Photography Policy
Photography and Filming Policy
1. Purpose
Coventry Blaze Junior Academy recognises that photography and video can be valuable for celebrating players' achievements, promoting the Academy, recording matches and training sessions, and supporting coaching and player development.
As our players are children and young people, photography and filming must be managed carefully. This policy sets out how images and recordings of junior players may be taken, stored, used and shared while protecting players' privacy, dignity and welfare.
This policy operates on an opt-out basis. This means that, unless a parent or legal guardian has notified the Academy that they do not wish their child to be photographed or filmed for the purposes covered by this policy, the Academy may photograph and film children participating in Academy activities and may use those images and recordings in accordance with this policy.
Parents and legal guardians are responsible for informing the Academy if they wish to opt their child out.
2. Scope
This policy applies to:
Academy staff, coaches and volunteers.
Players and their parents or legal guardians.
Club officials and committee members.
Academy photographers and videographers.
Parents, spectators and visitors attending Academy activities.
External photographers, media organisations and other third parties authorised by the Academy.
It applies to photography and filming at training sessions, matches, tournaments, camps, presentations, social events and other Academy-related activities, whether taking place at Academy facilities or elsewhere.
3. Opt-Out Arrangements
The Academy operates an opt-out rather than an opt-in system for routine photography and filming associated with Academy activities.
Parents or legal guardians who do not want their child to be photographed or filmed should notify the Academy in writing by emailing admin@coventryblazeacademy.co.uk
The opt-out should identify the child and, where appropriate, specify whether it applies to:
Photography.
Video recording.
Live streaming.
Academy websites and social media.
Promotional and publicity material.
Match, tournament or event photography.
Coaching and player-development recordings.
All photography and filming covered by this policy.
Where a parent or legal guardian has submitted an opt-out request, the Academy will take reasonable steps to ensure that the child is not included in images or recordings intended for the purposes identified in the opt-out.
The Academy cannot guarantee that a child will never appear incidentally in a wide-angle photograph, video recording or live broadcast involving a larger group, particularly where the Academy does not control the recording. However, the Academy will take reasonable steps to minimise such occurrences and will respond appropriately to any concern raised.
Parents and legal guardians may change or withdraw an opt-out by notifying the Academy in writing.
Where an opt-out is received, the Academy will make reasonable efforts to implement it as soon as practicable. This will not require the Academy to recall or retrospectively remove material that was lawfully created or published before the opt-out was received, although the Academy may consider removal requests where reasonably practicable and appropriate.
4. Notification of Photography and Filming
The Academy will take reasonable steps to make parents, guardians, players and spectators aware that photography and filming may take place at Academy activities.
This may include information provided through:
Registration or membership information.
Parent handbooks.
Academy websites.
Notices at venues.
Event communications.
Match or tournament information.
Social media announcements.
Parents and guardians will be given a reasonable opportunity to submit an opt-out before their child participates in activities where photography or filming is planned.
5. Photography and Filming at Academy Activities
Photography and filming may take place during Academy activities for legitimate sporting, coaching, safeguarding, archival, promotional and publicity purposes.
Photographers and videographers appointed by the Academy should be identifiable and, where appropriate, wear Academy identification or accreditation.
The Academy reserves the right to restrict or prohibit photography and filming at particular activities where this is considered necessary for safeguarding, privacy, operational or other legitimate reasons.
External organisations or businesses are not permitted to film at academy event without written permission.
6. Parents, Guardians and Spectators
Parents and guardians are generally permitted to take photographs or short videos of their own child participating in Academy activities, provided that doing so:
Does not interfere with coaching, officials, players or spectators.
Does not create a safety risk.
Does not involve inappropriate, intrusive or humiliating images.
Does not deliberately focus on other children without appropriate permission.
Does not breach any restriction communicated by the Academy.
The Academy may ask individuals to stop taking photographs or filming where there is a safeguarding, privacy or other legitimate concern.
7. Academy and Official Photography
Official Academy photographers and videographers must follow this policy and any safeguarding procedures established by the Academy.
Images should be:
Appropriate to the player's age and sporting activity.
Taken in a manner that preserves the player's dignity.
Relevant to the Academy's activities.
Free from content that could reasonably be considered embarrassing, degrading or inappropriate.
Under no circumstances should photographs or video be taken in changing rooms, toilets, showers or other areas where players have a reasonable expectation of privacy.
8. Changing Rooms and Private Areas
Photography and filming are strictly prohibited in changing rooms, toilets, showers and other private areas.
Players, staff, coaches, parents, spectators and visitors must not use mobile phones, cameras or recording devices in these areas unless specifically authorised for an exceptional operational reason and appropriate safeguards are in place.
This prohibition applies regardless of whether images are intended to be shared.
9. Social Media and Online Publication
Images and video published on Academy-controlled websites, social media accounts or other platforms must comply with this policy and the Academy's safeguarding requirements.
The Academy should avoid publishing unnecessary personal information alongside images of junior players. In particular, it should normally avoid publishing a child's:
Home address.
Personal contact details.
School.
Regular travel arrangements.
Other information that could unnecessarily identify or locate the child.
