Photography, Filming and Consent Policy

Walsall Community Active Projects CIC

Company number 17051741

Photography, Filming and Consent Policy

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1. Statement of Intent

Walsall Community Active Projects CIC uses photographs and video to celebrate our work, promote our sessions and report to funders. This policy sets out how we take, store, share and remove images and footage in a way that respects everyone's rights and keeps people safe.

It supports our Safeguarding, Data Protection and Social Media policies.

2. Scope

This policy applies to all photographs, video and audio recordings taken at our sessions, events and activities, whether by:

• Staff, volunteers or trustees
• Contracted photographers or videographers
• Media outlets attending our events
• Participants, parents or members of the public
• Live streams or online sessions

3. Why We Take Photos and Video

We use images and footage to:

• Show what happens at our sessions
• Celebrate achievements
• Promote sessions, events and opportunities
• Train coaches, mentors and volunteers
• Report to funders, partners and the public
• Apply for further funding

4. Consent: General Principles

We will:

• Ask for clear, written consent before identifiable images of children, young people or adults are taken or used
• Use plain language consent forms that explain how images will be used and for how long
• Treat consent as time-limited and reviewable, not permanent
• Make it easy for people to withdraw consent at any time
• Never pressure anyone to consent
• Keep records of consent securely

5. Children and Young People

For participants under 18:

• Consent must be given by a parent or carer with parental responsibility
• Where the young person is old enough to understand (Gillick competent), we will also seek their own agreement
• We will not name a child alongside their photo on public channels
• We will not share information that could identify their school, address or routines
• We will use particular care for children known to be in care, looked after, refugees or affected by domestic abuse

6. Adults at Risk

For adults at risk, we will:

• Provide consent information in accessible language and formats
• Allow time and support for a considered decision
• Seek guidance from family, carers or advocates where appropriate
• Never feature an adult at risk in promotional content without their clear, informed consent

7. Adults Who Are Not at Risk

For other adults, we will:

• Ask for written consent before using identifiable images for marketing or reporting
• Make clear how images will be used
• Respect any preference, for example to be in group shots only or not at all

8. Photographers and Videographers

Where we engage a photographer or videographer (paid or voluntary), they will:

• Sign a brief that includes our safeguarding and image use rules
• Show a current DBS check where the work is in regulated activity
• Wear visible identification
• Hand over all images and footage to us, with no rights to share, reuse or sell without our written permission
• Delete their own copies once handed over, unless we agree otherwise in writing

9. Photos and Video by Participants, Parents and the Public

At our sessions and events:

• Participants, parents and visitors may take photos and videos of their own family members for personal use
• We will remind people not to photograph or film other people's children without permission
• We may set 'no photography' rules for certain sessions or zones
• We will respond promptly to anyone who is uncomfortable being photographed
• We will report any inappropriate or suspicious filming to staff and, if necessary, the police

10. Media Coverage

If a media outlet attends an event:

• We will agree in advance what they can photograph or film
• We will check that we have appropriate consents in place from participants and parents
• We will provide a single point of contact for the journalists
• We will ask for editorial review of any names used, where possible

11. Storage and Security

Photos and videos will be:

• Stored in secure, password-protected systems
• Backed up safely
• Accessible only to staff and trusted contractors who need them
• Deleted from cameras and personal devices once transferred to secure storage

Personal devices should not be used to store organisational images long term.

12. Sharing and Publishing

Before sharing images publicly, we will check:

• Valid consent is in place
• The image is appropriate (clothing, context, what is in the background)
• It does not identify locations or routines in a way that could put participants at risk
• Where children are shown, names are not used alongside photos
• Any quotes are accurate and consented to

13. Withdrawing Consent

Anyone can withdraw consent at any time by contacting us. We will:

• Remove identifiable images from our website and social media as soon as reasonably possible (usually within 5 working days)
• Stop using the images in any new printed materials
• Not be able to retrieve materials already in print, distributed or printed by third parties
• Explain this honestly to the person withdrawing consent

14. Retention

We keep images and footage for as long as the consent allows, normally up to three years from the date they were taken, or longer where they form part of organisational history or accountability records. Consent and retention will be reviewed annually.

15. Image Use for Funders and Partners

Where funders or partners ask for images for reports:

• We will only share images where appropriate consent allows
• We will explain the intended use to the funder
• We will request that funders apply the same standards of care

16. Safeguarding Concerns

Any concern about the inappropriate taking, sharing or use of images of participants will be treated as a safeguarding issue and reported to the Designated Safeguarding Lead in line with our Safeguarding Policy.

17. Training and Awareness

All staff and volunteers will be briefed on this policy as part of induction. Anyone leading sessions where images will be taken will be reminded of consent and safeguarding requirements.

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Policy Review

This policy was adopted on 14 February 2026 and will be reviewed annually, with the next scheduled review in February 2027. It will also be reviewed earlier if there are significant changes in legislation, guidance, or our activities.

All staff, volunteers and trustees will be made aware of any updates and asked to confirm they have read and understood the revised version.

Signed on behalf of the Board