Counties Hants.

Photography Policy

1. Overview

Gordon and Penny Curley and the trustees of the Hampshire Regional Fellowship are committed to the following principles regarding photographing or videoing (taking images of) events:

  • It is important to have images of events to have a record of the memory of that event, and to celebrate what God has done through that event.
  • It is therefore in our legitimate interests to take these images.
  • We recognise that not everyone is happy to be recorded in this way and will ensure as far as possible that those not willing to have images taken will not be. Occasionally in a large group setting this may be unavoidable.
  • Children (under 16 years of age) will not have images taken without the consent of parents except in crowd situations where this is unavoidable.

2. Photography of Children (under 16 years of age)

We will obtain parental permission to take images of children at events to and use the images as described in section 5 below. This will be obtained by answering a question on the event application form. Parents can withdraw this permission at any time before or during the event.

Even if a parent has given consent for images to be taken of their child, if the child does not wish to be photographed or videoed then we will respect the child’s wishes.
Children will not be photographed if they are not suitably dressed e.g. in swimming costumes.

Photographs and videos of children will only be taken on cameras and devices designated for official use at the event. Leaders and volunteers using the official devices will be informed about any children for whom consent has not been given and will avoid taking images of these children except in crowd situations where this is unavoidable. Leaders and volunteers will be asked not to take images of children using their personal equipment.

3. Photography of Adults (or children aged 16 or over)

We will obtain permission from all adults and children aged 16 or over to have images taken at events and to use the images as described in section 5 below. This will be obtained by a consent box on the leader’s event application form. Consent can be withdrawn at any time before or during the event.

Leaders and volunteers using the official devices will be informed about anyone who has not given consent and will avoid taking images of these people except in crowd situations where this is unavoidable.

Leaders and volunteers may take images of other leaders and volunteers for their own personal use on their own equipment.
Such images are not covered by this policy as described in section 4.

4. Images taken by individuals for personal use

Individuals who take images at events for their own personal use are not covered by the Data Protection Act, e.g. campers taking photographs of their friends or leaders taking photographs of other leaders on their own cameras. This policy does not therefore extend to these circumstances.

Occasionally we may be offered copies of these images. This is not permitted in usual circumstances as consent was not given from the individuals in the image. However we may ask for consent from the individuals in the images in order to receive the copies.

5. Using Images

We use photographs and videos for publicity and to provide a record of an event. This can be:

  • to create a ‘slide show’ to display during the event;
  • to illustrate publicity literature;
  • to create promotional videos for showing in churches and on other occasions;
  • to publicise the event on the ‘Counties Hampshire’ website and Facebook page;
  • to create an online album in FlickR.

Images of children under 16 years of age will not be used online or in publicity material without prior consent from the parents. Images of adults or children aged 16 or over will not be used online or in publicity material without the consent of the individual.

We may send some photographs to Counties to include in publicity literature, such as the Counties Ignite Magazine or the Prayer and Praise Diary.

If consent has not be given to use the image of a child in a group shot of children then this child’s image will be obscured before the group shot is used.

We will not include personal details or full names (which means first name and surname) of any child with a photographic image or video used online or in printed publications.

We will not include personal e-mail or postal addresses, or telephone numbers with a photographic image or video used online or in printed publications.

6. Security

During an event, when not in use, the cameras and devices designated for official use will be kept in a secure location. Within 72 hours of the end of an event, all images will be transferred to password protected computers, devices or cloud storage services and then deleted from the original camera media. Only the trustees of the Hampshire Regional Fellowship and the event leaders will have access to these images.

Once an image has been published online it should be considered to be in the public domain where we have no control over its access and use. Therefore, if we receive a request to delete an image after it has been posted online, we will do so but the image may have already been downloaded or printed by members of the public so any copies of the image may still exist elsewhere.

7. Retention of Images

Images of events will be retained indefinitely as they are a record of the event’s history.

8. Copyright Policy

Official photographs and videos taken at events are the property of, and are copyrighted or licensed by Gordon and Penny Curley and the trustees of the Hampshire Regional Fellowship and may not be used for any purpose (including but not limited to downloading, printing, distributing and linking) without permission.

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