Mini & Junior Photography & Video Policy

Smiths Rugby is committed to protecting the privacy, welfare, and rights of our junior members. This policy outlines when and how images or videos of mini and junior players may be captured, used, stored, and shared.

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1. Permitted Occasions for Use of Photographic Images
Photographs and video footage of junior players may be taken during activities such as:

• Coaching sessions

• Match action

• Team or squad photos

• Awards and presentations

• Local press coverage

• Membership registration images

• Festivals, tours, and away games (subject to the policies of host clubs)

This list is illustrative, not exhaustive.

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2. Parental/Guardian Consent
Consent must be obtained from a parent or legal guardian prior to taking or using any images of junior members.

Consent is included as part of the junior player registration form.

Smiths Rugby accepts no liability for images taken by third parties (e.g. opposition teams, spectators).

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3. Revocation of Consent
Consent can be withdrawn at any time by notifying the Club Safeguarding Officer.

If consent is revoked:

The club may restrict the child’s participation in specific activities where photography is expected.

Alternatively, the child may be allowed to participate only under direct adult supervision to ensure compliance.

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4. External Clubs and Events
Smiths Rugby will make reasonable efforts to communicate consent preferences when visiting other clubs or events.

We cannot guarantee third-party adherence to our policy and recommend that parents raise any restrictions or concerns directly with hosts.

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5. Parental Responsibility for Third-Party Image Capture
The club is not responsible for monitoring or preventing images taken by parents, carers, spectators, or the media.

If concerns arise, parents should address them with the individual or the event organiser directly.

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6. Use of Social Media
Smiths Rugby may use official club social media channels to:

• Promote team success and club culture

• Share photos or short video clips of training, matches, or events

• Celebrate achievements of individual or group junior players

We will never:

• Use full names alongside images (except with explicit permission)

• Tag or identify children in posts without guardian consent

• Post content that could compromise child safety or dignity

All content shared will comply with RFU safeguarding standards and be reviewed by the Club Safeguarding Officer.

 

7. Storage & Retention of Images
Images and video content will be stored securely in password-protected files or cloud systems accessible only to authorised club officials.

Material will be retained only for as long as it serves a valid club-related purpose (e.g. training, promotion, archiving).

When no longer needed, images will be deleted securely and responsibly.

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8. Data Protection & GDPR Compliance
Smiths Rugby is committed to full compliance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018. In accordance with this:

• All personal data—including images of junior players—is processed lawfully, fairly, and transparently.

• Consent for image use is freely given, specific, informed, and revocable.

• Parents/guardians have the right to access, correct, or request deletion of any personal data held about their child.

• Image data will not be shared with third parties without prior consent unless legally required.

For any data-related concerns, please contact the Club Safeguarding Officer or our designated Data Protection contact at: hello@smithsrugby.co.uk

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9. Consent Declaration
A section within the junior membership form asks parents or guardians to:

• Provide or decline consent for photographic and video use.

• Confirm understanding of possible image capture by third parties.

• Acknowledge potential impact of non-consent on participation.

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Policy Last Reviewed: 05/08/2025