Media and Photography Policy

1. PURPOSE

This policy outlines the approach of WOXPAF and OFSDMT to the capture, use, and storage of photographic and video media. It ensures that all media is used responsibly, ethically, and in accordance with safeguarding and data protection principles.

2. CONSENT

WOXPAF and OFSDMT will obtain informed consent from individuals (or their parents/guardians if under 18) before capturing or using any images or video footage. Consent forms will be included in registration materials and must be signed prior to participation.

3. SAFEGUARDING

Photographers and videographers must adhere to safeguarding protocols. No images will be taken in private or sensitive areas (e.g., changing rooms). Children and vulnerable adults will not be identified by name in any published media without explicit consent.

4. EVENT SIGNAGE

Clear signage will be displayed at all events indicating that photography and filming may take place. This ensures transparency and allows individuals to make informed decisions about participation.

5. OPT-OUT PROCEDURES

Participants or guardians who do not wish to be photographed or filmed must notify the organisers in advance. Their preferences will be recorded and respected. Event staff will be briefed to ensure these individuals are not included in media coverage.

6. STORAGE AND SECURITY

All media files will be stored securely on password-protected systems. Access will be restricted to authorised personnel only. Media will be retained only as long as necessary for its intended purpose, after which it will be securely deleted.

7. USE IN ANNUAL REPORTS AND PROMOTIONAL MATERIALS

Images and videos may be used in WOXPAF and OFSDMT’s annual reports, websites, social media, and promotional materials to celebrate achievements and promote future events. Only media for which consent has been obtained will be used.

8. RESPONSIBILITIES OF PHOTOGRAPHERS AND STAFF

All photographers (including volunteers and contractors) must be briefed on this policy and agree to its terms. Staff and volunteers must ensure that media is captured respectfully and in line with consent and safeguarding requirements.

9. DIGITAL MEDIA USE AND GDPR COMPLIANCE

Media may be used on digital platforms including websites, social media, and video-sharing services. All usage will comply with the UK GDPR and Data Protection Act 2018. Individuals have the right to request removal of their media from digital platforms.

10. THIRD-PARTY SHARING

Media may be shared with third parties such as press, sponsors, or partner organisations only with explicit consent obtained during registration.

11. RETENTION PERIOD
 

Media captured by or on behalf of WOXPAF and OFSDMT will be retained indefinitely for use in promotional materials, reports, and archives. Individuals (or their parents/guardians if under 18) have the right to request the removal of any image or video in which they appear. Upon receiving such a request, the relevant media will be promptly and securely deleted from all platforms and storage systems where it is held.

12. POLICY REVIEW

This policy will be reviewed annually by the trustees of WOXPAF to ensure it remains compliant with legal requirements and best practice.

v1.0