Photographic Policy
Oswestry Olympians is committed to providing a safe environment for all, including those under 18 years of age, to participate in athletics. Essential to this commitment is the need to protect everyone from inappropriate use of photographic images.
BACKGROUND
Oswestry Olympians organise and arrange for members to participate in events which are attended by competitors and supporters from other clubs. These events take place not only in indoor facilities but also in the outdoors where members of the public also have access.
It is recognised that means of recording and circulating images and videos have developed significantly in recent years and will probably continue to do so.
It is recognised that members, parents/carers and other relatives may wish to have photographs taken and wish them to be circulated through the press, website or other social media.
It is recognised that, for any reason, individuals may not wish to have images taken of them or circulated in any way.
Mindful of the above, this policy reflects practice that is possible to minimise any risks posed through inappropriate making or circulating of photographic images relating to the club’s activities. It is also recognised that the club cannot manage these issues at any events taking place that involve other clubs or the public, and it is the responsibility of the parent/carer to ensure the privacy of their child in events outside the club environment.
POLICY
- When joining the club, members will be made aware that photographic images/videos may be made at club activities and may be published on the club website or in the press. New members (and a parent/carer for anyone under the age of 18) will be asked to give their consent for this on the application form. They will also be advised that the club has limited control of this issue at events with other clubs or the public.
- Should any member wish or need images of them not to be shared then they will be given the opportunity to indicate this on the application form. In these cases, there will be no need for any reason to be given unless there is additional information which club officials need to know to help preserve the individual’s welfare and safety. This information will be held by the club secretary (club junior co-ordinator for under 18s) and shared with club officials on a ‘need to know’ basis. In these cases club officials will be mindful of any images being taken and ensure that the club officials or members do not take any clear images of the individual concerned and no such images are shared via the press, website or other social media through any process under the control of the club.
MEMBERS AND PARENTS/CARERS WILL BE NOTIFIED THAT MEMBERSHIP OF THE CLUB REQUIRES THAT:
- When photographs/videos are shared through the press, club website or social media names may be added but other personal details such as email addresses, home addresses or telephone numbers will not be included.
- Images will be taken only when participants are in clothing appropriate for the event they are participating in.
- Any images which may be considered to be derogatory or provocative will not be taken or shared.
- No photographs of club members will be taken other than where the activity is being undertaken.
- Anyone who suspects that images are being taken by inappropriate individuals at any club event should inform that event organiser or any Oswestry Olympians committee member or official.
- Any club member who has any concerns over the circulation of images of club members or event participants will notify the club secretary, junior co-ordinator or any committee member or club official. Failure to follow these requirements may result in dismissal from the club. Please remember that the taking, distribution or publication of photographs and comments can contravene data protection regulations which can lead to litigation.
First Draft 14.01.18
Revised (SAA) 17.01.18
Adopted by SAA 25.04.18
Second version Draft 21.01.23
V2 Adopted by Oswestry Olympians Committee 25.04.23