Privacy Policy
Safeguarding Policy for Youth Sports RDK PhotoS
1. Introduction
This Safeguarding Policy sets out how I operate as a professional photographer at youth sporting events in the United Kingdom.
The welfare, dignity, and privacy of all children are paramount. I adhere to the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and relevant UK safeguarding standards.
I confirm that:
• I am ICO registered as a data controller.
• I process all images and personal data lawfully, fairly, and securely.
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2. Commitment to Child Protection
I am committed to:
• Protecting children from harm, misuse, or inappropriate use of their images.
• Ensuring every image is taken safely, respectfully, and within safeguarding expectations.
• Working only with clubs that have clear safeguarding and photography policies in place.
• Ensuring transparency and clear communication with parents, carers, and club officials.
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3. Permission and Authorisation
I will only photograph events where:
1. The club or event organiser has expressly authorised me to do so.
2. The club confirms that it has an active photography/filming safeguarding policy.
3. The club confirms that parental or carer consent has been obtained for all children who may be photographed.
4. I have been briefed on any children who must not be photographed.
5. I understand and agree to comply with all venue-specific safeguarding rules.
If these conditions are not met, photography will not take place.
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4. Respecting Children Who Do Not Wish to Be Photographed
If a child, parent, carer, or club official indicates that a child must not be photographed:
• I will immediately ensure that no identifiable images of that child are taken.
• If a child is unintentionally captured, the image will be deleted immediately upon request.
• The child’s comfort and wishes always take precedence.
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5. How Images Are Captured
To ensure the safety and dignity of all children:
• Images will be taken only in appropriate public sporting environments.
• No images will be taken in changing rooms, toilets, medical rooms, or other private areas.
• Photographs will be respectful and suitable for a youth sports context.
• I will avoid capturing images that could appear inappropriate or be misinterpreted.
• I will not publish images with identifying personal details such as full names, contact information, school names, or addresses.
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6. Storage, Security, and Access
All images are handled in accordance with UK GDPR and good security practice:
• Photographs will be uploaded only to a secure, password‑protected online gallery.
• The gallery password will be provided only to parents and carers of children who participated in the event.
• Parents are respectfully requested not to share the gallery password with others.
• The gallery will not be publicly visible or indexed by search engines.
• Images will be stored securely using encrypted and access‑controlled systems.
• All images displayed online will be heavily watermarked to reduce visibility and discourage misuse.
The watermark will be removed only upon the purchase of the image.
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7. Parental Responsibilities When Using Images
To help protect all young people involved, parents and carers are asked to:
• Keep the gallery password confidential.
• Consider other children’s privacy when sharing images online.
• Avoid posting images of children other than their own without permission from their parents/carers.
This helps maintain a respectful and safe digital environment for everyone.
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8. Data Retention and Deletion
In line with data minimisation principles of UK GDPR:
• Images will be retained for a maximum of 2 months from the date of the event.
• After this period, all images will be securely deleted from both online and local storage systems.
• Parents may request deletion of a specific image at any time, and this will be completed promptly.
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9. Safeguarding Concerns
If any safeguarding concern is observed or raised:
• I will report it immediately to the club’s Designated Safeguarding Officer.
• If a child appears distressed or uncomfortable with being photographed, I will stop photographing them.
• I will fully cooperate with any safeguarding review or investigation.
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10. Professional Conduct
I will always:
• Follow the club’s safeguarding instructions without exception.
• Wear identification if required.
• Operate in open, public areas.
• Never have unsupervised one‑to‑one contact with children.
• Communicate with children only when necessary and always in the presence of adults.
• Behave professionally, respectfully, and transparently at all times.
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11. Policy Review
This safeguarding policy will be reviewed annually or sooner if legislation, safeguarding guidance, or club requirements change. Updated versions will be provided on request.