Photography Policy

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.  Certain measures must therefore be undertaken to ensure that the rights of individuals are respected in the collection and use of photographs by Schoolreaders. This Photography Policy covers:

1.    Collection of photographs

        a.    Photographs of identifiable individuals

        b.    General photographs

        c.    Issuing a warning that photography will take place

        d.    External photographers

        e.    Photographs supplied by third parties

        f.     Period of consent

2.    Use of photographs

        a.    Use of names

        b.    Historic photographs for which no consent exists

        c.    Photographs taken for personal use

        d.    Passing photographs to third parties

3.    Withdrawing consent

4.    Storage of photographs

5.    Copyright


1.    Collection of photographs

a.    Photographs of identifiable individuals. In situations where an individual or a group of people is the main focus of the photograph, consent must be sought before the photograph is taken.  If the potential subjects wish to opt in, they must sign Schoolreaders’ ‘photography consent form’.  Where children under the age of 18 are involved, a parent or guardian must sign on their behalf.   The consent form indicates that the photograph (used with no identifying information, unless you have granted us specific permission) may be used in a range of publicity materials, including press and magazine coverage, on social media, and on the Schoolreaders website and literature. We will only use images of school pupils who are suitably dressed, to reduce the risk of such images being used inappropriately.


b.    General Photographs. If an individual will not be readily identifiable from a photograph it is not necessary to obtain consent to take, display or publish the photo.  This applies to individuals whose images are incidental detail, such as in scenes at Schoolreaders special events.  People in the foreground of these shots who are within earshot of the photographer should be warned verbally and given the opportunity to move away if they wish. 


c.    Issuing a warning that photography will take place. Schoolreaders will, where possible, follow best practice by giving a warning in writing that photography may be taking place at particular events.  We will do this by displaying notices at special events or by including a sentence in printed programmes or publicity material.


d.    External photographers. If an external photographer is to take photographs of volunteers in action, or is invited to the Schoolreaders office, or to any event organised by the charity, they will be fully briefed on the contents of this policy.   Schoolreaders will provide any external photographer working on its behalf with an identification pass which must be worn at all times.  External photographers working for Schoolreaders will be told that any photographs they take may only be used for the charity’s own purposes, and that permission has not been given to use the photographs for any other purpose.   Photographs taken for journalistic purposes may be exempt from some parts of the Data Protection Act, although individuals may still have some concerns about their image appearing in the press and should therefore still be warned in advance of the photograph being taken.  


e.    Photographs supplied by third parties. If photographs are supplied by third parties, whether by an institution, individual or an agency, the provider of the images must be able to confirm in writing that any clearly identifiable individuals have consented to distribution and subsequent use of the photograph.  It is ultimately Schoolreaders’ responsibility to ensure that permission has been obtained.


f.    Period of consent. Consent continues with no time limit. However, the majority of images are used for about five years. They are then moved into the image archive for possible future use. 



2. Use of photographs

a.    Use of names. We will either use photographs without any personal information attached, or we will contact you for specific permissions. 

b. Historic photographs for which no consent exists. For images where no consent was sought at the time of taking (for example, a photograph shot before the Data Protection Act came into force) or for which we are unsure whether consent was given, Schoolreaders must make reasonable efforts to gain consent.  If it is impossible to trace the subject and gain consent, Schoolreaders will only use the photograph if, a) the subject was aware that their photograph was being taken. b) the subject could reasonably have expected the photograph to be re-used by Schoolreaders.


c.    Photographs taken for personal use. Photographs taken purely for personal use are not subject to the General Data Protection Regulation and the Data Protection Act.  If a committee member, volunteer or other person acting for Schoolreaders, takes a photograph of a Schoolreaders event for their own personal use, they do not have to obtain consent.  If such photographs are later supplied to Schoolreaders for use, they then become subject to GDPR rules and cannot be used without consent.   NB, volunteers are not allowed to take any photographs while they are carrying out their volunteering activities, or at any time while they are on school premises.  


d.    Passing photographs to third parties. Schoolreaders will not pass photographs on to third parties.



3.Withdrawing consent

Schoolreaders will respect the wishes of any individual who may have given consent for the collection and use of a photograph but subsequently wishes to withdraw consent.  Schoolreaders may not be able recall documents in which an image has already occurred, but will not make further use of the image. If the photograph is on display in a public area, it will be removed within 21 days.



4.  Storage of photographs

Schoolreaders will keep images or video recordings securely. Hard copies of images will be kept in a locked drawer and electronic images will be in a protected folder with restricted access. Schoolreaders will not store images on unencrypted portable equipment such as laptops, memory sticks and mobile phones.



5. Copyright

Copyright rules mean that photographs, films and other media can only be used with the permission of the person who created them.  So, if someone takes photographs at a Schoolreaders event, those photos are the copyright of the person who took them, and should only be used with their permission (and with a written credit, if requested). This applies even if the person is taking the photos on behalf of Schoolreaders, as a volunteer.  However, copyright for photographs taken by Schoolreaders employees as part of their job belongs to the charity unless there is an agreement to the contrary.


First published: 1st February 2019

Updated: 25th February 2019

Please click here for a printable copy of our Photo Permission form

Please click here for a printable copy of our Photo Information sheet

01234 924111
Schoolreaders, Bedford Heights, Brickhill Drive, Bedford, MK41 7PH
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Registered Charity Number: 1159157