Policies

Photography and Video Policy and Procedures

1. Background


1. PGC recognises that whilst we have a duty to ensure the welfare and protection of all participants, particularly children, those at risk or elite athletes, many of these participants as well as parents, coaches and other gymnastics enthusiasts may want to record events with the use of photography or videography.
2. It is not our intention to prohibit this activity, but to provide policy and guidance to ensure the continued safety of all our members.
3. The photography of gymnastics activity should always be done in a way which safeguards gymnasts, respects rights to privacy, complies with the relevant Data Protection legislation, and serves to present the sport positively.


2. Purpose


1. This policy has been created to bring together, standardise and update our guidance and documents regarding the taking of photographs and/or video in different gymnastics contexts and environments. Including during training or other activities; such as events and competitions held at PGC. workshops, courses, etc.


3. Policy Statements


1. All PGC coaches, volunteers & members must ensure that any photographs or video of children is not used in a way that would place a child at risk of harm.
2. Photography or filming must not be used in a way that is inappropriate given the age of the participant and the context that the image was taken.
3. Photography or filming must not be used in a way that would cause damage or distress to any individual or in a way that could bring the sport into disrepute.
4. The taking of photography and filming of identifiable living individuals must be done in a way that ensures compliance with data protection laws. This includes:
1. Ensuring there is a legal basis for taking and publishing any photo
2. Ensuring transparent information is provided
3. Ensuring any images are stored securely and not held for longer than is necessary
5. When publishing images of children, the publisher must ensure there are appropriate safeguards in place to minimise the likelihood of anyone who is not authorised to view or use these images from doing so.
6. PGC recognises that the editing of images and video is commonplace, and whilst some editing is acceptable, images should not be edited in such a way as to cause embarrassment or distress to the subject or others or edited in such a way that the final image would be deemed inappropriate.
7. The use of photography should be strictly prohibited by any persons, including participants, in toilet, shower or changing facilities.
8. Any significant breaches of this policy will be managed in accordance with the PGC Complaints and Disciplinary policy and procedures


4. Definitions


1. ‘Photographs’ or ‘photography’ are used in this policy to include any still images or video of identifiable living people.
2. ‘Publication’ is where photographs are shared in a way that makes them accessible to others. This includes online, such as on a website or social media, even where there are some levels of access restrictions, and in printed media including but not limited to publications, presentations and marketing material.
3. ‘Personal Use’ or ‘Personal Photography’ is used in this policy to define images taken by individuals to record the event which are not to be shared or published.
4. ‘Personal-’ or ‘Consumer Photography Equipment’ is used in this policy to mean equipment deemed appropriate for individuals to use in a personal capacity. This includes but is not limited to smart phone/tablet cameras, digital and bridge cameras and entry-level DSLR or mirrorless cameras.


5. Roles & Responsibilities


1. It is everyone’s responsibility to ensure safeguarding of children and individuals when taking photographs and video. All members of PGC have access this policy on our website and new members will be encouraged to read and sign to say they accept and understand our photo policy. However, parents have the right to opt out of photos and videos being taken for all usage at all stages of performance gymnastics.
2. The head coach, Adam Paterson, will oversee the policy and ensure its rules and regulations are followed by officials, coaches, judges and members. Any breaches of this should be reported to the Adam Paterson for further investigation.


6. Compliance, Monitoring & Review


1. All members and coaches are responsible for implementing the policy at any gymnastics activities, including competitions, events and gymnastics related social activities.
2. Clubs, event organisers and members should ensure that any photography
taking place is done in line with the policy and procedures.
3. The policy will be reviewed upon significant changes in legislation, technological capabilities or at the relevant review point set by British Gymnastics governance procedures.
4. The policy should be used in conjunction with the British Gymnastics Safeguarding Policy, Health Safety & Welfare Policy and Photography policy and bhlive policies and associated documents.


7. Procedures


1. Before taking any photography, ensure that those individuals who will feature in the images have consent from their parent(s) / guardian(s), are fully informed in advance
2. No personal information of children, other than the name of the subject and the name of the club should be published with the images. Only the forename of the subjects rather than their full name.
3. Only PGC Qualified coaches/volunteers will take photos & videos on their personal devices due to the nature of competitive gymnasts, however this is for performance or results related purposes only.
4. Any images should not be stored on portable equipment without encryption. Qualified coaches will only store images for an appropriate amount of time to show performance related comparison, to aid in remembering routines from season to season or to share results. All other photos/videos should be deleted once the need for the content is no longer needed
5. Qualified PGC coaches may share a photo or video with the head coach or gymnastics manager to share on PGC social media ONLY- this would entail sending it to their personal device to do so. The head coach and gymnastics manager are then to delete image/s or video.
6. Images/videos may be shared to celebrate success in other ways such as bhlive and council presentations or newsletters. Parents and guardians may opt of this procedure at any time whilst attending the PGC performance squad.