Privacy Policy

Sutton Village Gymnastics Club Photography and Filming Policy

1. Policy Statement

Sutton Village Gymnastics Club recognises that photography and video recording can celebrate achievements, promote the club, and enable gymnasts and families to capture memorable moments.

The welfare, safety, and privacy of children and adults at risk are our primary considerations. The club is committed to ensuring that all photography, filming, and use of images are undertaken in a safe, appropriate, and respectful manner.

This policy applies to all coaches, volunteers, gymnasts, parents, carers, spectators, visitors, contractors, and media representatives.

2. Purpose

This policy aims to:

  • Safeguard children and adults at risk from harm.
  • Protect the privacy and dignity of all participants.
  • Ensure compliance with data protection legislation.
  • Provide clear guidance on the appropriate use of photographs, videos, and live streaming.
  • Promote safe and responsible use of social media.

3. Legal Framework

This policy has been developed in accordance with:

  • The Data Protection Act 2018
  • UK General Data Protection Regulation (UK GDPR)
  • The Children Act 1989 and 2004
  • The Human Rights Act 1998
  • Guidance issued by British Gymnastics

4. Consent

Written consent will be obtained from parents or legal guardians for gymnasts under the age of 18 before photographs or videos are used for:

  • Club websites
  • Social media platforms
  • Promotional materials
  • Press releases
  • Newsletters
  • Advertising and marketing campaigns

Gymnasts aged 18 and over must provide their own consent.

Consent is voluntary and may be withdrawn at any time by contacting the Club Welfare Officer in writing.

The club will maintain an up-to-date record of consent preferences.

5. Appropriate Use of Images

The club will ensure that:

  • Images are appropriate, relevant, and respectful.
  • Participants are suitably dressed for the activity being undertaken.
  • Images focus on the activity rather than the individual.
  • Full names will not be published alongside photographs without explicit consent.
  • Personal information, including addresses, schools, or contact details, will never be shared.
  • Images will not be edited or used in a misleading or inappropriate manner.

6. Personal Photography by Parents and Spectators

Parents, carers, and spectators are welcome to take photographs or videos of their own child during club events, subject to the following conditions:

  • Photography and filming must not interfere with coaching, judging, or the enjoyment of others.
  • Images must be for personal use only and must not be shared publicly if they include other children without appropriate consent.
  • Photography and filming are prohibited in changing rooms, toilets, or other private areas.
  • Flash photography is not permitted during training sessions or competitions.
  • Club officials may restrict or prohibit photography at specific events where safeguarding concerns exist.

Any individual who behaves inappropriately or fails to follow this policy may be asked to stop filming or leave the venue.

7. Club Photography and Filming

Only authorised individuals approved by the club may take photographs or videos on behalf of the club.

Authorised photographers and videographers must:

  • Wear appropriate identification where possible.

·      Follow safeguarding procedures at all times.

  • Comply with consent preferences.
  • Store images securely.
  • Delete images that are no longer required.

The club will keep a record of authorised photographers and filming activities.

8. Live Streaming and Social Media

Live streaming of training sessions or events is prohibited unless authorised by the club and appropriate consent has been obtained.

Coaches, volunteers, and staff must not:

  • Share images of gymnasts using personal social media accounts.
  • Tag children or young people in social media posts.
  • Communicate with children through personal social media platforms.

The club’s official social media accounts must be managed by authorised personnel only.

9. Storage and Retention

All photographs and videos held by the club will be:

  • Stored securely and password protected where appropriate.
  • Accessible only to authorised individuals.
  • Retained only for as long as necessary.
  • Deleted securely when no longer required or when consent is withdrawn.

10. Reporting Concerns

Any concerns regarding inappropriate photography, filming, or online sharing should be reported immediately to the Club Welfare Officer.

Where there is an immediate safeguarding concern, the club will contact the appropriate authorities, including the police, if necessary.

11. Breaches of This Policy

Failure to comply with this policy may result in:

  • Removal of permission to take photographs or videos.
  • Removal from the venue.
  • Disciplinary action in accordance with club procedures.
  • Referral to statutory agencies where appropriate.

12. Policy Review

This policy will be reviewed annually or sooner if required due to changes in legislation, guidance, or club operations.

Policy approved by: Danielle Wright

Position: Director

Date approved: 16/06/2026

Review date: 16/06/2027

Key Contacts

Club Welfare Officer: Allie Hope

Email: allieg-f@hotmail.co.uk

Telephone: 07739445207