Filming and Photography Policy

 

 

Introduction

The Filming and Photography Policy provides guidance for Athlone RSC on taking and using appropriate images. This policy is not about preventing parents/guardians and supporters from taking pictures, but rather to ensure that only those who have a right to take photographs do so. This policy is designed to promote safeguards for any photographic or filming/video activity to minimise the risk of inappropriate taking and use of images.

 

Definitions

Event: may include competition, training session, social function or any activity organised at any level

Image: refers to all photographic and film/video footage.

Responsible person: may include the mandated persons, duty manager, event manager, event controller or the facility manager

Young people: refers to all people U18; whilst this policy is designed to minimise risk to U18’s this guidance should be used to minimise risks for all persons of any age

 

Permission to take images

Permission is sought by the club/organisation/school/member/ non member to ensure that young people and parents/guardians are aware of when and how their images may be used. Permission can be obtained through:

 

• Individual permission where permission is sought for a single or specific event and has not been sought generally through membership/competition entry/other contract means – an individual permission form is provided in Appendix 1

 

• General permission granted through completion of membership/competition entry/other contract where permission is included as part of the form. The wording used on the individual form in Appendix 1 should be included.

 

For third party photographers, film/videographers or other organisations employed to take images each person must complete the Self-Declaration Form, provided in Appendix 2. For any other person wishing to use photographic devices they must first register their device with the organiser. Each person registering a device will be required to produce photographic identification as proof of identity. A template Registration Form is provided in Appendix 3.

 

 

Announcement at events regarding taking and the use of images

The event organiser should ensure the following announcement is read out at the start and during an event to ensure everyone is clearly aware of the need to register:

“All persons wishing to take photographs or film footage at this event must first register their device(s) with (name of organiser). Please note photographic identification will be required as proof of identity.

If a company/person has been authorised by completing the Self Declaration Form the following should be included in the announcement:

(Name of company) has been authorised to take photographs of individuals in accordance with Athlone RSC.”

Taking images in certain environments

Those registered shall ensure that images are not taken in such environments considered inappropriate irrespective of any permission sought. In certain cases it may be an offence to take such images.

Taking images using any type of equipment is banned in an area where people are changing or would normally expect their privacy to be recognised. Examples of such areas would include:

 

• Changing rooms

 

• Open changing areas such as the astro turf changing rooms

 

• Individual changing/private cubicles provided for personal use

 

• Toilets

 

• Medical/physio/testing treatment rooms

 

Flash photography is prohibited in an environment where any performance may be affected or there is the potential for its use to cause harm to the young person.

 

Types of appropriate images

Only appropriate images of children should be used, for example:

 

• Posed images such as during medal ceremonies, presentations or team shots where young people must be wearing t-shirt and shorts/tracksuits

 

• Action shots of young people where the focus is on the participation in the sport, not the athlete

 

Images of children should not be taken where the pose is inappropriate e.g. open legs; bending over from behind, etc.

 

Safe use of images

Images can be taken for a variety of purposes, including for administration or personal use, publicising the sport or aiding skill development within the particular discipline. Anyone taking images should be aware of action poses that may be inappropriate; these are not suitable for use/publication.

Types of images and appropriate use:

 

• Personal images – images taken by parents/guardians or other family members during an event as a celebration of a young person’s attendance or achievement. This includes the use of a professional photographer, with permission, taking images for the personal use of those attending. Other people may be included in an image and we expect parents/guardians and other family members to respect this by not distributing images publically.

 

• Training images – these are images or footage taken during a training sessions or during an event specifically to aid the young person in the development of a skill or technique. We expect these images to be taken by a qualified coach or a person specifically appointed by the young person’s coach. These images may be used as examples of technique or mastery of a skill for teaching/coaching purposes and should not be distributed outside this specific use.

 

• Media images – these are images taken by an individual from the media, i.e. TV, newspaper or professional photographer where the images are to be used for publicity or promotion of the event or future events.

 

• Administration images – these are images taken for general administration purposes; including images used for membership cards, competition entries, school awards programmes and could also include images that form part of an archive record.

 

Use of Images on Social Media

 

Where images of young people are used on social media the person posting an image must be aware of the potential for an image to be used inappropriately. The following safeguards must be in place to protect young people:

• Personal details of a young person should not be included
• Captions should be in keeping with the sport represented.
• The posting and any purpose should not breach the codes of conduct
• The type of image should not breach guidance in this policy.

 

Storage of Images

Storage includes any image stored as a hard copy and/or electronically as a soft copy. This includes images on social media, photographic archives, individual personal databases e.g. personal cameras, phones, etc. How personal images are stored is the responsibility of parents/guardians with their child/young person.

All other images should only be stored for defined and intended purposes e.g. membership, promotion, and/or archiving.

 

• If storage of images is required the images must only be stored for the length of time for which they are needed

 

• If possible, avoid using the names of children, or any other identifying feature

 

Once images are no longer required they must be properly destroyed. Digital images stored on computer systems need to be fully deleted, including deletion from the cache memory and/or temporary files.

 

Inappropriate Images

 

Taking inappropriate images

If there is any concern about the nature of any image taken this should be reported to the responsible person (in the club/organisation/school or event/activity) who will refer to the statutory authorities. The concerned individual may also report their concern directly to the statutory authorities.

