be kept longer than consent was given for.

The above extract forms part of the full Safeguarding , Diversity and Inclusion Policy which can be accessed at the club office.

Chairperson: Adrian Allsopp

Welfare Officer: Kim Raymond

Last reviewed January 2023