Photography Policy Builder

1. Purpose

This policy sets out the principles and procedures by which [Setting name] manages the taking, storage, and use of photographs and recorded images of children. It is intended to safeguard children while allowing the school to celebrate achievement and communicate its work.

2. Scope

This policy applies to all staff, volunteers, parents, carers, visitors, contractors, and official photographers operating on behalf of [Setting name]. It covers still images and video, taken on any device including mobile phones, cameras, and tablets, in the following contexts:

• No contexts selected — please tick the contexts photography is permitted in.

3. Consent

Consent operates on an opt-in basis. The default position is that no photographs of a child may be taken, stored, or used until a signed consent form has been received from a parent or carer. Where no consent form is on file, the child must not be photographed.

The following groups are permitted to take photographs within the scope of this policy:

• No photographers authorised — please tick at least one group.

4. Permitted contexts

Photography is permitted only in the contexts listed in Section 2. Photography in changing rooms, toilets, or other private areas is strictly prohibited at all times. Children must be appropriately dressed in all images. Adults must not be alone with a child while taking photographs.

5. Publication

Images of children may only be published online, in print, or in promotional material where explicit consent has been recorded for each child shown.

Children will never be named alongside their image in any external publication unless the parent or carer has given specific written consent. Personal data such as date of birth, home address, or school year group will not appear in captions.

6. Withdrawal of consent

Parents and carers may withdraw consent at any time by writing to the school office or the designated safeguarding lead. Withdrawal of consent will be acted on as soon as reasonably practicable. Where images are already in circulation, the school will remove them from material it controls (its own website, social media accounts, and printed material) but cannot recall material already distributed.

7. Storage and deletion

Images will be stored on secure, password-protected systems owned by [Setting name]. Images will not be stored on staff personal devices or personal cloud accounts. Images will be retained for 12 months from the date they are taken, after which they will be securely deleted unless there is a documented reason to retain them (e.g. ongoing safeguarding investigation, archival material with specific consent). A record of stored images and their deletion date will be maintained by the designated safeguarding lead.

8. Breaches and complaints

Any breach of this policy must be reported immediately to the designated safeguarding lead. Breaches may result in disciplinary action and, where appropriate, referral to the Local Authority Designated Officer (LADO), the police, or the Information Commissioner's Office (ICO). Complaints from parents, carers, or members of the public will be handled under the school's complaints procedure and logged in the safeguarding records.