Taking photos at events
Taking photos at fundraising events or during church services for All We Can
A guide about how to respect people’s privacy when taking photos at your events
It can be really useful to take photos or videos at your events and fundraisers. You can use them afterwards to publicise your activities, and people often like to see photos of their community having fun together. However, you should make sure the people you are photographing know they are being photographed and understand how the images will be used. Remember that people might have their own reasons for not wanting themselves or their children to be photographed, and it is important to respect this.
How will you use the images, and why do you need them?
Images in which people can be identified are a form of personal data. Personal data is protected by data protection legislation, which sets out how organisations should treat people’s personal data in order to respect their privacy.
The most important thing to remember about all forms of personal data, including images, is that you should only collect, store and use data that your group needs for a specific purpose. You shouldn’t collect, store and use data just because you might want it at some point in future. This means that you should only take photos if you know why you need them and how you will use them.
Tell people you are taking photos
Before taking any photos or films, you should ensure the people there are aware that they are being photographed, who is taking the pictures, what they will be used for, and who they will be shared with. You should also tell people who they should contact if they do not want to be photographed, or if they want their images deleted later. Display clear signs at your event which specifically explain all this. For example:
Wesley Methodist Chapel will be taking photos at today’s bake sale where we are raising money for All We Can. These images will be used by Wesley Methodist Chapel to share news about the bake sale, and to publicise our next fundraiser. Images may be used in press releases, printed publicity and published on Wesley Methodist Church’s Facebook Page. If you would prefer for you or your child not to be photographed, please speak to Jill Smith. If you would like to see your images, or would like us to delete them, please email Jill at info@WesleyMethodist.com at any time.
Make sure your signs are clear and big. Also make announcements, telling people to read the signs. It is important that everyone is aware that photos are being taken. Here is a template notice which you could edit:
Sometimes, when you take pictures at an event, people ask to be given copies. It is fine to share photos so long as everyone knows this will happen.
Sharing photos with All We Can
At All We Can we love it when people share photos from their fundraising and awareness raising events with us! However, if you intend to do this make sure people know if this will happen. You should tell people who the images will be shared with, and for what purpose. For example:
Wesley Methodist Church will be taking photos at today’s bake sale. These images will be used by Wesley Methodist Church to share news about the bake sale, and to publicise our future fundraising events. Images may be used in press releases, printed publicity and published on Wesley Methodist Church’s website. They will be stored securely, and we will delete them after they are no longer needed. We may also share photos with the charity we are raising money for – All We Can. They may use this in their printed and online publicity materials and resources including on social media such as Facebook, Twitter, Instagram and LinkedIn. If you would prefer for you or your child not to be photographed, please speak to Jill Smith. If you would like to see your images or would like us to delete them, please email Jill at info@WesleyMethodist.com
Before sharing photos with All We Can, make sure we understand what they can used for. The photos should only be used for the purposes you have told people about. Keep track of which photos you have shared, because if someone asks you to delete their picture you will need to pass this message on to All We Can as well.
Photos and films of children
Before photographing or filming children, you need to make sure that their parent/guardian is aware of why you are taking pictures, what they will be used for, and how to contact you to ask for
them to be deleted. Parents/guardians should have an opportunity to tell you if they do not want their children to be photographed.
At one-off events, the person taking photos should check with an accompanying adult before taking photos of children. If a child’s legal guardian is not present, you should not photograph their child.
If you run regular activities for children, it is a good idea to get consent in writing, using a simple consent form. All We Can can send you permission forms if you would like to use these. Parents/guardians can sign this to say that they give permission for their child to be photographed/filmed, and for the images to be used in certain ways.
If you would like a permission form to use at your event please contact us at firstname.lastname@example.org or email or phone us for more information on data protection and photo permission at events – we are happy to help.