BOWLS OXFORDSHIRE
Affiliated To Bowls England	Child Protection Photography policy Draft Policy Paper No: DP25

 

Child Protection Photography Policy

 

It’s important that children and young people feel happy with their achievements and have photographs and films of their special moments. Family and friends also want to be able to share the successes of their children when they have been part of a special event or activity. Bowls Oxfordshire are keen to celebrate the achievements of all bowlers, including those in the Young Bowlers Section, but also want to protect individuals from the risks that exist of displaying photographs in our website galleries. Whilst the primary purpose of this policy document is to reassure young bowlers and their parents and carers, we will respect the wishes of adult bowlers if they have particular concerns about their own safety from exposure in photographs.

Some children, parents or carers may not be comfortable with images of themselves or their children being shared. For example:

• if a child and/or their family have experienced abuse they may worry about the perpetrator tracing them online
• children who choose not to have contact with some members of their family may decide to minimise their online presence
• families may have religious or cultural reasons for choosing not to be photographed.

It’s important to be aware of child protection and safeguarding issues when taking photos of or filming children and young people. The potential for misuse of images can be reduced if organisations are aware of the potential dangers and put appropriate measures in place.

You should also consider the data protection implications of making, using and storing images of children and young people for your organisation’s use.

This policy document has been put together to give certain assurances to existing young bowlers and also other young people who we hope to encourage to play our sport in the future. We have added guidance to help you think about and mitigate the risks involved with making and sharing images of children.

1. Policy Statement

There is no law against taking photos at public events, including of other people's children, but Bowls Oxfordshire’s Child Protection Photography policy statement requires that parents or carers should gain permission before sharing photographs or videos of other people's children on social media. In addition, representatives of Bowls Oxfordshire wishing to take photographs of bowlers and guests under the age of 18 must seek the consent of parents or carers before displaying photographs or video content on any website or advertising material, including BO’s website galleries.

Parents and carers are encouraged to view any photo or video taken when consent is requested and if not satisfied can ask for the material to be deleted. A consent form is attached as an appendix to this policy paper which can be used by anyone representing Bowls Oxfordshire or any of its’ affiliated clubs.

Bowls Oxfordshire will 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 officials, volunteers and other adults associated with Bowls Oxfordshire or any of its’ affiliated bowls clubs.

 

1. Guidance to support this policy statement

2.1  Risks of sharing images online

Sharing photographs and images of children (under 18) on social media or other online platforms carries potential risks. For example:

• children may become vulnerable to grooming if a photograph is shared alongside information that makes them identifiable. This includes: personal details; a tag with location information; visual details such as a club or county shirt.
• inappropriate images of children may be shared online
• images may be copied, downloaded, screenshotted or shared by anyone
• images of children may be adapted and used inappropriately
• photos or videos may appear in internet search results
• depending on the terms and conditions of using an online platform, the image may be owned by the platform once it’s been posted. Platforms may then license images for use by third parties – such as for commercial purposes
• each photo or video, and any comments on them, become a part of a child’s public image. This may affect them later in life – for example, it may affect how they see themselves, or how they are viewed when applying for a job.

Before sharing images of children on social media, adults should consider how widely images may be shared, how long they may remain available and how this may affect the children’s long-term wellbeing.

 

 

•   Seeking consent to share images of children and young people

When is consent needed?

Children should always be consulted about the use of their image and give consent to it being used and shared.

For young people under 16, you should also get parental consent to use an image.

In situations where under 16s are separated from their parents (for example if they are in care) you should seek consent from someone who holds parental responsibility (for example the child’s carer or the local authority).

For 16- to 17-year-olds, you should decide if it's appropriate to obtain parental consent, depending on the activity and the young person’s circumstances. If you decide you do not need parental consent, then consider whether you should still inform parents that the child’s photograph is being shared. In most circumstances, parents have a legal parental responsibility for their children up to the age of 18.

How to get consent

Make sure children, young people, their parents and carers understand what they are agreeing to.

• Make them aware that a photo or video is being taken.
• Explain what the image is going to be used for.
• Ask for their consent to share their image and record this on a written consent form (see appendix A).
• Tell them how long their consent is valid for and how long you will keep the image for.
• Explain what you will do if a child or their parents change their mind and withdraw consent at a later stage.
• Make it clear that if a child’s image has been used online or in printed publications it will be very difficult to recall it if consent is withdrawn.

Keep a record of the written consent that parents, carers and children have given for images being used.

It’s good practice to share your photography policy with children and parents and seek their consent at the beginning of the year. You may also need to get additional consent in specific circumstances (if for instance, you are bringing in a professional photographer or the photos might appear in the local or national media).

What to do if consent isn’t given

If children and/or their parents and carers don’t want to have their photo taken or shared, you should respect their wishes.

Children should never be excluded from an activity because you don’t have consent to take their photograph.

In advance of a photography session you should agree with parents, carers and the child the best way for them to be identified so the photographer knows not to take photos of them. This might involve giving them a badge, sticker or wristband. Whichever method you choose, you should make sure children don’t feel singled out or isolated.

• Storing images securely

If your organisation stores images or video recordings of children for official use, you must ensure you are complying with the Data Protection Act 2018. 

You must take steps to mitigate the risk of unauthorised access to and inappropriate use of images of children. This might include:

• storing images in a secure location
• encrypting electronic images before they are stored 
• only using devices belonging to your county bowlers to take and store photos and recordings of children
• making sure anyone who takes or uses images of children for your club or county has permission to do so.

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Everyone who is part of Bowls Oxfordshire community should be aware of our child protection photography policy. It should be accessible and user-friendly, so that everyone understands the role they play in keeping children and young people safe.

This policy supports the more detailed guidance on all Safeguarding considerations set out in DP3 – Safeguarding Children in Bowls

 

 

Appendix A

Photography and filming consent form
[Bowls Oxfordshire & its’ affiliated Bowls clubs]

In accordance with our child protection policy, we will not permit photographs, video or other images of young people to be taken without consent. If the child is under 16, consent must be obtained from a parent / carer. (If the child is over 16, it’s good practice to inform parents that photographs and/or videos of their child may be used if the child has given consent.) Bowls Oxfordshirewill take all steps to ensure these images are used solely for the purposes for which they are intended. If you become aware that these images are being used inappropriately, please inform us immediately.

 

Name of child

Age

 

Declaration of consent – child aged 16 or over
Please tick each box (or strike out what you do not consent to), then sign this form.
¨	I give permission for my photograph to be used within the club for display purposes.
¨	I give permission for my photograph to be used within other printed publications.
¨	I give permission for my photograph to be used on the BO or club’s website.
¨	I give permission for my photograph to be used on the club’s social media pages.
¨	I give permission for video of me to be used on the BO or club’s website.
¨	I give permission for video of me to be used on the club’s social media pages.
¨	I give permission for video of me to be used for training or analysis purposes.
Signature		û	Today’s date

 

Declaration of consent – parent / carer of child under 16
Please tick each box (or strike out what you do not consent to), then sign this form.
¨	I give permission for my child’s photograph to be used within the club for display purposes.
¨	I give permission for my child’s photograph to be used within other printed publications.
¨	I give permission for my child’s photograph to be used on the BO or club’s website.
¨	I give permission for my child’s photograph to be used on the club’s social media pages.
¨	I give permission for video of my child to be used on the county or club’s website.
¨	I give permission for video of my child to be used on the club’s social media pages.
¨	I give permission for video of my child to be used for training or analysis purposes.
¨	I confirm that I have read, or been made aware of, how these images or videos will be stored within the organisation.
Signature		û	Today’s date
Print name