Baseline Edge Ltd - Photography, Filming and Data Protection Policy Version 1.0 – October 2025 

Purpose and Scope 

Baseline Edge Ltd (“the Company”) provides tennis coaching services at Victory Park, Addlestone and other agreed venues. 
This policy aims to protect all children (anyone under 18) and adults at risk who take part in our programmes, ensuring that photographs and videos are taken, stored, and shared safely and appropriately in line with the UK GDPR and LTA Safeguarding Standards. 
 
This policy applies to all staff, coaches, volunteers, players, parents/carers, and visitors involved in Baseline Edge Ltd activities. 

1. Principles 

We recognise that: 
- Photography and video can celebrate achievements, promote participation, and help coaching development. 
- The welfare of children and young people is always the primary concern. 
- Children and parents/carers have the right to decide whether photographs or videos are taken and how they are used. 
- Consent is only meaningful when the purpose, risks, and storage arrangements are clearly explained. 
- Online sharing introduces potential safeguarding risks, including misuse or unauthorised redistribution of images. 

2. Consent 

- Always asking for written consent from a child and their parents/carers before taking and using a child’s photograph/video. 
- Consent will be sought using the Baseline Edge Photography & Media Consent Form (based on the LTA template). 
- Consent may be withdrawn at any time by written notice. While reasonable steps will be taken to remove imagery, it may not be possible to delete all images already published online. 
- If children and parents/carers do not consent to photographs/videos being taken, we will respect their wishes. We will agree in advance how they would like to be identified so the photographer/videographer knows not to take pictures of them. We will not exclude a child from an activity because we do not have consent to photograph/video them. 

3. Use of Photos and Videos 

Baseline Edge Ltd will only use photographs and videos: 
- On official Baseline Edge Ltd websites and social media pages (e.g. Facebook, Instagram, WhatsApp Business); 
- To celebrate participation and achievements or promote coaching activities; 
- For a maximum of six (6) years from the date of capture, after which they will be deleted. 
 
We will: 
- Use first names only when identifying children (unless agreed otherwise for elite players); 
- Avoid publishing any personal information such as school, address, or contact details; 
- Use images showing children appropriately dressed and engaged in positive tennis activities. 

4. Photography and Filming at Sessions or Events 

- Only authorised Baseline Edge Ltd staff or approved photographers may take photos or videos during sessions. 
- Parents/carers may take photos for personal use only with prior permission from the lead coach. 
- No photography or filming is permitted in changing rooms, toilets, or first-aid areas. 
- If consent is not granted, staff will ensure the individual is not photographed or filmed. 
 
If concerns arise about inappropriate or intrusive photography, staff will ask the person to stop, may request deletion of images, and report the incident to the LTA Safeguarding Team if necessary. 

5. Storing Images 

All photographs and videos will be: 
- Stored securely on password-protected devices or folders; 
- Not automatically uploaded to cloud storage from personal devices; 
- Deleted once the consent period expires or when they are no longer required (whichever comes first, and in any case, not beyond six years). 
 
Hard copies will be stored in locked cabinets and disposed of securely when no longer needed. 

6. Data Protection 

Baseline Edge Ltd complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018: 
- Personal data (including images) will only be processed for legitimate coaching, safeguarding, or promotional purposes. 
- Access to stored data will be limited to authorised personnel. 
- Data subjects have rights to access, rectify, or request deletion of their data. 
- Any data breach involving photographs or personal data will be investigated and reported to the Information Commissioner’s Office (ICO) within 72 hours if required. 

7. Online Safety and Communication 

Baseline Edge Ltd will ensure: 
- All social media accounts are password-protected, monitored by at least two authorised staff, and used only for professional communication. 
- No private communication takes place between staff and under-18s via personal accounts or messaging apps. 
- Parental consent is obtained for all social media communication involving children. 
- Posts will be appropriate, positive, and safeguarding-compliant in line with the LTA Online Safety and Communication Policy. 

8. Concerns and Complaints 

Any concerns about photography, filming, or data handling should be reported immediately to Baseline Edge Ltd on email baselineedgeltd@gmail.com 
 

9. Review 

This policy will be reviewed every three years or sooner if legislation, LTA guidance, or operational practice changes. 
 
Approved by: Baseline Edge Ltd 
Date: 31/10/2025 
Next Review: 31/10/2028