Photography and Filming Policy

The Ashfords Foundation (the Foundation) may wish to take and use photos or video of (a) trustees, officers, employees, supporters, and beneficiaries of successful applicants to its two grant making programmes, or (b) people participating in or supporting fundraising events for the Foundation.

1. Purpose
The Ashfords Foundation (the Foundation) may wish to take and use photos or video of (a) trustees, officers, employees, supporters, and beneficiaries of successful applicants to its two grant making programmes, or (b) people participating in or supporting fundraising events for the Foundation.
The Foundation may use these images in its printed or digital publications, such as the Foundation’s Annual Report, in press releases or promotional videos it may make, or in online publications celebrating the work of the Foundation, including the Foundation’s website, Twitter, Instagram, or Facebook page.
Because a person can be identified by their image, the collection and use of photographs and video is governed by the Data Protection Act 2018 (DPA2018).
To ensure that the Foundation respects the rights of individuals in the collection and use of photographs and video, the Foundation will take the measures set out in this policy.

2. Collection of photos or video
Posed photographs
Where an individual or a group of people are the main focus of the photograph or video, consent must be sought before the photograph is taken. The potential subjects should be told where and for what reason the photograph or video may be used and be given the chance to opt in to the photograph. This can be achieved verbally by stating,

This photograph/video will appear in [publication][on the Foundation’s website]. If you don’t want to appear in the photo, please [leave the room/move to the side] now. By remaining in the frame of the picture you are giving consent for the photo/video to be used.”

In most cases verbal consent is sufficient, although photographers may prefer to use a consent form to be signed by the subjects to ensure they have appropriate consent.
If children under 18 are clearly recognisable in an image, consent from a parent or guardian should always be obtained.
Consent forms are set out in the appendices to this policy.

General photographs
If an individual is not readily identifiable from the photograph or video, it is not necessary to obtain consent to take, display, or publish the photo or video.
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.

External photographers
If the Foundation uses an external photographer, it is important that they are fully briefed on the Foundation’s requirements in relation to DPA2018 and the taking of photographs and video.

Photographs supplied by third parties
If photographs or videos are supplied to the Foundation by third parties, whether by an organisation, individual or an agency, the provider of the images must be able to confirm that any clearly identifiable individuals have consented to the distribution and subsequent use of the photograph or video.
The Foundation accepts that it is ultimately responsible for ensuring that appropriate permission has been obtained.

3. Use of Photographs
The Foundation will only use photographs or video for the purposes for which they were collected.
Under no circumstances will the Foundation use a photograph or video if consent has been explicitly refused or, if given, subsequently withdrawn.

4. Withdrawing consent
The Foundation shall respect the wishes of an individual who may have given consent for the collection and use of a photograph or video but subsequently wishes to withdraw consent. In such cases, the Foundation may not be able recall documents in which an image has already occurred, but it will not make further use of the image.
If the photograph or video is on display on the Foundation’s website or other online publication, or in a public area, it must be removed as soon as practicable, and in any event within 21 days.

5. Storing images
The Foundation will store photographs, videos and images securely, in accordance with DPA2018. Images will be stored for a period of 7 years.