Video & Photography Policy

Stage Awaits works with children and families as part of its activities. The purpose of this

policy statement is to:

• Protect children and young people who take part in Stage Awaits’ services, events and activities, 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 and young people during our events and activities
• Ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people. This policy statement applies to all staff, volunteers and other adults associated with Stage Awaits.

• Children and young people should never experience abuse of any kind
• We have a responsibility to promote the welfare of all children and young people and to take, share and use images of children safely.

• Sharing photographs and films of our activities can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our organisation
• The welfare of the children and young people taking part in our activities is paramount
• Children, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
• Consent to take images of children is only meaningful when children, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images
• There are potential risks associated with sharing images of children online.

• Seeking consent from a child and their parents or carers before taking and using a child’s image
• Explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children
• Making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published
• Changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)
• Never publishing personal information about individual children making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information).

• Only using images of children in appropriate clothing (including safety wear if necessary)
• Avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused
• Using images that positively reflect young people’s involvement in the activity.

When children themselves, parents, carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes or announce details of our photography policy before the start of the event. This will include:

• Asking for photos taken during the event not to be shared on social media
• Recommending that people check the privacy settings of their social media account to understand who else will be able to view any images they share
• Reminding children, parents and carers who they can talk to if they have any concerns about images being shared.

We recognise that our group leaders may use photography and filming as an aid in activities.

However, this should only be done with Stage Awaits’ permission. All images taken are to be

subsequently deleted.

• Providing the photographer with a clear brief about appropriate content and behaviour
• Ensuring the photographer wears identification at all times
• Informing children, their parents and carers that a photographer will be at the event
• Not allowing the photographer to have unsupervised access to children
• Not allowing the photographer to carry out sessions outside the event or at a child’s home
• Reporting concerns regarding inappropriate or intrusive photography following our child protection procedures.

If people such as local journalists, professional photographers (not hired by Stage Awaits) or

students wish to record one of our events and share the images professionally or in the wider

world, they should seek permission in advance. They should provide:

• The name and address of the person using the camera
• The names of children they wish to take images of (if possible)
• The reason for taking the images and/or what the images will be used for
• A signed declaration that the information provided is valid and that the images will only
• be used for the reasons given.

Stage Awaits will verify these details and decide whether to grant permission for

photographs/films to be taken. We will seek consent from the children who are the intended

subjects of the images and their parents and inform the photographer of anyone who does

not give consent. At the event we will inform children, parents and carers that an external

photographer is present and ensure the photographer is easily identifiable, for example by

issuing them with a coloured identification badge. If Stage Awaits is concerned that someone

unknown to us is using their sessions for photography or filming purposes, we will ask them to

leave and, depending on the nature of the concerns, follow our child protection procedures.

• We will store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law. We will keep electronic images in a protected folder with restricted access.
• We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.