Approved by: Management Team
Date: 30/09/2025
Next Review Due: 30/09/2026
1. Policy Statement
At The Tuition College, we recognise that photographs and videos of students may be used for educational purposes, celebration of achievements, and promotional materials. However, we are committed to safeguarding and protecting the welfare and privacy of all children.
This policy sets out how we obtain consent, use, and store images of students, in line with the UK GDPR (2018), Data Protection Act 2018, and safeguarding requirements.
2. Aims
- To safeguard children by ensuring that images are used safely and responsibly.
- To obtain informed parental consent before taking, storing, or using images.
- To ensure parents understand how images may be used.
- To comply with legal and regulatory requirements, including Ofsted.
3. Consent
- Parental/guardian consent will be obtained upon registration.
- Consent covers still photography, video recordings, and digital images.
- Parents will be given the option to:
- Consent to internal educational use only (classroom displays, teaching resources).
- Consent to external use (website, social media, promotional material).
- Refuse consent entirely.
- Consent can be withdrawn at any time in writing.
4. Acceptable Use of Images
Images of students may only be taken and used where:
- Parental consent has been obtained.
- The purpose is clear (teaching, celebration, marketing).
- The image does not put the child at risk.
- Students are appropriately dressed and portrayed in a respectful manner.
- Group photos are preferred to minimise individual identification.
- Images are stored securely and only accessible to authorised staff.
5. Prohibited Use
- Staff, parents, and visitors are not permitted to take photographs or videos of students on personal devices during lessons or activities.
- Images will not be used for personal social media accounts.
- Names of students will not be published alongside their images without explicit consent.
- Sensitive images (e.g., where a child is vulnerable or has safeguarding concerns) will never be used.
6. Storage & Retention
- Images will be stored securely on password-protected systems.
- Images will only be retained for as long as necessary for the purpose intended.
- When consent is withdrawn, images will be deleted from systems.
7. External Photographers or Contractors
- External photographers (if engaged) must be DBS-checked and supervised.
- They will be given clear guidance on permitted image use.
- Contracts must comply with GDPR and safeguarding standards.
8. Parents/Guardians Taking Photos
- Parents may be permitted to take photos during special events (e.g., awards ceremony), but only of their own child.
- Parents must not share images of other students on social media without permission.
9. Breaches of Policy
- Any misuse of images will be treated as a safeguarding concern and may result in disciplinary action, withdrawal of consent, or reporting to external agencies.
10. Monitoring & Review
- This policy will be reviewed annually.
- Consent records will be updated at the start of each academic year.