Photography and social media are an important method of showcasing Scouting in the District. It increases engagement with current members, and it helps promote what we do to potential members and donors.
How is photography affected by GDPR?
Photography, video and audio are considered personal data (when an individual is identifiable) so as with all data it is governed by the General Data Protection Regulations (GDPR), the regulations set by the European Union, and the Data Protection Act 2018 (DPA 2018), the law in the UK that encompasses data protection.
For full information on GDPR within the District, see the District’s GDPR and privacy statement, the document which underpins this statement.
How will we use photography?
The following document concerns photography, video and audio footage of a young person during Scouting activities being published via any of the following:
- Internally controlled publications
- Communication channels, such as:
- Website
- Newsletters
- District meeting places.
- District social media channels.
- District advertising and/or promotional material, including the press.
As a District, we would like to use photos or videos taken during our activities to promote Scouting and celebrate the endeavours and successes of our members. On our website, we hope to have many opportunities to use photographs of activities to enhance the content.
Media taken and controlled by Stafford District Scouts will only be published on our own platforms (e.g. website, newsletter, social media platforms etc.). Occasionally we may forward photographs to other Scouting media outlets or the local press. Where we publish media, we will take care to ensure non-specific captions are used (e.g. “The Beavers visiting the Fire Station”) so as not to identify individuals or locations.
We generally follow the following guidelines for publication:
- We never publish personal details with any photo image that is used (e.g. full name, address, email, etc.).
- We will endeavour to remove identifying metadata from graphics (e.g. location, comments etc).
- The content of all pictures will be considered in good taste before publication.
- We will only use images to publicise Scouting related events.
- If we inadvertently publish material without parental permission on our website, we will remove it as quickly as possible after it is brought to our attention. (Please contact the webmaster.)
How will we gain permission for photography?
It is Scout Association best practice to have permission from every Squirrel/Beaver/Cub/Scout parents/guardians before the publication of media taken of your son(s)/daughter(s), whilst undertaking Scouting activities.
We would request that you consider allowing us to use media content featuring your child, though we do understand that for personal or child protection reasons you may not wish your child to appear in published pictures.
Permission may be gained directly from parents/guardians by the District. Here the permission will be collected and recorded using the youth online membership system hosted by Online Scout Manager, the trading name of Online Youth Manager (See our GDPR and privacy statement document for details).
In giving permission, parents/persons with parental responsibility will be agreeing to the following statement:
“I give consent for photos/videos of my child to be taken, stored and shared internally in the meeting location, local press, Scout websites and social media. I understand that if I later withdraw consent, previously published photos will not be able to be removed. (Regardless of this consent, the District/unit is not responsible for photos taken by other parties.)”
It is often not possible for the District to obtain permission directly from parents/guardians. Here, permission may be given by adult leaders at local Scout Groups for the use of photography. In this case, adult leaders will have collected permission from parents/guardians in line with their own group’s policies. Thus, permission is given indirectly to the district. Where appropriate, photographers may also or the young person’s permission to use their image. This ensures that they are aware of the way the image will be used. This does not need to be a formal permission form, an informal verbal agreement that explains what the photo will be of and how it will be used is sufficient and is in addition to consent already given.
On occasion, it is not practical or even possible to gain formal consent from every individual who may feature in photography, video and audio. An example situation could be a large-scale event where the volume of attendees is high, and the event is spread over a large area. It is a reasonable expectation that photography, video and audio will be captured at an event like this and that the digital assets will have minimal impact on the individuals in question. In these situations, you should be informed of our intentions with regards to photography, video and audio at the point of entry or around the event area, this may be as visual signage or literature handed out around or before the event.
How will the District use Social Media?
The District will publish supporting images on social media channels, e.g. Facebook. These channels can be useful in building a good dialogue between people interested in Scouting and can be a highly visual way of sharing photos and videos, as well as offering real time updates on what Scouting is up to.
District controlled social media platforms will follow the same rules and guidance on publishing images as the website, as outlined above.
The District does not have any control over the use of members’ social media sites that may be used by Scout Groups, adult leaders, parents or youth members. Individuals are responsible for the content of their own social media accounts.
We would, therefore, request that you are mindful of any content that you or your child may post to this type of site and that any pictures that are set in a Scouting context should not bring the Group or movement into disrepute or put young people at risk. We would also ask that you respect the wishes of other parents if they ask for their child’s picture to be removed.
Review
Last Updated: January 2024
Approved by the District Trustee Board (January 2024)
