Photography & Consent Policy
HBAC is committed to protecting the privacy and safety of all members, particularly children and vulnerable adults, when taking and using photographs and videos.
Policy Statement
We recognize that photography and video recording are important for celebrating achievements, promoting the club, and creating lasting memories. However, we also understand the importance of protecting children and vulnerable adults from potential harm through inappropriate use of images.
This policy sets out our approach to photography and videography at club events, training sessions, and on social media.
Consent Requirements
Written consent is REQUIRED before:
- Taking photographs or videos of children (under 18)
- Publishing images on our website or social media
- Using images in promotional materials
- Sharing images with media organizations
For junior members: Consent must be obtained from parents/guardians using our Photography Consent Form.
For adult members: Consent is obtained through membership registration and can be withdrawn at any time by contacting the Club Secretary.
Guidelines for Photography
✓ DO
- Ensure written consent is in place before taking photos of children
- Focus on the activity rather than individual children
- Take photos in public areas at events
- Ensure children are appropriately dressed
- Store images securely
- Use official club photographers where possible
✗ DON'T
- Take photos of children in changing areas or toilets
- Take close-up photos of individual children without consent
- Publish children's full names with their photographs
- Share images showing children in a state of undress
- Allow images to be taken by unknown people
- Post images on personal social media accounts
Official Club Photography
HBAC appoints official photographers for major events. Official photographers:
- Wear official identification badges
- Have DBS checks in place
- Follow this photography policy
- Only use images for agreed purposes
- Store images securely
Members can request copies of official photos through the club secretary.
Use of Images
✓ Permitted Uses
- Club website and newsletters
- Social media (with consent)
- Local press coverage
- Promotional materials
- Event programmes
- Coaching resources
✗ Prohibited Uses
- Commercial purposes without consent
- Personal social media accounts
- Dating or inappropriate websites
- Any use that could harm the child
- Sharing with third parties
Social Media Guidelines
When posting on HBAC official social media channels:
- Only use first names, never full names with photos of children
- Avoid tagging children in posts
- Use group photos rather than individual shots where possible
- Focus on achievements and activities, not personal details
- Remove images immediately if requested
- Monitor and moderate comments
- Never post location data that could identify where children live or train
Parent/Spectator Photography
We understand parents and family members want to capture memories. At HBAC events:
- Parents may take photos/videos of their own children
- Photos should focus on their own child, not other children
- Images must be for personal use only
- Images must not be shared on social media without checking other parents consent
- Flash photography may be restricted during certain events
Important: If anyone is seen taking inappropriate photos or videos, or breaching this policy, they may be asked to leave and the matter may be reported to the police.
Press and Media
When working with press and media organizations:
- Media representatives must check in with event organizers
- They must wear identification
- Consent forms must be checked before photographing children
- Children without photo consent will be identified to media
- Contact details of children must never be provided to media
Storage and Retention
All images of children and members are:
- Stored securely on password-protected devices
- Only accessible to authorized club officials
- Reviewed annually and outdated images deleted
- Deleted when members leave the club (if requested)
- Subject to GDPR and Data Protection Act 2018
Withdrawing Consent
Parents/guardians and adult members can withdraw photo consent at any time by:
- Contacting the Club Secretary in writing
- Emailing: secretary@hbac.co.uk
- Updating preferences in the member portal
We will remove images from our website and social media within 7 days. Please note we cannot remove images already published in print media.
Concerns and Complaints
If you have concerns about photography at HBAC or believe this policy has been breached:
- Contact the Club Welfare Officer immediately
- Report details of the concern in writing
- The matter will be investigated promptly
- Appropriate action will be taken
Email: welfare@hbac.co.uk
Related Policies
Last Updated: November 2025
Next Review: November 2026
Approved by: HBAC Committee