Photography & Media Policy
Policy Date: 01/01/2025
Next Review Date: 01/01/2026
1. Purpose
This policy outlines how RoboThink collects, uses, and stores photos and videos of children participating in our programmes. We aim to celebrate student achievements while prioritising privacy, safety, and consent.
2. When Media May Be Captured
We may take photographs and short video clips during:
- After-school clubs
- Holiday camps
- Community events
- Student project showcases
- Instructor training sessions (if children are present)
All photography is taken respectfully and under staff supervision.
3. How We Use Photos & Videos
With prior consent from a parent or guardian, photos and videos may be used for:
- Social media posts
- Newsletters and email campaigns
- Printed marketing materials
- The RoboThink website
- Awards, certificates, or event highlights
4. Consent Procedure
- Consent for photography is collected via our booking system (Pebble) at the time of registration.
- Parents can opt in or out and update their preferences at any time by contacting us.
- Children who do not have permission will not be included in media, and staff are trained to enforce this clearly.
5. Data Protection & Storage
- Images are securely stored on encrypted company devices and shared only via authorised channels.
- Media files are retained for a maximum of 3 years or until consent is withdrawn.
- No names are included alongside photos without additional written permission.
6. Safeguarding & Respect
- We never take or use images that are inappropriate, intrusive, or that compromise a child’s dignity.
- Staff are prohibited from using personal phones or devices to take photos.
- Media is captured only by designated staff with consent records on file.
7. Withdrawing Consent
Parents/guardians may withdraw photo consent at any time by emailing:
[email protected]
We will then remove any images of the child from our future use and archive any past content as appropriate.
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