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Photography and Media Consent Policy
The Shades of the Life Oxford Digital Design and Visual Art Studio
Bright Future Innovators Camp & Mystery Missions Budget Camp
Last Reviewed: 10. 05. 2025.
Data Protection Officer: Gyongyi Domokos (CEO)

 

1. Purpose

This policy outlines how The Shades of the Life Oxford Digital Design and Visual Art Studio (SOL) uses photography and video recordings and ensures that the privacy and rights of children, parents, and staff are respected in accordance with the UK General Data Protection Regulation (UK GDPR).

 

2. Scope

This policy applies to all photography, videography, and media use during SOL camps, workshops, off-site trips, and events. It also applies to staff, volunteers, contractors, and visitors.

 

3. Consent

  • Written consent is obtained from parents or guardians at the time of registration.

  • Consent can be withdrawn at any time by contacting the camp in writing.

  • Separate consents may be obtained for:

    • Internal use (e.g. displays, internal newsletters)

    • External use (e.g. website, social media, promotional materials)

    • Media sharing with third-party partners (e.g. councils or sponsors)

 

4. How Media is Used

Photographs and video footage may be used for:

  • Documenting camp activities and achievements

  • Sharing highlights with parents via newsletters or secure platforms

  • Promoting future camps through SOL’s website, social media, flyers, and reports

  • Providing evidence of activities for partner organisations such as the HAF programme

 

5. Media Storage and Security

  • All images and videos are stored on password-protected and secure devices.

  • Media is only accessible to authorised staff.

  • Files are stored for a maximum of 3 years unless further consent is obtained for extended use.

 

6. Restrictions

  • No media will be used for commercial sale without explicit consent.

  • Children’s full names will never be published alongside photos.

  • Staff and volunteers are prohibited from taking or sharing images on personal devices.

 

7. Off-Site and Public Settings

  • During off-site activities, children may appear in public photographs. Parental consent will still apply, and staff will manage the visibility and control of SOL’s own photography.

 

8. Rights and Complaints

Parents and guardians have the right to:

  • Access images taken of their child

  • Request deletion of specific media

  • File a complaint if they believe media has been misused or shared without consent

 

9. Review

This policy is reviewed annually or whenever there are changes to media use or data protection regulations.

Contact:
Gyongyi Domokos
CEO & Data Protection Officer

gyongyidomokos@theshadesofthelife.com I +44/(0)7380410465

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