The Weald Lawn Tennis and Squash Racquets Club is committed to ensuring that all children, young people, and adults at risk are safeguarded from abuse while enjoying their tennis experience.
This document outlines the LTA’s policy for capturing and using photographic, video, or other images at tennis competitions and tournaments, as adopted by the Club. The Club encourages the promotion of positive images of tennis but recognises the potential risks that may arise from inappropriate use of photographic or filming equipment.
Risks of Sharing Images Online
Sharing photographs and images of children on social media or other online platforms carries potential risks, including:
- Children becoming vulnerable to grooming if a photo is shared with identifiable information (eg personal details, location, school/club uniform).
- Inappropriate images of children being shared online.
- Images being copied, downloaded, screenshotted, or shared by others.
- Images of children being adapted and misused.
- Photos or videos appearing in internet search results.
- Online platforms owning the rights to images once posted, potentially using them for commercial purposes.
- Photos or videos, along with comments, becoming part of a child’s public image.
The Club Seeks to Keep Children Safe by:
- Always obtaining written consent from children and their parents/carers before taking or using a child’s image (via the Photography and Filming Consent Form).
- Removing photos from public view if consent is withdrawn, though it may not be possible to delete images disseminated online or in hard copy.
- Using only the first names of children unless:
- It is necessary for elite or high-profile child players.
- It is in the child’s best interests.
- The child and parent have consented and been informed of how and where the image will be used (eg public website, social media), and are aware of potential risks.
- Never publishing personal information about children.
- Ensuring children, parents, and carers understand how images will be securely stored and for how long, including how access to the images and related information will be controlled.
- Reducing the risk of inappropriate use of images by:
- Only using images of children in appropriate clothing.
- Avoiding camera angles that may be misinterpreted or misused.
- Avoiding full face and body shots of children in activities like swimming, where the risk of misuse is heightened.
- Using images that positively reflect children’s involvement in the activity.
Photography and/or Filming for Personal Use
When children, parents, or spectators take photographs or film events for personal use, it is recommended to publish guidelines in event programmes or announce them before the event begins.
If a player arranges for a commercial photographer or videographer, the photographer must have the player’s express consent (or that of their parent/guardian if under 18). The Club recommends informing the Competition Director about the photographer’s attendance.
Using Official or Professional Photographers
If the Club hires a photographer for an event, it is advised that they:
- Follow a safe recruitment process/policy.
- Provide the photographer with clear guidelines on appropriate content and behaviour.
- Ensure the photographer wears identification at all times.
- Inform children and parents/carers that a photographer will be present and obtain written consent for close-up images.
- Inform the photographer about identifying children without parental consent.
- Clarify areas where photography is prohibited (eg toilets, changing areas, first aid areas).
- Prohibit unsupervised access to children for the photographer.
- Prohibit private sessions with children outside the event or at a child’s home.
- Report any concerns regarding inappropriate or intrusive photography.
At some events, wide-angle or general images of the event, site, or award ceremonies may be taken. It may not be practical to obtain consent from every child. In these cases, the Club will notify participants and parents in advance that these images will be taken and explain their purpose.
Photography and/or Filming for Wider Use
If local journalists or professional photographers (not hired by the Club) wish to photograph an event, the Club must ensure they have proper permission in advance.
The Club should provide the following information to photographers:
- The name and address of the person using the camera.
- The names of the children they wish to photograph (if possible).
- The reason for taking the images and their intended use.
- A signed declaration that the information is valid and that the images will only be used for the stated purpose.
WLTSRC will verify these details and decide whether to grant permission. Consent will also be sought from the children and their parents for the images. The photographer will be informed of any children who do not have consent.
Children, parents, and carers will be informed if an external photographer is present, and the photographer will be easily identifiable.
Concerns
If the Club suspects someone is taking photographs or filming without permission, they will be asked to leave, and the Club will follow its safeguarding procedures as necessary. If inappropriate images or films are being taken, and it raises safeguarding concerns, the incident will be reported to the Club Welfare Officer, LTA Safeguarding Team, or the police.
Storing Images
The Club will securely store photographs and videos of children in line with data protection laws. Hard copies will be kept in locked drawers, and electronic images in protected folders with restricted access.
Images of children will not be stored on unencrypted portable devices such as laptops, memory sticks, or mobile phones. Staff and volunteers are prohibited from using personal devices to take photos or films of children.