Photography and Filming Policy Statement


LearnHive works to enable, encourage and support high quality service provision for children and young people. Some of our activities may imply working directly with children and young people, including (but not limited to): developing a Youth Voice Panel; engaging with our members activities’ from time to time; and hosting events that children and young people may attend.

The purpose of this policy statement is to:

  • protect children and young people who take part in LearnHive’s services, events and activities, and the activities of members that we may visit, specifically those where photographs and videos may be taken by us;
  • set out the overarching principles that guide our approach to photographs/videos being taken of children and young people during our events and activities and those that we visit as part of our activities; and
  • ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people.

This policy statement applies to all staff, volunteers and other adults associated with learnHive.

Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. Summaries of key legislation and guidance is available on:

We believe that:

  • children and young people should never experience abuse of any kind;
  • we have a responsibility to promote the welfare of all children and young people and to take, share and use images of children safely and responsibly; and
  • we have a responsibility to encourage our members to promote the welfare of all children and young people and to take, share and use images of children safely and responsibly.

We recognise that:

  • sharing photographs and films of our activities and the activities of our members can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our organisation and our members;
  • the welfare of the children and young people taking part in our activities and the activities of our members is paramount;
  • children, young people and their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation;
  • consent to take images of children is only meaningful when children, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images; and
  • there are potential risks associated with sharing images of children online. More information about this is available from

Photography and/or filming for any personal use

When children themselves, parents, carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography policy before the start of the event. This includes:

  • Reminding parents, carers and children that photography and/or filming may be taking place at the events;
  • Asking for photos taken during the event not to be shared on social media; and
  • Reminding children, parents and carers who they can talk to if they have any concerns about images being shared.

Photography and/or filming for use by LearnHive

We recognise that our staff and volunteers may use photography and filming as an aid in activities such as our events where children or young people are present and taking part. However, this should only be done with LearnHive’s permission and using Learnhive equipment.

We will seek to keep children and young people safe by:

  • if applicable, making children, young people, parents and carers aware that photography and filming is part of the programme;
  • always asking for written consent from a young person or their parents or carers before taking and using a child’s up to the age of 16. Young people age 16 and above are considered old enough to be able to give their own consent except where an additional need might prevent this;
  • always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children;
  • making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published;
  • changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them);
  • never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo) unless the school and child have agreed;
  • making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information);
  • reducing the risk of images being copied and used inappropriately by: only using images of children in appropriate clothing (including safety wear if necessary); avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused; and
  • using images that positively reflect young people’s involvement in the activity.

We will also develop a procedure for reporting the abuse or misuse of images of children as part of our child protection procedures. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.

If we hire a photographer for one of our events, we will additionally seek to keep children and young people safe by:

  • providing the photographer with a clear brief about appropriate content and behaviour;
  • ensuring the photographer wears identification at all times;
  • informing children, their parents and carers that a photographer will be at the event and ensuring they give written consent to images which feature their child being taken and shared;
  • not allowing the photographer to have unsupervised access to children;
  • not allowing the photographer to carry out sessions outside the event or at a child’s home; and
  • reporting concerns regarding inappropriate or intrusive photography following our child protection procedures.

Photography and/or filming for any other use (including commercial use)

If individuals who are not working or volunteering for LearnHive (such as local journalists or professional photographers not hired by LearnHive) or students wish to take photographs or film at one of our events and use any images or video for any other purposes (including commercial use), they should seek permission in advance. The LearnHive Media Relations Policy and Social Media Policy has clear guidance on this procedure.

They should provide:

  • the name and address of the person using the camera;
  • the names of children they wish to take images of (if possible);
  • the reason for taking the images and/or what the images will be used for; and
  • a signed declaration that the information provided is valid and that the images will only be used for the reasons given.

LearnHive will verify these details and decide whether to grant permission for photographs or films to be taken. We will seek consent from the children who are the intended subjects of the images or videos and their parents and inform the photographer of anyone who does not give consent.

At the event we will inform children, parents and carers that an external photographer is present and ensure they are easily identifiable, for example by using a coloured identification badge.

If LearHive is concerned that someone unknown to us is using their sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our child protection procedures.

Storing images

The Marketing and Communications Officer will be responsible for ensuring that we store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law. We will keep any hard copies of images in a locked drawer and electronic images in a protected folder with restricted access. Images will be stored for a period of two years and then deleted in line with our data protection policy.   

We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

LearnHive does not permit staff and volunteers to use any personal equipment to take photos and recordings of children. Only cameras or devices belonging to LearnHive should be used.

[Organisations that store and use photographs to identify children and adults for official purposes, such as identity cards, should ensure they are complying with the legal requirements for handling personal information. Further guidance can be found on the Information Commissioner’s Office website at]

Related policies and procedures

This policy statement should be read alongside our organisational policies and procedures, including:

  • Safeguarding Policy
  • Code of Conduct for staff and volunteers.
  • Social Media Policy

 [More information about what these policies and procedures should include is available from

Contact details

Photography and images co-ordinator

Name: Narinder Sian

Phone/email: tel: 07595 617 598. Email:

Senior lead for safeguarding and child protection

Name: Narinder Sian

Phone/email: tel: 07595 617 598. Email:

NSPCC Helpline

0808 800 5000