Where appropriate, captions may use a player's name, team or age group without providing additional identifying information.
Comments and interactions on Academy-controlled social media platforms should be monitored and inappropriate material removed promptly.
Where a player has been opted out, the Academy will take reasonable steps to prevent that player's identifiable image from being deliberately selected for public-facing publication.
10. Player Requests and Dignity
The Academy will respect reasonable requests from players who do not wish to be photographed or filmed, subject to any legitimate coaching, safeguarding, competition or evidential requirements.
Players must never be pressured, ridiculed or embarrassed for expressing a wish not to participate in photography or filming.
Images must not be altered or used in a way that misrepresents a player or could reasonably cause distress, embarrassment or reputational harm.
A player's or family's decision to opt out will not result in any disadvantage, penalty or discrimination in relation to their participation in Academy activities.
11. Safeguarding Restrictions
Where a child is subject to specific safeguarding arrangements, including circumstances in which photography or publication of their image presents a particular risk, the Academy will follow the relevant safeguarding instructions.
Parents and guardians should inform the Academy's designated safeguarding lead of any specific safeguarding restrictions or concerns as soon as possible.
The Academy may maintain a confidential no-photography/no-publication list where appropriate. Such information must only be accessible to staff and volunteers who need it to carry out their responsibilities.
Where a safeguarding restriction conflicts with an existing photography or filming arrangement, the safeguarding requirement will take priority.
12. Storage and Security
Academy photographs and video containing identifiable children should be stored securely and only accessed by authorised individuals.
The Academy will take reasonable steps to:
Restrict access to authorised staff or contractors.
Protect digital files from unauthorised access.
Avoid retaining material for longer than necessary.
Delete or securely dispose of material when it is no longer required, subject to legitimate archival or legal requirements.
Images should not be transferred to personal devices, personal cloud accounts or personal social-media accounts unless there is a legitimate reason and appropriate controls are in place.
13. Use by External Organisations
External photographers, media organisations, tournament organisers or other third parties may only photograph or film Academy or event players where the Academy has authorised their presence or their activity is otherwise legitimately permitted.
Where the Academy provides player images or recordings to a third party, it should ensure that the intended use is appropriate and consistent with this policy, applicable opt-out arrangements and safeguarding requirements.
The Academy should not provide personal information about junior players to external organisations unless there is a legitimate reason and an appropriate legal basis for doing so.
Where reasonably practicable, the Academy will inform relevant third parties of children who have been opted out of photography or filming and will request that those restrictions are respected.
14. Professional Photographers at Matches and Events
Where professional or commercial photographers are engaged, the Academy should establish clear arrangements covering:
Their identity and role.
The locations in which they may operate.
The type of images they may capture.
How images will be used.
How long images will be retained.
How parents and players can raise concerns.
Any relevant safeguarding requirements.
The process for identifying and respecting players who have opted out.
Photographers should not be given unrestricted access to children or private areas.
15. Live Streaming
Any live streaming of matches, training or other Academy activities involving children must be authorised by the Academy and subject to appropriate safeguarding and privacy controls.
The Academy will consider factors including:
Whether parental or guardian notification is required.
Whether the platform is appropriate.
Whether comments or interaction features can be disabled or moderated.
Whether player names and other identifying information should be displayed.
Whether particular players have opted out and need to be excluded from the broadcast.
The Academy may prohibit live streaming where the associated risks cannot be adequately controlled.
16. Commercial Use
Photographs or video of junior players must not be used for commercial advertising, sponsorship or merchandise purposes without appropriate authority and consideration of the relevant privacy, safeguarding and data-protection requirements.
Any proposed commercial use should be reviewed by Academy management before publication.
Where a child has been opted out, the Academy will not deliberately use that child's identifiable image for commercial purposes covered by the opt-out.
17. Complaints and Concerns
Any concern about inappropriate photography, filming, publication or use of images should be reported immediately to the Academy's designated safeguarding lead or another appropriate member of Academy management.
Where a concern involves a child-safeguarding issue, it will be dealt with under the Academy's safeguarding procedures.
The Academy may request the removal of images or recordings where there is a legitimate safeguarding, privacy or policy concern.
Parents and guardians who believe that an opt-out has not been respected should report the matter to Academy management or the designated safeguarding lead as soon as possible so that it can be investigated and appropriate action taken.
18. Responsibilities
Academy management is responsible for implementing and reviewing this policy, maintaining appropriate opt-out arrangements and ensuring that relevant staff and contractors understand their responsibilities.
Coaches and volunteers are responsible for following the policy, respecting notified opt-outs and reporting concerns.
Photographers and videographers are responsible for complying with Academy instructions, safeguarding requirements and agreed terms of engagement, including respecting notified opt-outs.
Parents and guardians are responsible for notifying the Academy if they wish their child to opt out and for respecting the privacy and dignity of all players, not just their own child.
Players are expected to respect the privacy and wishes of their teammates and to report concerns to a trusted adult.
19. Policy Review
This policy will be reviewed at least annually and whenever there are significant changes to safeguarding requirements, data-protection requirements, Academy activities or relevant sporting-body guidance.
The Academy reserves the right to update this policy where necessary to protect children and young people.