Club Photo & Video Policy
We aim to celebrate achievements, promote the club, and record events while ensuring that all members — especially children and vulnerable adults — are safe, respected and in control of their personal data.
This policy explains how the club uses photography and video for legitimate club purposes, how we protect members’ privacy, and what rights individuals have regarding images taken at club activities.
When photos and videos may be taken
The club may take photos or videos at:
- Training sessions.
- Club races and events.
- Social events.
- Award ceremonies.
- Team trips and competitions.
- Any activity where the club is officially represented.
Images may be captured by:
- Club officials.
- Designated volunteers.
- Accredited photographers.
- Members of the public at open events.
How Images Are Used
Photos and videos may be used for:
- Club website and news articles.
- Social media channels (e.g. Facebook, Instagram, Threads, X).
- Event promotion and race reports.
- Printed materials (posters, newsletters, programmes).
- Press releases or local media coverage.
- Club history and archives.
We will never sell images or use them for commercial purposes unrelated to the club.
Junior Members (Under 18)
We take additional steps to protected young people:
- Consent from a parent/guardian is required before identifiable images of a junior will be used.
- Juniors will not be named in photos unless explicit parental consent is given.
- We avoid posting images that may identify a child’s location in real time.
- If a parent or guardian withdraws consent, we will stop using the image and remove it where reasonably possible.
Members Rights
Members (or parents/guardians for juniors) have the right to:
- Request that an image be removed from the website or social media.
- Ask not to be photographed at events.
- Withdraw consent at any time.
- Request access to images the club holds of them.
Opting Out
If you do not wish to appear in club photos or videos:
- Inform a committee member or the photographer at the event.
- Make yourself known to the person taking photos.
- Contact the club at any time to request removal of an image.
We will make reasonable efforts to avoid capturing you in images or to remove images already published.
Public Photography
Club activities often taken place in public spaces where members of the public are legally permitted to take photographs or videos. The club cannot control or prevent photography by individuals who are not acting on behalf of the club. However, if any image raises a safeguarding concern, please report it to the club immediately and we will address it.
Storage and Retention
Images are stored securely by authorised club volunteers.
Retention periods:
- Website/social media images: kept while relevant and appropriate.
- Archive/historical images: may be kept indefinitely unless removal is requested.
- Junior images: removed when consent is withdrawn or no longer appropriate.
Contact Us
To request removal of an image or ask a question about this policy, please use our contact page.