1. Scope

This policy applies to all photography and filming carried out at Healing Hubs events, activities, and premises, whether by staff, volunteers, or third parties acting on our behalf.

It covers images and video used for any purpose, including social media, our website, printed materials, press releases, and fundraising.

2. Consent

We will always seek informed consent before photographing or filming individuals.

Consent will be obtained using our standard consent form, which explains how images will be used, stored, and shared.

Consent must be freely given, specific, informed, and unambiguous. It can be withdrawn at any time.

For children and young people under 18, consent must be obtained from a parent or legal guardian.

For adults who lack capacity to give informed consent, we will follow our safeguarding procedures and seek consent from an appropriate person.

3. Vulnerable adults and sensitive situations

We will take particular care when photographing or filming service users who may be vulnerable, including those experiencing loneliness, mental health difficulties, or bereavement.

We will never use images that could cause distress, embarrassment, or harm to the individuals depicted.

Images will not be used in a way that identifies a person as a service user without their explicit consent.

4. Storage and use of images

All images and video will be stored securely and only accessible to authorised staff.

Images will only be used for the purposes for which consent was given.

Images will not be shared with third parties without explicit consent, except where required by law.

Images will be retained only for as long as necessary and will be deleted when no longer needed or when consent is withdrawn.

5. Social media

Staff and volunteers must not post images of service users, children, or other participants on personal social media accounts without explicit consent.

Images posted on The Healing Hubs' official social media channels must comply with this policy.

6. Third-party photographers and filmmakers

Any third-party photographer or filmmaker working on behalf of The Healing Hubs must agree to comply with this policy before commencing work.

They must not retain, use, or share images beyond the agreed purpose without our written permission.

7. Withdrawing consent

Anyone who has given consent may withdraw it at any time by contacting us at [email protected].

On receipt of a withdrawal of consent, we will remove the relevant images from our active use as soon as practicable.

8. Review

This policy will be reviewed annually or following any relevant change in legislation or guidance.