The purpose and scope of this policy statement
MAKE! The Lakes works with children and families as part of its activities.
These include workshops, craft events, product design and pattern testing opportunities.
The purpose of this policy statement is to:
• protect children and young people who take part in MAKE! The Lakes 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,
• to 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 MAKE! The Lakes.
Legal framework
This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England.
Summaries of key legislation and guidance is available on:
• online abuse learning.nspcc.org.uk/child-abuse-and-neglect/online-abuse
• child protection learning.nspcc.org.uk/child-protection-system
We believe that:
• 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.
We recognise that:
• 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.
We will seek to keep children and young people safe by:
• always asking for written consent from a child and their parents or carers before taking and using a child’s image. Where written consent is not immediately possible, verbal consent will be asked and then followed up with the appropriate written forms.
• always 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 (and only using first names if we do need to identify them)
• never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo)
• 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)
• reducing the risk of images being copied and used inappropriately by, a) only using images of children in appropriate clothing (including safety wear if necessary), b) 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.
We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.
Photography and/or filming for personal use
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 and/or announce details of our photography policy before the start of the event.
This includes:
• reminding parents, carers and children that they need to give consent for MAKE! The Lakes to take and use their images
• asking for photos taken during the event not to be shared on social media or asking people to gain permission from children, their parents and carers before sharing photographs and videos that include them
• 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.
Photography and/or filming for MAKE! The Lakes use
We may use photography for the following reasons:
• in printed and PDF publications
• for marketing purposes
• on the MAKE! The Lakes website and online shops
• on MAKE! The Lakes social media pages.
Photographs should only be done using our equipment. Children, young people, parents and carers will also be made aware that photography and filming is part of the programme and give consent.
Photography and/or filming for wider use
If people such as local journalists, professional photographers (not hired by MAKE! The Lakes) 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.
MAKE! The Lakes 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 they are easily identifiable. If MAKE! The Lakes 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 child protection procedures.
Storing images
We will store photographs and videos of children securely, in accordance with safeguarding policies and data protection law. We will keep hard copies of images in a locked drawer and electronic images on protected devices with restricted access.
Images will be stored by MAKE! The Lakes indefinitely, unless the subject or their parents, careers or guardian ask for their removal.
Removal of images
If you wish images of your child to be removed from MAKE! The Lakes databases for whatever reason, please email makethelakes@gmail.com with the subject title ‘Remove images from database’. You do not need to give MAKE! The Lakes a reason for the wish for images to be removed and you will not be asked why.
Please note it may not be possible to remove all images that have already been shared or published with previous consent. No further images will be shared from the point any consent is withdrawn and MAKE! The Lakes will remove as many images that were previously shared as possible.
Changes to this privacy policy
We may update this privacy policy in order to reflect changes to our practices, or for other operational, legal or regulatory reasons.
If you have any questions or concerns about this policy you should contact makethelakes@gmail.com with the subject ‘Photography and Filming Statement query’
