Groundwork East

Policy No 15 Use of Images

This policy sets out how Groundwork East will ensure the safety and welfare of all people including children and vulnerable adults when taking images of them.  Technology is making it easier to use photos and videos in printed materials and on the internet.  Along with this increased freedom comes the responsibility to protect vulnerable individuals from exploitation. It is also the duty of Groundwork East to protect individuals personal data (anything by which they can be identified) in line with General Data Protection Regulations 2018 (GDPR).

Legal Information

In accordance with the Data Protection Act 1998 and the General Data Protection Regulation (2016/679 EU, Data Protection Act 2018), an individual’s image, whether it is a photograph or on film or videotape (other than CCTV) is considered to be personal data.  Therefore, it must be accorded the same sort of protection as any other personal data under the Regulations.  In May 2004, section 45 of the Sex Offences Act 2003 amended Section 1 of the Protection of Children Act 1978 by raising the age of a ‘child’ from 16 to 18. This means it is now an offence to ‘take, make, allow taking, distributing, showing, possessing with intent to distribute, or advertise indecent photos or pseudo photographs of children under the age of 18. Groundwork recognises the need to respect children’s and parents’ rights of privacy and is aware of potential child protection issues. Groundwork East also recognises the importance of processing individuals data correctly.

  • So that all images can be used in publicity and marketing materials, written consent will be obtained from those being photographed and/or filmed for Groundwork East, a partner organisation and/or funder. Should consent then be withdrawn then all images will be destroyed.
  • Images of people stored electronically will be destroyed after five years.
  • Images may be used by Groundwork and any organisation associated with its work and may appear in publications and the consent obtained covers this point.
  • If filming or photography is to take place in a space which is not normally accessible to the public, or during a large scale event, then signs will be placed at each entry point to indicate when and why the activity is occurring. It will provide clear instruction on how to opt out from appearing.
  • The person(s) doing the photography or filming will be clearly identified. This gives anyone not wishing to be photographed the opportunity, especially in a large outdoor area, of staying out of the viewfinder while still being able to use the area during the activity.
  • Images may be taken using a variety of media including cameras, phones and Ipads.
  • We will not include details or full names of any child or adult in an image on video, on our website or in printed publications, without consent.

Images taken by the media are not covered by this policy and are subject to a separate set of regulations.

This policy will be reviewed every four years or sooner at the Chairman’s discretion.

Steve Harvey                                                 Neville Reyner

Executive Director                                        Chairman

Date:  28 June 2018