Image Consent Policy
[Draft - to be adopted]
The South Gippsland Walking and Adventure Club (SGWAAC) will at all times endeavour to respect the privacy of individuals and to ensure that the use of all images portray SGWAAC positively.
This policy applies to volunteers, members and board directors to provide them with guidelines and procedures regarding the taking of photographic images and video and audio recordings
Policy Statement:
Photographic Images, audio and videos recorded and used by SGWAAC will be used to:
- Acknowledge the achievements and accomplishments of, members, volunteers and board directors
- Promote the services and activities of SGWAAC to the wider community.
- Record events to maintain a historical record of SGWAAC
Image Consent Policy
People may have reasons for not wanting themselves or their children to be photographed. Every attempt should be made to ensure the people being photographed consent to the image being taken and understand how the images will be used.
Where an individual is to be used specifically to represent, promote or headline the achievements and accomplishments of the organisation and/or the services and activities of SGWAAC a signed Image Consent Form should be obtained from the individual (or their Guardian if the individual is under the age of 18). Once permission is granted, this permission applies to all images of the individual including photographic and video images used for the ‘promotional’ purposes
SGWAAC ensures that all imagery and media communications portray individuals and SGWAAC in a valued and positive way. SGWAAC does not share or sell any images to any third party for commercial/marketing purposes and does not release any images unless required by law to do so.
Consent Form
Express permission is obtained for the use of an individual’s image for all publications, media communications and promotions using the SGWAAC Photo Consent form.
Withdrawal of Consent
Individuals are able to modify or withdraw their consent in writing at any time.
Once an individual withdraws consent, SGWAAC will cease to use their image, but is not required to withdraw all current publications featuring their photo from circulation.
Photography and Recordings at Events
SGWAAC will take all reasonable steps to ensure the people being photographed understand how the images will be used and that they have given their direct or implied consent, for the photographs to be taken.
Before taking photos or videos of people at events, make sure they understand that they are being photographed and why by giving people an opportunity to opt out of having a photo taken (e.g. by telling them before taking a photo). If this is not possible, it is still important to make sure people are informed that photos/films will be taken, so that they can leave if they don’t want to be in them.
Record keeping
SGWAAC ensures the confidentiality of the completed consent forms, photographs and recordings.
Images Recorded by Volunteers
All photographic and video images taken by volunteers on behalf of SGWAAC are owned by SGWAAC regardless of who owns the equipment used to record the images.
Privacy Complaints
SGWAAC Privacy Policy contains details of how to make a complaint about a breach of privacy.
South Gippsland Walking and Adventure Club (SGWAAC)
Image Consent Form
I,_______________________________________ grant permission to SGWAAC to use, reproduce and communicate (in hardcopy or electronic form) any photographs, audio and/or video recordings taken of me for the following purposes: SGWAAC publications and promotional activities (including but not limited to SGWAAC’s website and social media sites and promotional and marketing materials). I acknowledge and agree that this may result in public disclosure of my image.
Participant Details
Full Name: ...............................................................................................................................................
Address: .....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Contact No: .............................................................................................................................................
Email: ......................................................................................................................................................
Participant Signature:
...............................................................................................................................................................
Parent/Guardian Signature: (if participant is under 18 years of age)
..................................................................................................................................................................
Date: ……………………………………………………..
SGWAAC agrees not to use your image in a manner that may be deemed adverse or defamatory. The image will remain the property SGWAAC and any personal details regarding this image will be kept confidentially and will not be used for any purpose other than related to your image.
Name of SGWAAC representative: …………………………………………………………………………………………………….
Position/ Title: …………………………………………………………………………………………………………………………………..
Signature: ………………………………………………………………………………………………………………………………………….
Date: …………………………………………………..