Photography and Video Use Policy

Use of Photographic & Video Images of Children/Young People under the age of 18

Policy Statement

Thames Turbo Triathlon Club is committed to providing a safe environment for children/young people under the age of 18 to participate in triathlons. Essential to this commitment, is to ensure that all necessary steps are taken to protect children/young people from the inappropriate use of photographic images.

Thames Turbo Triathlon Club have adopted the following good practice guidelines issued by British Triathlon.

Member Only Events

Use of Photographic Filming Equipment

Parental permission will be sought for the use of images and where they are used. Consent from parents/guardians lasts for a year and will be reviewed annually.

Where photographs are being taken by parents, their own child should generally be the main subject of their photographs, other children may be included in the shot but should not be the main subject.

Secure storage of images

The club will ensure that images of children will be stored in a secure way. We will not keep printed copies and electronic images will be password protected. The use of personal equipment will be avoided when taking photos or recording children. Where this is unavoidable, photos will only be taken by a committee member who has a DBS. Images will be deleted from their device as soon as is practical, once transferred securely to the social media team or webmaster.  

Triathlon Events

Use of Photographic Filming Equipment at Triathlon Events

Thames Turbo Triathlon Club will:

  • Inform athletes and parents that a photographer will be in attendance at an event and ensure they consent to both the taking and publication of films or photographs.

  • Require parents, spectators and authorised photographers (e.g. press) to register at an event if they wish to use any photographic equipment including mobile phones with photographic technology.

  • British Triathlon does not want to prevent people from taking images at triathlon events but there is evidence that some people attend sporting events (not just triathlons) to take inappropriate images of children for personal use. Any concerns at the event should be reported to the event organiser or lead safeguarding officer at British Triathlon.

  • British Triathlon recommends the personal details of all people taking images at an event to be recorded and obtained for professional use if needed to raise a question or issue with them. This should be done at each event, and it should not be assumed because they have been at an event before that those details have been recorded.

  • Issue identification passes which must be worn and clearly visible at all times during the event.

  • Not allow unsupervised access to athletes or one to one photo sessions at events.

  • Not approve/allow photo sessions outside the events or at an athlete’s home.

  • Act on the concerns of any athletes and parents regarding the inappropriate use of photographic equipment.

  • Inform children/young people and their parents/carers if video equipment is to be used as a coaching aid and gain consent for this.

  • Information on taking photographs at Thames Turbo Triathlon Club events will be clearly displayed at registration. Included in this will be explicit advice that photographs of children should not be published in print or online without the consent of the parent of the child.

  • Appropriate announcements will be made reminding people to register.

Everyone involved in triathlon has a responsibility to monitor inappropriate camera use and report their concerns. Be aware of people taking pictures in situations that are not the norm, if you see someone acting in an unusual manner, challenge them. Report concerns to the race director or child welfare officer.

All photographs should meet the following general standards:

  • Photographs of juniors should be action or group shots.

  • Photographs should only be taken of people wearing suitable dress and should focus on the activity rather than full body shots. Inappropriate clothing that could cause safety issues should not be worn.

  • Photographs must show children wearing appropriate safety equipment for the activity.

  • Poolside shots of children should normally be above the waist shots only.

  • Where photographs are being taken by parents, their own child should generally be the main subject of their photographs, other competitors may  be included in the shot but should not be the main subject.

Official Photographers

At some events/ training the club may invite an official photographer to take photos. Official photographers will be expected to comply with all of the above. In addition anyone in this role should be DBS checked and the club will ask to see proof of a current DBS check.

  • The club will provide information to the photographer regarding safeguarding policies and procedures.

  • The club will provide a clear brief about what is appropriate in terms of content. In particular

  • Focus on the activity rather than the individual

  • Include groups of children rather than individuals if possible.

  • Ensure appropriate dress.

  • Represent the broad range of youngsters participating in the sport, boys and girls, children with disabilities, members of minority ethnic communities.

  • The club will determine who will hold the images, how they will be stored and what is to be done with them after they have served their purpose.

  • The club will ensure that official photographers are informed about those children who do not have consent for photographs to be taken.

Use of images

  • The club may use images in the following ways: in club newsletters or emailed updates; on the club website; in articles for the press; and for sharing on the club’s social media accounts.

  • All images will be vetted for suitability before use by either the head coach or child welfare officer. Complaints or concerns regarding any images used by the club can be addressed to the child welfare officer.

  • Images will be protected as far as is technically possible at the time of publication.

  • All photographs will be removed / updated after three years.

Publishing Images

  • Through the use of an annual consent form, we will ask for the permission of young athletes and their carers to take and use their image.

  • If an athlete is named, we will avoid using their photograph.

  • If a photograph is used, we will avoid naming the athlete.

  • We will NEVER publish personal details (email addresses, telephone numbers, addresses etc) of a child/young person

  • We will only authorise the use of images of athletes in suitable dress appropriate to the event they are participating in.

 

If you have any concerns please contact Vicki Jones, Club Welfare Officer on 07967 819591 or vicki.jones@gmail.com

 

Last Reviewed: March 2024