Film and Photography Guidelines

Film and Photography Guidelines

This Filming and Photography 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. Taking photographic and filming/video footage at Events (see definition below) of children or young people is a normal activity for a sporting organisation. This policy proposes safeguards so as to minimise the inappropriate use of images.

Throughout this policy the use of the word ‘image’ refers to all photographic and film/video footage.

The term ‘event’ may include competition, training session, social function or any activity organised at any level of the sporting body.

 

Permission

Parents/guardians should be advised that Blackrock Athletic Club or event that their child is attending may record and/or take photographs for the promotion of the sport within the club, county, province or national event.

When parents/guardians register their children as a member of Blackrock Athletic Club they are granting their consent for the possible taking and publication of photographs and video footage of their children in the promotion of the club and the sport and the use of such imagery in line with the club Guidelines outlined below.

If a parent/guardian does not wish their child’s image to be taken they should inform the Children’s Officer at the club or event they are attending.

 

Blackrock Athletic Club Guidelines for photographically recorded images

Filming and Photography is permitted under the following safeguarding guidelines.

Types of appropriate images

Only use appropriate images of children:

Posed images e.g. medal ceremonies, presentations and team shots should be of children wearing tracksuits or t-shirt and shorts

Action shots of children may be used where the focus is on the participation in the sport and not the child

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

Flash photography is prohibited for any activities where it affects the performance or may have the potential to cause harm to the participant.

The Club reserves the right to request, the removal and /or deletion of any Club-related material from any social media platforms, group apps or texts if the Club committee deems it inappropriate.

 

Use of images

Images may be taken for a variety of purposes; these can include administration or personal use, publicising the sport or enhancing skill development within the sport. Persons taking images are reminded that some action poses may be inappropriate and not suitable for use/publication.

a) Personal images – these are images taken by parents/guardians or other family members during an event as a celebration of a young person’s attendance or achievement. This could include a professional photographer with permission to take 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 publicly.

b) Training images – these are images or footage taken during a training session or during an event specifically to aid the development of a skill or technique for the young person. 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. These types of images should not be distributed outside teaching/coaching purposes.

c) 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.

d) Administration images – these are images taken for general administration purposes; including images used for membership cards, competition entries and may also include images that form part of an archive.

 

Use of images on social media

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

i) Personal details of a young person should not be given

ii) Any caption should be in keeping with the sport represented

iii) The purpose of the posting should not breach the codes of conduct

iv) The type of image should not breach any requirement stated within this policy

 

Announcement at events regarding taking and the use of images

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

“All persons wishing to take photographs or film footage at this event must first register their device(s) with.… Please note photographic identification will be required as proof of identity. (Company) has been authorised to take photographs of individuals in accordance with our policy.”

It should be noted that we have little or no influence on what photographs may be taken and published in local or national newspapers. Should we ever be unhappy with the publication of such photographs or images we can address this matter with the individual newspaper or the Press Council of Ireland and the Office of the Press Ombudsman.

See  ‘Athletics Ireland Filming and Photography Policy and Guidelines’ for further regulations and guidance.

 

Storage of Images

Storage includes any image stored as a hard copy or electronically including social media, photographic archives or individual personal databases e.g. personal cameras, phones, etc.

Storage of personal images is a matter for the parent/guardian and the 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 ensure that they are properly destroyed. Digital images stored on computer systems need to be fully deleted, including deletion from the cache memory/temporary files.

 

Reporting of Inappropriate Images

Taking inappropriate images

If there is any concern about the nature of images being taken this should be reported to the responsible/mandated person (AAI Child Welfare Manager/National Children’s Officer) who will refer to the statutory authorities. The concerned individual may also report directly to the statutory authorities. Statutory authority details can be found in the AAI Code of Ethics & Good Practice for Children.

Non-authorised taking of images

If you are concerned about individual taking images at an event you should verbally report your concerns to the relevant responsible person on the day. A responsible person may be the children’s officer, head coach, event manager, event controller or facility manager. This may include, if necessary, reporting 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.

If there is any concern about the nature of images being taken this should be reported to the responsible/mandated person (AAI Child Welfare Manager) who will refer to the statutory authorities.

 

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 may result in a complaint/disciplinary procedure against those involved within the NGB – see policy.

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 www.presscouncil.ie telephone: lo-call 1890 208 080, email: info@pressombudsman.ie

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