Photography and Videography Policy
Official use of images taken by the Sustainability Centre
Official use of images taken by the Sustainability Centre will be used in manner respectful of the eight Data Protection Principles. This means they will be:
The Education Team Data Controller is responsible for ensuring the acceptable safe use and storage of all camera technology and images within the Sustainability Centre setting. This includes the management, implementation, monitoring and review of the Sustainability Centre’s Image Use Policy and Guidelines.
Written permission from all individuals will be obtained before images/videos of those individuals are published by the Sustainability Centre. For those aged under 18, written permission with be obtained from their parents or carers.The Image Use Guidelines details how the images are likely to be used, and this is made available to read to individual who may be photographed or their parent/carer for those aged under 18.
Images are only used for training/ marketing and professional purposes.
A record of all of the consent forms will be kept securely. Should permission be withdrawn at any time, then all relevant images will be removed and disposed of and the record will be updated accordingly.
Images will not be kept for longer than is considered necessary. The Sustainability Centre staff will ensure that all photographs are permanently wiped from memory cards, computer hard and portable drives or other relevant devices once the images will no longer be of use.
All staff taking images will upload them onto the secure shared file photo folder as soon as possible and delete them immediately from their camera memory card or USB stick.
The Education Team Data Controller reserves the right to view any images taken and/or to withdraw or modify a member of staffs’ authorisation to take or make images at any time.
Images or videos that include children will be selected carefully when used online.
Individual’s full names will not be used on the website in association with photographs.
The Sustainability Centre will not include any personal addresses, emails, telephone numbers, fax numbers on video, on the website, or any printed publications.
The Sustainability Centre will only use images of children who are suitably dressed.
Children’s work will only be published with their permission or their parents consent.
Staff will receive information regarding the safe and appropriate use of images as part of their safeguarding training and responsibilities.
Careful consideration is given before involving very young or vulnerable children when taking photos, who may be unable to question why or how the activities are taking place.
The Sustainability Centre will discuss the use of images with children and young people in an age appropriate way.
Images will not be taken of any child or young person against their wishes. A child or young person’s right not to be photographed is to be respected.
Photography is not permitted in sensitive areas such as bedroom and toilets etc.
Photos of close-ups of faces of children or body parts and nudity should be avoided.
Photographs will be disposed of when no longer required. They will be deleted, wiped or shredded as appropriate. Copies will not be taken without the consent of the Education Team Data Controller.
Any images uploaded to other websites, apps or sharing sites such as facebook will only be done if relevant and appropriate. Images will be checked by the Education Team Data Controller before any images are shared.
- fairly and lawfully processed
- processes for limited, specifically stated purposes only
- used in a way that is adequate, relevant and not excessive
- accurate and up to date
- kept on file for no longer than is necessary
- processed inline with an individual’s legal rights
- kept securely
- adequately protected if transferred to other countries
The Education Team Data Controller is responsible for ensuring the acceptable safe use and storage of all camera technology and images within the Sustainability Centre setting. This includes the management, implementation, monitoring and review of the Sustainability Centre’s Image Use Policy and Guidelines.
Written permission from all individuals will be obtained before images/videos of those individuals are published by the Sustainability Centre. For those aged under 18, written permission with be obtained from their parents or carers.The Image Use Guidelines details how the images are likely to be used, and this is made available to read to individual who may be photographed or their parent/carer for those aged under 18.
Images are only used for training/ marketing and professional purposes.
A record of all of the consent forms will be kept securely. Should permission be withdrawn at any time, then all relevant images will be removed and disposed of and the record will be updated accordingly.
Images will not be kept for longer than is considered necessary. The Sustainability Centre staff will ensure that all photographs are permanently wiped from memory cards, computer hard and portable drives or other relevant devices once the images will no longer be of use.
All staff taking images will upload them onto the secure shared file photo folder as soon as possible and delete them immediately from their camera memory card or USB stick.
The Education Team Data Controller reserves the right to view any images taken and/or to withdraw or modify a member of staffs’ authorisation to take or make images at any time.
Images or videos that include children will be selected carefully when used online.
Individual’s full names will not be used on the website in association with photographs.
The Sustainability Centre will not include any personal addresses, emails, telephone numbers, fax numbers on video, on the website, or any printed publications.
The Sustainability Centre will only use images of children who are suitably dressed.
Children’s work will only be published with their permission or their parents consent.
Staff will receive information regarding the safe and appropriate use of images as part of their safeguarding training and responsibilities.
Careful consideration is given before involving very young or vulnerable children when taking photos, who may be unable to question why or how the activities are taking place.
The Sustainability Centre will discuss the use of images with children and young people in an age appropriate way.
Images will not be taken of any child or young person against their wishes. A child or young person’s right not to be photographed is to be respected.
Photography is not permitted in sensitive areas such as bedroom and toilets etc.
Photos of close-ups of faces of children or body parts and nudity should be avoided.
Photographs will be disposed of when no longer required. They will be deleted, wiped or shredded as appropriate. Copies will not be taken without the consent of the Education Team Data Controller.
Any images uploaded to other websites, apps or sharing sites such as facebook will only be done if relevant and appropriate. Images will be checked by the Education Team Data Controller before any images are shared.
Use of photos /Videos by Parents/Carers
- Parents/Carers are permitted to take photographs or DVD footage of events for private use only.
- Parents/ carers are only permitted to take or make recordings within the designated areas of the setting. Photography in sensitive areas such as bedrooms and toilets are not permitted.
- The opportunity for parents/ carers to take photos or video can be reserved by the Sustainability Centre on health and safety grounds.
- Parents and carers who are using photographic equipment must be mindful of others when making and taking images.
- The right to withdraw consent will be maintained and any photography and filming on site will be open to scrutiny at any time.
- Parents may contact the Education Team Data Controller to discuss any concerns regarding the use of images.
Use of photos/Videos by Children
- The Sustainability Centre will discuss and agree age appropriate acceptable use rules with children regarding the appropriate use of cameras, such as places children can not take the camera.
- All staff will be made aware of the acceptable use rules regarding children’s use of cameras and will ensure that children are appropriately supervised when taking images for official or curriculum use.
- Members of staff will role model positive behaviour to the children by encouraging them to ask permission in accordance with the Data Protection Act 1998.
- Cameras provided for use for children by the Sustainability Centre will be stored safely and not removed from the Centre.
Use of Images of Children by the Media/ Press/ Professional Photographers
- Where a press photographer is to be invited to celebrate an event, every effort will be made to ensure that the newspaper’s (etc) requirements can be met. A written agreement will be sought between parents and carers and the press, requesting that a pre-agreed and accepted amount of personal information (e.g., first names only) be published alongside the images and videos.
- The identity of any press representatives will be verified, and access will only be permitted where the event is planned and where the press are to be specially invited to attend.
- Every effort will be made to ensure the press abides by any specific guidelines should they be requested. No responsibility or liability, however, can be claimed for situations beyond reasonable control, or where the setting is considered to have acted on good faith.
- Photographers will not have unsupervised access to children and young people.
