Photography, Video & Media Guidance

14th Walthamstow Scout Group is committed to safeguarding the privacy and wellbeing of all young people in our care. This guidance outlines how we manage photography, video and media within the group, including how consent is handled, how images are stored, and how they may be shared.

Our aim is to strike a balance between celebrating the positive experiences and achievements of our young people in Scouting, while ensuring that all media is handled safely, responsibly and in line with parental preferences.

1. Photography & Media Consent

We use Online Scout Manager (OSM) to record media consent for all young people.

To simplify and strengthen our approach:

• Media consent is recorded using a single, clear option covering all photography, video and media use.

• Existing consent selections may be periodically reset to ensure records remain accurate and up to date.

• Parents and carers are responsible for reviewing and updating their child’s consent preferences on OSM when requested.

Where consent is not provided, the young person will not be included in any media intended for publication. For group photographs, this may require them to step aside at the time the image is taken.

2. Use of Photography During Activities

Leaders may take photographs and videos during Scouting activities to capture key moments and achievements.

The group will aim to reduce the number of photos taken and shared, focusing only on key moments that best reflect and highlight the experiences of our young people.

All leaders are expected to be mindful of individual consent settings when taking and selecting images for use.

3. Where Images Are Shared

Official group photos and videos may be shared via the following platforms only:

• The group Facebook page

• The group Instagram page

• The official group website

We do not publish names alongside images of young people.

4. Storage of Photographs and Videos

The group uses Microsoft 365 SharePoint as its secure storage platform for all photographs and videos.

• Access to SharePoint is restricted to authorised leaders only.

• Access is protected using Microsoft 365 security features, including multi-factor authentication.

• Images are transferred from devices to SharePoint following events for secure storage and management.

In practice, photographs may be taken using leaders’ personal mobile devices or cameras during activities. Once images have been transferred to SharePoint, leaders are expected to periodically review and delete local copies where they are no longer required.

5. Sharing Within Messaging Apps

Photographs and videos should not be shared within group WhatsApp chats or similar messaging platforms.

These channels are not formally controlled by the group and may unintentionally include images of young people whose families have not provided consent for photography.

We ask all parents, carers and volunteers to respect this approach.

6. Parent and Carer Photography

Photographs taken by parents and carers during events remain their own responsibility. However, we ask that these images are not shared within group messaging channels to help ensure that all families’ preferences are respected.

7. Review of Practices

The group regularly reviews its approach to photography and media handling to ensure it remains appropriate, secure and aligned with safeguarding best practice.

We will continue to refine our processes where needed to ensure we maintain a safe, positive and enjoyable environment for all young people.