At London Scottish Rugby Club, we understand the importance of respecting the privacy and safety of our members while recognising the value of capturing and sharing images of our club activities. This Photography Policy outlines the guidelines for capturing and using photographs, videos, and images within the club, including those of Under-18s and adults. The policy is crafted in accordance with the Rugby Football Union (RFU) guidelines to ensure appropriate use and distribution of photographic and video content.

Scope

This policy applies to all forms of visual media, including photos, videos, and digital images, taken at any club-related activities or events.

Consent

Adults: By becoming a member of London Scottish Rugby Club, adults agree to this Photography Policy, which includes the use of their images for internal purposes, on social media, club websites, and in promotional materials.
Under-18s: For all members under the age of 18, written consent must be obtained from a parent or legal guardian before any images or videos are used. Consent forms will specify where and how the images will be used and stored.

Use of Images and Videos

Internal Use: Images may be used internally for training purposes, coaching, or personal development within the club.
Social Media and Website: Images may be posted on the club’s social media pages or website to promote club activities, celebrate achievements, and share news with the community.
Promotional Materials: Images may also be used in promotional materials to help raise awareness of the club, recruit new members, and publicise events.

Guidelines for Capturing Images

Appropriateness: Images captured should be appropriate and in good taste, reflecting the values and spirit of the club.
Safety and Privacy: Photographers must ensure that all photography and video recording is conducted in a manner that respects the safety and privacy of all members, especially minors.
Identification: No material that could lead to the identification of an under-18 player, such as full names or contact information, will be used in conjunction with images without explicit consent.

Photography at Competitions

For competitions and matches, particularly those involving under-18s, the club will adhere to the RFU’s guidelines, which may restrict the use of photography or video recording. Notices will be posted at venues where restrictions are in place.

Data Protection

The club is committed to complying with data protection laws in the handling, storage, and destruction of photographic content. Images will be stored securely and will only be accessible by authorised club personnel.

Rights and Withdrawal of Consent

Members (or parents/guardians of under-18s) have the right to withdraw consent for the use of specific images at any time. Upon receiving a withdrawal of consent, the club will cease to use the images for new materials and will, where feasible, remove them from existing materials.
Members who wish to withdraw consent should contact the club secretary in writing.

Reporting Concerns

Members who have concerns about inappropriate photography or the misuse of images should report these concerns to the Club Welfare Officer or another designated official immediately.

Review and Amendment

This policy will be reviewed annually and may be amended to align with updated RFU guidelines or changes in legal requirements related to data protection and privacy.

London Scottish Rugby Club is dedicated to safeguarding the privacy and welfare of all its members while promoting the sport of rugby through visual media. By adhering to this Photography Policy, we ensure that all photographic content is used ethically and responsibly.