Appendix 6: BYAFA Policy on Photographic / Recorded Images of Young People

Foreword

The BYAFA does not want to discourage the use of video or photographic equipment at events for appropriate use. However the BYAFA is committed to take all reasonable precautions to protect its members against this possibility.

The following policy and procedures have been adopted with regards to the taking, and using photographs or videos of young people, in print publications, promotional material, and on web sites. By adopting the guidance in this policy the BYAFA, and its member organisations, will ensure young people are given the beat possible protection wherever photographs or images are taken or stored.

Within the Policy the main concerns regard the use of images of young people in relation to:

· The taking of inappropriate photographs or recorded images of young people.

· The possible identification of young people when a photograph is accompanied by personal information.

· The inappropriate use, adaptation or copying of images of young people.

2. Recording Images of Young People

There are concerns about the risks posed directly and indirectly to young people through the use of photographs on web sites and other publications. Photographs can be used as a means of identifying young people when they are accompanied with personal information e.g. name, name of team, area where they live, where the team is situated and shirt number displayed along with an image. This information can make a young person vulnerable to an individual who may wish to start to “groom” that child for abuse. The content of the photo can be used or adapted for inappropriate use.

2.1 Guidelines for Recording Images

· All young people featured in recordings must be appropriately dressed.

· The photograph should focus on the activity.

· Where possible images of young people should be recorded in small groups.

· Ensure that images of a young person, who is under a court order, are not recorded or published.

· Any instances of the use of inappropriate images should be reported to The BYAFA Welfare Officer, the NSPCC Helpline or the Internet Watch Foundation (IWF).

· Clubs should still be allowed to use video equipment as a legitimate coaching aid. The young person and their parents should be aware that this is part of the coaching programme. Care should be taken in the storing of such film.

2.2 Publishing Images of Young People

· If the child is named, avoid using their photograph.

· If an image or recording is used, avoid naming the young person or use their first name only. Personal details of children such as an email address, home address and telephone numbers should never be revealed on a website.

· Seek parental permission to use an image of a young person. A Parental Consent Form is the best way of achieving this and should be done at the beginning of the season.

· In order to guard against the possibility of a young person under a court order appearing on a website, the simultaneous streaming of images onto a website is not recommended. Delayed streaming also provides an opportunity for the editing of inappropriate clips. If video/film clips are delivered from your own server that material can be downloaded. It is therefore recommended that you install protection so that material cannot be copied or downloaded,

· Think about the level of consideration that you give to the use of images in all publications e.g. the processes used in choosing photographs for a publicity brochure for the club. An increased level of consideration should be given to the images used on websites.

· Try to take photographs that represent the broad range of young people participating safely in American Football.

This might include:

· Boys and girls.

· Minority ethnic communities.

· Girls with hair covered e.g. baseball cap or scarf.

· Disabled people.

· Glasses if not actually playing at the time.

· All protective items must be on if they are recorded playing.

· Jewellery should not be visible in images.

2.3 Use of Photographic/Filming Equipment at Events

There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of young people, including the use of mobile phones. While this might be rare in American Football,

the sport does take place in an open environment, care should be taken to ensure that any such risk to young people is as small as possible. The following will help reduce any potential risk.

Consent

The Data Protection Act 1998 affects our use of photographed and filmed images. For the purposes of the Act, an image of a young person is classified as personal data, and it is a requirement that consent is obtained for the use of their images from the parent/guardian of a young person. It is also important to ascertain the views of the young person.

 Videoing as a Coaching Aid

There is no intention to prevent Coaches using video equipment as a legitimate coaching aid. However, permission should be sought, and Players, Parents/Guardians should be aware that this is part of the coaching programme. Care should be taken in the storing of such films, and where possible deleting them at the end of each session.

Professional Operators

Professional Operators wishing to record an event or activity must seek accreditation with the event organiser by providing professional identification. Requests should me submitted at least fourteen (14) days prior to the event. Organisers should record the details given on the identification, and check its validity.

If you use professional photographers or invite the press to an activity it is important to ensure they are clear about your expectations of them in relation to child protection.

· Provide a clear brief about what is considered appropriate in terms of content and behaviour.

· Issue the photographer with identification, which must be worn at all times.

· Inform participants and parents that a photographer will be in attendance at an event and ensure they consent to the taking and publication of films or photographs,

· Do not allow unsupervised access to young people or one to one photo sessions at events.

· Do not approve/allow photo sessions outside the event or at a young person’s home.

Parents/Guardians/Carers and other Spectators

Parents and spectators might also wish to take photographs or record their children participating at the event. If parents, or other spectators, are intending to photograph or video at an event they should also be made aware of what is expected.

· Parents and spectators wishing to engage in video or zoom or close range photography should submit a Photographic/Video Images Consent Form to the event organisers before carrying out any such photography, and be prepared to identify themselves if requested, and state their purpose for using photography/filming equipment.

· Participants and parents should be informed that if they have concerns about inappropriate or intrusive photography/filming they should report it to the event organiser or official. The concern should be recorded in the same manner as any other child protection concern.

Registered Members of the BAFA

Registered members will not be required to complete a Photographic/Video Images Consent Form, but will be required to inform the event organisers prior to the event of their intention to take photographic images or video footage.

2.4 Accreditation procedure

A system should be adopted whereby a record can be retained of all individual’s who have official consent to take images.

Event organisers should issue identification labels/passes on the day, which serve to highlight those who have accreditation Ensure that where regular events occur, the identifying label is changed to prevent unofficial replication. Identification labels/passes should not be transferable.

Event organisers should approach and challenge any person taking photographs/filming who has not made themselves known. They may need to refer to the local police force if this person continues to record images.

2.5 Public information

Specific details concerning photographic/video and filming equipment should, where possible, be published prominently, by displaying signs, in event programmes and announced over the public address system prior to the start of the event.

Sample recommended wording is:

In line with the recommendations in the (enter name of organisation) child protection guidelines, any person wishing to engage in video or zoom or close range photography is required to have obtained consent before carrying out any such photography.

The organisers reserve the right of entry to this event and reserve the right to decline entry to any person unable to meet or abide by the organisers' conditions.

If you are concerned about any photography taking place please contact the event organiser.

2.5 Security of images

All images should be stored securely, with transparencies, film or hard prints to be locked up to ensure access is restricted to appropriate staff. These arrangements will help to protect potentially inappropriate use of the collection.

Images taken for private use:

The use of the images other than for private use requires the consent of the parents/guardians of any other young person who is captured on the images.  Without this consent the Data Protection Act 1998 would be breached.

Using images supplied by a third party

Copyright is a right that the photographer automatically enjoys as the creator of the work to prevent other people exploiting his or her work and to control how other people use it. Before using a photograph supplied by a third party you should check that the third party owns the copyright you should obtain their permission to use it.  If you use a photograph without the copyright owner’s permission you could find that an action is taken against you for copyright infringement. Copyright does not apply to images for private family use.

Third parties will generally be under the same obligations to obtain parental consent to the use and distribution of images.  The third party should be asked to guarantee that all relevant consents have been given and that they are entitled to provide you with the image.

For the purposes of these guidelines, the word “images” and "photography" are used to refer to images in any format, moving or still, recorded on any equipment (for example camera, mobile phone, video recorder).