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Photography and Filming Policy


The Phoenix Group for deaf Children and Young Adults works with children and families as part of its activities. These include: participation in activity and learning programmes and projects.


The purpose of this policy statement is to:


  • protect children and young people who take part in Phoenix’s 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 the organisation.


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
  • 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 whenever possible (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:
  • only using images of children in appropriate clothing (including safety wear if necessary)
  • 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.


The misuse of images of children forms part of our child protection procedures. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.



Storing images securely


Phoenix stores images and video recordings of children for official use, and must ensure we comply with the Data Protection Act 2018.

We will take steps to mitigate the risk of unauthorised access to and inappropriate use of images of children. This will include:


  • storing images in a secure location
  • encrypting electronic images before they are stored
  • only using devices belonging to our organisation to take and store photos and recordings of children.
  • delete images stored on Phoenix devices within 12 months or sooner if the members have informed us that they will no longer attend Phoenix activities.
  • do not use images or videos of children or young people if those members have not attended Phoenix activities within 12 months. · Images that have been used on Phoenix social media platforms have already been exposed to the public with permission from the members. Phoenix will remove these images with immediate effect, if we are asked to do so by those individuals.
  • making sure anyone who takes or uses images of children for the organisation has permission to do so.