Document History:
First Published 09/2016

Policy Review Date:
October 2017

Live on website ver-1c

Photography and recording Policy
This document explains why and how images should be published. It applies to all staff and volunteers.

Any queries about this policy should be sent to the document editor identified in 1.1 via contactus@edlumino.org

This document should be interpreted in line with the standard policy context and definitions. The editor of this document is the CEO. It is implemented from 1st June 2016.
2     General principles

Photographs and moving pictures of individuals can represent ‘data’ which must be handled according to the principles of data protection. Voice recordings will be treated in the same way.


Photography and recordings do not need prior consent when they are for purely educational purposes and not likely to cause distress or to disadvantage individuals externally. For example, recording groups of pupils in PE, in order to give feedback, or taking photographs of pupils at work in order to record progress (etc). In these circumstances the school should simply issue a privacy notice providing information about what will be done and why.

Images may also be taken for the purposes of preventing and detecting crime.

Images and recordings do need prior consent when they are being used for non educational purposes (such as publicity) and when they will be circulated externally, so that they could bring unwanted attention or detriment to the individuals within the pictures.

General pictures in which individuals cannot be identified do not require a privacy notice or prior consent.

Individual members of staff, students, parents or others may not take pictures or record in work places or work situations without consent from the organisation.

Filming or audio records of meetings should never be necessary as a set of written notes should normally suffice for recording purposes. If there is exceptionally a need to audio or visually record a meeting then all parties should be encouraged to make their own versions of such a recording so that there can be no subsequent confusion about the meaning of edited portions. If any party is
3     Consent

Consent for children (up to 18) should include both the child and the parents consent. From 18 consent will only be required from the individual featured in the image or recording.

Where it is not possible to seek consent from adults (eg unaccompanied minors) children can give their own consent, as long as they have the information and competence which would be deemed appropriate for consenting to medical procedures.
4     Conclusion

4.1              This Policy has been Impact Assessed for Environment and Equality considerations. Policy review follows the Review cycle.
Impact Assessment  : Edlumino Photography and recording Policy
Equality Impact Assessment : Race & Ethnicity, Gender, Age, Religion, Disability, Sexuality, Maternity, Gender Reassignment, Marriage & Civil Partnership, Deprivation

Concerns arising after control measures added : NONE

Further Action : NONE
Environmental Impact Assessment : Waste & Recycling, Pollution of water, land, air, noise, light or odour. Flooding, Energy or materials use.

Concerns arising after control measures added : NONE

Further Action : NONE

See Also :  General assessments and general control measures within the Meta Policy

Assessment carried out by : RF March 2016

Appendix  : Definitions of words used in Policies and Procedures
In general, English words are assumed to have the meaning and reference contained within the Oxford English Dictionary. Specialist terminology relating to Education is taken as having the meaning given to it in the appropriate English parliamentary legislation or English Government documents (especially those from the Department for Education).

Within the organisation we give our own additional definitions as follows:

‘associate volunteers’: are individuals who volunteer and work alongside organisational staff, but are not formally enrolled within the organisation. These individuals may belong to other charities (such as Save the Children, etc), in which case they are ‘corporate associate volunteers,’ or they may be self sponsoring and working on their own behalf, in which case they are ‘sole associate volunteers.”’
‘directors’: are the trustees.

‘Editor’: the member of staff who is deemed to ‘own’ a document and is responsible for ensuring that it is published, reviewed, amended and kept accurate and up to date

‘member’:  the individuals in charity law responsible for appointing the trustees. In Edlumino Education Aid the trustees are the members, and they are a self-regulating body.

‘Organisation’:    The organisation is Edlumino Educational Aid

‘school’: refers to any place where learning is delivered by a member of staff to pupils, as a corporate act of the organisation. This could be a school, an academy or some other formal or informal setting.

‘staff’:  refers principally to employed members of the organisation. However the word ‘staff’ is used in organisational documents as a simple way of referring to all who work on behalf of the organisation, so it includes ‘trustees’, ‘members’, ‘volunteers,’ ‘visitors,’ etc.

‘student’: there is a customary distinction between ‘pupils’ who are learners up to the age of 16 and ‘students’ who are post 16 learners. We use the word ‘student’ to refer to all learners, regardless of age.

‘Studium’: is an Edlumino centre where education, or emergency education is provided. This term is used for centres where words such as ‘school’ or
‘education’ could be misconstrued or mistakenly viewed as having political connotations.

‘Supporter’: this is a person who undertakes to fund raise or carry out other activities which support the organisation. Supporters are not formally part of the organisation and have no formal rights or responsibilities within the organisation.

‘teacher’: a member of staff responsible for ensuring that students learn. This could include those who are formally qualified as teachers, those who are experienced as teachers, or it could include individuals who are delivering aspects of a role which could otherwise be done by teachers.

‘trustees’: those appointed by trustee vote to the body of trustees responsible for the organisation

‘volunteer’:  an individual who donates time to work for the organisation. Individuals only become ‘volunteers’ from the point that they complete their induction and are enrolled as a volunteer. Volunteers have no contractual rights as there is no contract between the organisation and a volunteer.

‘visitor’: an individual who is visiting an organisational site or activity, potentially doing so in order to make a decision about whether to ask to become a volunteer.