Photography and Filming Policy
Introduction
This policy covers the recording, use, storage, and deletion of still and video images at WR&FC (the “club”). It should be read in conjunction with the club’s data protection policy.
The club has adopted the following key principles to protect children/young people wherever and whenever photographic and video images are taken and stored:
- The interests and welfare of children and young people are paramount.
- Parents/carers have a right to decide whether children’s images are to be taken and how those images may be used.
- Parents/carers must provide written consent for children’s images to be taken, used, and stored.
- Images should convey the best principles and aspects of our sports, such as fairness and fun.
- Care should be taken to ensure that images are not sexual or exploitative in nature, nor open to obvious misinterpretation and misuse.
- Images should only be taken by authorised persons, as agreed by the club manager with prior written permission.
- All images of children should be stored securely and destroyed within one month.
- In the case of images used on websites, particular care must be taken to ensure that no identifying details facilitate inappropriate contact with a child.
- Under no circumstances should photographic film or picture images be taken in the changing rooms.
More information about this can be found from:
Photography and sharing images guidance | NSPCC Learning
Publishing Images
WR&FC may use photographic and video images for promotional purposes, including on the club’s website, social media and in the press, with the following conditions:
- Using a consent form, we will ask for the permission of parents/carers to take and use the child’s image (see appendix for consent form).
- If a player is named, we will avoid using their individual photograph.
- If a photograph is used, we will not name the player.
- We will never publish personal details (e-mail addresses, telephone numbers, addresses, etc.) of a child. The member directory (MyCourts) should not contain personal contact details of junior members.
- We would like to remind parents and carers that not all members would like to be photographed or filmed.
- Please do not share photographs and videos of children who are not members of your own family.
Taking, Storing and Retaining of Images and Videos
Photographic and video images taken on behalf of the club should be taken only by Club coaches, appropriate staff or approved photographers who must be clearly identified. Press or other professional photographers must be approved and clearly identified.
WR&FC does not want to prevent parents, carers or other spectators being able to take legitimate photographs or video footage of players. However, please be aware that certain individuals could visit sporting events to take inappropriate photographs or video footage of children. Staff and volunteers should be vigilant about this possibility and any concerns should be reported to the appropriate Welfare Officer (safeguarding@wimbledonclub.co.uk) or organiser if there is an immediate threat.
No photographic or video images should be published or shared on social media without the permission of the parent/carer of the child concerned.
This policy statement should be read alongside our organisational policies and procedures, including:
- Safeguarding policy
- Health and Safety policy
- Equality policy
- Diversity and Inclusion policy
Use of Video as a Coaching Aid
- Players and their parents/carers should be made aware that this is part of the coaching programme, and understand the purpose of filming as a coaching aid.
- We will seek written permission from the parent/carer for the use of photography and video analysis.
- When filming, we will ensure that there is an appropriate approved adult present.
- Care will be taken in the storing of coaching films to avoid inappropriate use.
- Material will be destroyed once it is no longer relevant.
WR&FC would like you to celebrate your child’s performance by taking photographs to remember an event or time in their life. However, please remember there might be children alongside your child who are vulnerable to having their image distributed. We cannot always communicate information to other people, so please just observe the rules!