PURPOSE AND SCOPE

The Olney tennis venue strives to ensure that all children (anyone under 18) and adults at risk are safeguarded from abuse and have an enjoyable tennis experience.  

The purpose of this policy is to:

• protect children who take part in Olney tennis venue activities and events, specifically those where photographs and videos may be taken
• set out the overarching principles that guide our approach to photographs/videos being taken of children during our events and activities
• ensure that we operate in line with our values and within the law when creating, using and sharing photographs/videos of children.

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Olney tennis venue.

WE RECOGNISE THAT:

• sharing photographs/videos of our activities can help us celebrate the successes and achievements of our children, provide a record of our activities and raise awareness of our venue/county
• the welfare of the children taking part in our activities is paramount
• children, their parents/carers have a right to decide whether their photograph/video is taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
• consent to take photographs/videos of children is only meaningful when children, their parents/carers understand how the photographs/videos will be used and stored, and are fully aware of the potential risks associated with the use and distribution
• there are potential risks associated with sharing photographs/videos of children online.

WE WILL SEEK TO KEEP CHILDREN SAFE BY

• always asking for written consent from a child and their parents/carers before taking and using a child’s photograph/video
• always explaining what photographs/videos will be used for, how they will be stored and what potential risks are associated with sharing photographs/videos of children
• if consent is withdrawn, take reasonable steps to remove the photographs/videos of the child from public view.  It may not be possible to delete or destroy all photographs/videos that have been disseminated online (such as via social media) or in hard copy.
• only using first names of children, unless:
  • it’s considered necessary – such as for elite /high profile child players
  • it’s in the child’s best interests
  • the child and parent have consented (and been informed how, where, in what context a photograph/video might be used, e.g. public website, or through social media, and are aware of potential risks)
• never publish personal information about children
• making sure children, their parents/carers understand how photographs/videos will be securely stored and for how long (including how we will control access to the photographs/videos and their associated information)
• reducing the risk of photographs/videos being copied and used inappropriately by:
  • only using photographs/videos of children in appropriate clothing
  • avoid photographs/videos and camera angles that may be prone to misinterpretation or misuse
  • avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of photographs/videos being misused
• using photographs/videos that positively reflect children’s involvement in the activity
• using business devices unless not practical / possible to do so.  It is important that where personal devices are to be used, this is justifiable and not simply because that is the way it has always been done
• undertake reasonable spot checks on personal devices to monitor compliance
• setting expectations around consent and the use of any personal devices among staff, volunteers and young players
• 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.

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.

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.

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.

This policy is reviewed every three years (or earlier if there is a change in national legislation). 

Chairperson : Emma Maitland                     Date: October 2023

Welfare Officer : Katie Bennett                       Date: October 2023