 

Non-authorised taking of images

If you are concerned about an individual taking images at an event this should be verbally reported to the relevant responsible person. It may be necessary to report the non-authorised taking of images to the appropriate statutory authorities.

The responsible person will identify the person and check if their device is registered for the event. If not registered, the person must be asked to register their device, with appropriate identification. If the person is not willing to register their device they should be asked to leave.

Where the event is open to the public e.g. where only part of the facility is being used, it will be necessary to report non-authorised taking of images to the facility manager.

 

 

Inappropriate use of images

Where there is a concern about the use of images this should be reported to the responsible person who will take appropriate action. This will include reporting the alleged use to:

 

• the parent/guardian of any young person involved

 

• the person responsible for posting the image

 

• the media platform i.e. Twitter, Facebook, WhatsApp, Instagram, print media etc.

 

• the statutory authorities

 

Inappropriate use of images is a breach of this guidance and the code of conduct and may result in a complaint/disciplinary procedure against those involved. Where there is a concern about the publication of an image in local or national newspapers you should contact the individual newspaper or the Press Council of Ireland and the Office of the Press Ombudsman – website http://www.presscouncil.ie/

 

Installation and use of CCTV (Closed Circuit Television)

The use of CCTV is a positive step in safeguarding those that use facilities. Please see our CCTV policy statement

 

 

 

 

Appendix 1

 

 

Individual Permission Form for taking or use of images

 

_____________________________request permission to photograph and/or record video footage for ____________________________(event/activity).

 

Photographs/videos will be taken by an appropriate person appointed to do so by _____________________________________ (insert Club/Organisation/School). Any images will be used, held and stored in accordance with the Athlone RSC Filming and Photography Policy as specified in the latest version of the Athlone RSC Safeguarding Children Policies and Procedures. No child/young person will be identified individually in any published image or film footage.

 

Consent

 

I confirm that I give permission to be filmed and/or photographed for the event described above. Any photographs and/or part of the video may be used in accordance with the Athlone RSC Filming and Photography Policy.

 

Child’s name: ______________________________

(Print name)

 

Childs signature: ______________________________ Date: __________________

 

If athlete is under 18 the parent/guardian must also sign to give consent:

 

I confirm that I give permission for my child to be filmed and/or photographed and confirm I am the legal parent/guardian of the above named young person.

 

Parent/Guardian’s name: ______________________________

(Print name)

 

Parent/Guardian’s signature: _____________________________ Date: _________________

 

This permission will remain valid until __________________ (insert date)

 

 

 

 

Appendix 2

 

 

Disclosure of Criminal Convictions and Relevant Information

 

Information for Service Provider employees

 

Please read this information carefully:

Athlone RSC is committed to creating and maintaining the safest possible environment for young people who participate in sport, which reflects the guidelines contained in our Safeguarding Policies and Procedures (latest update). Part of our procedures is to ensure that all members working with young people in regulated and/or relevant work or activities complete the vetting process through the National Vetting Bureau (ROI) or Access NI (NI).

 

Where an individual is employed, through a Service Provider, to deliver a service that is not classed as regulated and/or relevant work or activity in accordance with the National Vetting Bureau (Children and Vulnerable Persons) Act 2012 – 2016 (ROI) Athlone RSC requires the individual to complete a self-declaration form – as attached.

 

The Self-Declaration Form requests information regarding criminal convictions or any other relevant information where individual is working with young people. Any information supplied will be treated confidentially and considered in the context of the role/the nature of the offence.

 

Please complete this form as accurately as possible and return it marked “Confidential” to the organiser of the event/activity or otherwise advised.

 

Thank you for your co-operation.

 

Manager

Athlone RSC

 

 

 

 

 

 

 

 

 

Self-Declaration for Service Provider Employees

 

All answers will be treated in a confidential manner.

 

1. Have you ever been asked to leave a sporting organisation?

 

                                    Yes ð                          No ð

 

2. Have you ever been convicted of a criminal offence or been the subject of a caution; a Bound over Order; or are you at present the subject of criminal investigations?

 

                                    Yes ð                          No ð

 

3. Have you ever been known to the Statutory Authorities or Social Services department as being a risk or potential risk to children or young people?

 

                                    Yes ð                          No ð

 

4. Have you been the subject of any disciplinary investigation and/or sanction by any organisation due to concerns about your behaviour towards children or young people?

 

                                    Yes ð                          Noð

 

(If you have answered yes to any questions above we will contact you in confidence)

 

I declare that the answers I have given above are complete and correct to the best of my knowledge and I will inform ___________________________ (insert Club/Organisation/School) of any changes.

 

Signature: ___________________________________

 

Print Name: ________________________________

 

Company: __________________________________

 

Date: _____/_____/_____

 

 

 

 

Appendix 3

 

Athlone RSC Filming and Photographic Devices Registration Form

 

                                     

 

Name	Phone Number	Proof ID Shown	Device	Signature	Date

Registration process:

 

1. Check ID of person wishing to register and record;
2. Ask person to complete name and phone number;

3.Fill in device name and type;

4. Ask person to sign

 

 

 

 

 

 

 

 

 

 

Filming & Photography

 Policy

 

April 2017