PHOTOGRAPHY, FILMING & SOCIAL MEDIA POLICY
Document control | |
Policy reference | AU-POL-11 |
Version | 1.0 |
Approved by | Board of Directors, Apex Up CIC |
Date adopted | 4 June 2026 |
Last reviewed | 4 June 2026 |
Next review due | 4 June 2027 (or sooner if legislation or guidance changes) |
Policy owner | Director, Apex Up CIC |
Applies to | All directors, staff, sessional coaches, volunteers, students and anyone acting on behalf of Apex Up CIC |
Apex Up CIC Photography, Filming & Social Media Policy
1 Policy statement
Apex Up CIC uses photographs, video and social media to celebrate our work, support funding applications and share positive stories about the young people we work with. We do this in a way that keeps children safe, respects their privacy and the wishes of their families, complies with data protection law, and supports online safety.
2 Purpose and scope
This policy explains how images of children and young people may be taken, stored, used and shared, how we use social media, and how we keep young people safe online. It applies to all staff, coaches and volunteers, and to anyone taking images at our activities.
3 Consent
We only take and use images of a child where we have written consent from a parent or carer, and we explain clearly how the images will be used. Consent can be withdrawn at any time, and we will stop using the image as soon as we reasonably can. We do not use images of a child where consent has not been given.
4 Taking photographs and video
Images should be taken on organisation devices, not on personal phones. Photographs and video must be appropriate — children should be suitably dressed and shown taking part in activities. We do not take images in changing areas, toilets or other private spaces, and we are mindful that some children may be especially vulnerable and should not be photographed at all.
5 Storing and using images
Images are stored securely and used only for the purposes for which consent was given. We do not publish a child’s full name alongside their image without specific consent, and we never publish personal contact details. Images are kept only as long as needed and then deleted, in line with our Data Protection & Privacy Policy.
6 Social media
We post from official Apex Up CIC accounts only, sharing appropriate, positive content in line with consent. Staff and volunteers must not contact children or families through personal accounts, and should make sure their personal social media use does not identify, compromise or bring the organisation into disrepute. Comments that are abusive, discriminatory or unsafe are removed and, where necessary, reported.
7 Online safety
Where we communicate with families through messaging groups or online tools, these are set up and managed by the organisation, kept to appropriate purposes, and monitored by staff. We are alert to online risks — harmful contact, content and conduct — and we treat online safeguarding concerns as seriously as offline ones, reporting them to the Designated Safeguarding Lead and, where needed, to CASS, the police or CEOP.
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Apex Up CIC Photography, Filming & Social Media Policy
8 Reporting concerns and review
Anyone with a concern about how an image is being taken, used or shared, or about a young person’s safety online, should report it to the Designated Safeguarding Lead. This policy links to our Safeguarding, Data Protection and Code of Conduct policies and is reviewed at least annually.
Contact | Details |
Designated Safeguarding Lead | Muhammed Zahir — mz@apexup.org — 07706 803260 |
CEOP (online child sexual abuse) | ceop.police.uk/safety-centre |
Childline | 0800 1111 |
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Apex Up CIC Photography, Filming & Social Media Policy
Approval and adoption
This Photography, Filming & Social Media Policy has been approved and adopted by the Board of Directors of Apex Up CIC. It will be reviewed at least every twelve months, and sooner if there is a change in legislation, national or local guidance, or following any relevant incident or learning.
Policy reference | AU-POL-11 |
Version | 1.0 |
Date adopted | 4 June 2026 |
Next review due | 4 June 2027 |
Signed on behalf of the Board of Directors of Apex Up CIC:
Muhammed Zahir
Director, Apex Up CIC
Date: 4 June 2026