Introduction
The Amber Trust’s work involves the use of photographic, video and audio recordings to assess Amber Music Award applications; to illustrate children’s progress; to showcase the impact of the charity’s support; for evaluation and research; and for publicity and marketing, including on its website, social media and in publications. The Amber Trust recognises that the act of photographing, video and audio recording images of children and young people is associated with potential risk if shared with personal information.
Policy Statement
The Amber Trust is committed to safeguarding the welfare of the children and young people it supports, and treating them with care, respect and dignity. Any photograph, video or audio recording taken of a child or young person must be for legitimate purposes in accordance with the charity’s objectives.
This policy applies to the storing of photographs, video and audio recordings, whether for use by The Amber Trust, its funders, partners or the media. Photos, video and audio recordings may also be taken by The Amber Trust at select events, such as the Annual Concert. The procedures for the use of photographs, video and audio recordings are also covered in the charity’s Privacy Policy as images are classed as personal information.
The Amber Trust will store and use photo, video, and audio files whilst the child or young person is a beneficiary of The Amber Trust and for up to five years afterwards.
Consent
The Amber Trust does not sanction, and, in the case of practitioners undertaking work on the Amber Trust services, does not permit photographs, other images, video or audio recordings of children and young people to be taken without the consent of the parents/guardians and the young person if aged 13 years or older and has the capacity to consent.
We ask families to complete the Photo, Audio and Consent form and review their consent choices on an annual basis.
Families can withdraw consent at any time by informing The Amber Trust in writing (email is acceptable). Please note that if you do withdraw previously given consent, we cannot retrospectively delete media already published online or in print. Where possible, we will remove photographs, video and audio recordings on our own website and social media channels. Please note that once images, video, or audio files are published online and social media, we have no control over where this media may be shared by other people or organisations.
The Amber Trust takes all steps to ensure that photographs, video or audio recordings are used solely for the purposes they are intended.
If photographs, video or audio recordings are selected to be used in high-profile contexts (such as television programmes), The Amber Trust will always seek further permission of parents/guardians and the children/young people.
Security of images and recordings
The Amber Trust securely stores any photos, video and audio recordings on the charity’s Office 365 network and Dropbox account. Dropbox is used solely for the storing of images and recordings. Media is identified only through a child’s first name and initial of surname except where the full name has been published. Image files are only accessible by authorised personnel who require this access. Files are tagged and stored by financial year so that they can be archived when no longer current.
Use of images and recordings
The Amber Trust uses images and recordings for:
- internal purposes of assessment, service evaluation, and research
- funding applications and impact reports
- presentations at conferences and events
- The Amber Trust website, email newsletter and YouTube channel
- The Amber Trust social media channels
- general marketing material and publications
- on partner organisations’ websites and social media
We seek consent for each purpose and take all steps to ensure these images and recordings are used solely for the purposes they are intended.
Images and recordings of children and young people will not be published or publicly displayed with information that could easily permit personal identification of the individual. The Amber Trust only uses a child or young person’s first name as identification when publishing or sharing an image or recording. A child or young person’s full name may be available if they are performing at an event or featuring in media coverage and have provided additional personal information.
This policy is to be read in conjunction with the following policy:
- Privacy Policy
Review frequency: Annual