1. Purpose of this Policy

This policy explains how Balfour Swimming School manages photography, filming, and social media to protect children, young people, staff, and volunteers.

It ensures compliance with:

• UK GDPR

• Data Protection Act 2018

• Swim England Wavepower guidance

• Safeguarding best practice

• The aim is to create a safe environment where images are used responsibly and only with proper consent.

 

 2. Scope

This policy applies to:

• Parents & guardians

• Swimmers

• Coaches & volunteers

• Visitors and spectators

• Anyone attending lessons, events, or activities organised by Balfour Swimming School.

 

3. General Principles

• The safety and privacy of children always comes first.

• No images may be taken or shared without consent.

• Images must be appropriate, respectful, and safe.

• No child will be identified by full name alongside their image.

• Images must never be used to bully, embarrass, or exploit a child.

 

4. Consent Requirements

 

4.1 Parental Consent

We require written consent from a parent/guardian before taking or using any image of a child.

Consent covers:

• Photography during lessons

• Group photos

• Promotional use (website, social media, posters)

• Video for coaching purposes

Parents may withdraw consent at any time.

4.2 Swimmer Consent (Age 13+)

Young people aged 13+ must also give their own consent, in line with UK GDPR.

 

 5. Rules for Parents & Spectators

Parents and spectators must follow these rules:

• No photography or filming on poolside, in changing rooms, or during lessons unless explicitly authorised.

• No live streaming under any circumstances.

• No posting images of other children without written consent from their parents.

• Follow staff instructions if asked to stop taking photos.

Any breach may result in removal from the premises.

 

 6. Rules for Coaches & Volunteers

Coaches and volunteers must:

• Never take personal photos of swimmers on personal devices.

• Use only school‑approved devices for authorised images.

• Store images securely and delete them when no longer needed.

• Never share images on personal social media accounts.

• Report any concerns immediately to the safeguarding lead.

 

7. Use of Images by Balfour Swimming School

We may use images for:

• Website or social media

• Promotional materials

• Coaching analysis

• Club newsletters

• But only when:

• Consent has been obtained

• Images are appropriate and safe

• No child is identified by full name

• Images do not show children in distress or vulnerable situations

 

 8. Changing Rooms

Photography or filming in changing rooms, toilets, or shower areas is strictly prohibited.

This applies to:

• Parents

• Swimmers

• Coaches

• Volunteers

• Visitors

Any breach will be treated as a serious safeguarding concern.

 

9. Social Media Rules

For the Swim School

• Only authorised staff may post on official accounts.

• Posts must be positive, respectful, and child‑safe. No personal details of children may be shared.

• No private messaging with children.

For Parents & Swimmers

• Do not tag or identify other children without consent.

• Do not post negative or harmful comments about staff or swimmers.

• Report any inappropriate content to the school.

 

10. Storing & Deleting Images

• Images are stored securely on password‑protected systems.

• Images used for coaching are deleted once no longer needed.

• Promotional images are reviewed annually.

• Parents may request deletion at any time.

 

11. Reporting Concerns

Any concerns about photography or image misuse must be reported immediately to:

Designated Safeguarding Lead 

Balfour Swimming School

Email: balfourswimmingschool@gmail.com

Serious concerns may be escalated to:

• Swim England Child Safeguarding Team

• Local Authority Designated Officer (LADO)

• Police (if necessary)

 

 12. Policy Review

This policy will be reviewed:

• Annually

• After any incident

• When safeguarding or data‑protection guidance changes