Photography and Filming Policy

Stokesley Hockey Club – Photography and Filming Policy

1. Introduction

1.1
Stokesley Hockey Club recognises that photography and video can:
•    Celebrate achievements
•    Promote the club and the sport of hockey
•    Support coaching and player development
•    Record club events and activities
1.2
The club is committed to ensuring that photography and filming are carried out safely, appropriately and in accordance with safeguarding and data protection requirements.
1.3
This policy aims to:
•    Protect children and young people
•    Promote safe and responsible use of images and video
•    Provide clear guidance for members, parents, coaches and visitors
•    Ensure compliance with safeguarding and privacy obligations

 

2. Scope of the Policy

2.1
This policy applies to:
•    Players
•    Coaches
•    Volunteers
•    Parents and guardians
•    Spectators
•    Club officials
•    Contractors and external photographers
•    Anyone taking photographs or recording video during club activities
2.2
The policy applies to:
•    Matches
•    Training sessions
•    Tournaments and festivals
•    Social events
•    Presentations and awards evenings
•    Any activity organised by Stokesley Hockey Club

 

3. Principles

3.1
Stokesley Hockey Club supports the safe and appropriate use of photography and filming.
3.2
The welfare of children and young people is paramount.
3.3
Photography and filming must never:
•    Place a child or adult at risk
•    Be intrusive or inappropriate
•    Be used for bullying, harassment or exploitation
•    Bring the club or individuals into disrepute
3.4
All individuals are expected to act respectfully and responsibly when taking or using images or video.

 

4. Consent

4.1
The club may seek consent for photography and filming through:
•    Membership forms
•    Registration processes
•    Event registration
•    Specific consent forms where appropriate
4.2
Parents or guardians are responsible for providing consent for participants under 18 years of age.
4.3
Consent may include permission for images or video to be used:
•    On the club website
•    On social media
•    In newsletters
•    In promotional materials
•    In local media coverage
4.4
Individuals may request that images of themselves or their child are not used by informing the Club Committee or Welfare Officer.

 

5. Appropriate Use of Images and Video

5.1
Photography and filming should focus on:
•    Hockey activity
•    Team photographs
•    Club achievements
•    Positive participation and development
5.2
Images and video must:
•    Be appropriate and respectful
•    Reflect hockey activity safely
•    Avoid inappropriate poses or situations
•    Respect personal dignity and privacy
5.3
The following should be avoided:
•    Images taken in changing areas or toilets
•    Images that could be considered exploitative
•    Excessive focus on individual children
•    Images including unnecessary personal information

 

6. Photography and Filming by Parents and Spectators

6.1
Parents, guardians and spectators are generally permitted to take photographs or video during public hockey activity unless otherwise advised.
6.2
Anyone taking photographs or video must:
•    Act responsibly and respectfully
•    Follow club instructions where issued
•    Stop filming or photography if requested by a club official for safeguarding reasons
6.3
The club reserves the right to restrict or prohibit photography or filming where:
•    Safeguarding concerns exist
•    Consent has not been provided
•    Behaviour is considered inappropriate
•    Venue or competition rules prohibit filming

 

7. Use of Social Media

7.1
Images and video shared online must:
•    Be respectful and appropriate
•    Not cause embarrassment or distress
•    Not include personal information unnecessarily
7.2
Members must not:
•    Share images maliciously
•    Use images for bullying or harassment
•    Edit or manipulate images inappropriately
•    Post content that could bring the club or individuals into disrepute
7.3
The club may request removal of inappropriate online content involving club members or activities.

 

8. Professional Photographers and Media

8.1
Professional photographers, videographers or media representatives attending club activities may be asked to:
•    Identify themselves
•    Provide contact details
•    Explain the purpose of filming or photography
•    Comply with safeguarding requirements
8.2
The club reserves the right to refuse permission for photography or filming where appropriate.

 

9. Safeguarding Concerns

9.1
Any concerns regarding photography, filming or online images should be reported immediately to:
•    The Club Welfare Officer
•    A member of the Club Committee
9.2
Concerns may include:
•    Inappropriate behaviour
•    Unauthorised filming
•    Suspicious use of images
•    Online misuse of photographs or video
9.3
The club may take action including:
•    Requesting deletion of images
•    Removing individuals from club activity
•    Reporting safeguarding concerns
•    Referral to statutory agencies where appropriate

 

10. Data Protection and Storage

10.1
Photographs and video used by the club will be handled in accordance with:
•    UK GDPR
•    Data Protection Act 2018
•    Club Privacy Policy
10.2
The club will take reasonable steps to store digital content securely.
10.3
Images and video will only be retained for as long as reasonably necessary.

 

11. Responsibilities

11.1 Club Committee
The Club Committee is responsible for:
•    Promoting safe photography practices
•    Responding to concerns appropriately
•    Supporting safeguarding procedures
11.2 Coaches and Team Managers
Coaches and team managers should:
•    Promote appropriate behaviour
•    Be aware of consent arrangements
•    Report concerns promptly
11.3 Members and Parents
Members, parents and spectators are responsible for:
•    Respecting this policy
•    Using images appropriately
•    Supporting a safe environment

 

12. Breaches of the Policy

12.1
Breaches of this policy may result in:
•    Requests to stop filming or photography
•    Removal of online content
•    Club disciplinary action
•    Suspension from club activities
•    Referral to safeguarding or statutory authorities where appropriate

 

13. Policy Review

13.1
This policy will be reviewed every three years or sooner if:
•    Legislation changes
•    Safeguarding guidance changes
•    England Hockey guidance changes
13.2
Policy Owner: Stokesley Hockey Club Committee
13.3
Next Review Date: 2028