Photography & Media Policy
By the Collectives Ltd (BTC) is committed to protecting the privacy, dignity and safety of all children, young people and adults at risk who participate in our classes, workshops, rehearsals, trips and performances. This policy explains how photography, filming and media content are managed across By the Collectives activities, and how consent is obtained, stored and used.
1. Purpose of Photography & Filming
BTC may film, record or photograph participants (“Contributions”) for the following purposes:
- Celebrating participant achievements
- Marketing and promotional materials
- Social media content
- Website content
- Casting and talent‑development opportunities
- Archival and historical documentation
- Educational or training purposes
- Showcasing the learning experience
We take our responsibility for safeguarding and data protection seriously and ensure all media use is appropriate, respectful and compliant with UK GDPR.
2. Consent
How consent is collected
Consent is obtained during the registration process via the BTC Photography & Video Consent Form. For participants under 16, consent must be provided by a parent/carer, guardian or responsible adult.
What consent covers
By providing consent, parents/carers/participants agree to:
- Filming, photography and audio recording
- Identification of the student (e.g. name in credits or captions)
- Use of Contributions in marketing, promotional or educational materials
- Transfer of intellectual property rights to BTC
- Editing, adapting or reusing Contributions as required
- Inclusion in social media, website content and printed materials
Right to refuse or withdraw consent
Parents/participants may refuse consent or withdraw it at any time by contacting:
bbexp@bythecollectives.global
Withdrawal cannot apply retrospectively to materials already published.
3. Where and When Photography Is Allowed
Official Photography & Filming
BTC may have official photographers and videographers operating in:
- Studios and rehearsal spaces
- Classrooms
- Performance areas
- Designated photo zones
- End of term showcases or events
They will never film or photograph in:
- Dressing rooms
- Bathrooms
- Changing areas
- Private backstage spaces
Parent & Spectator Photography
Parents and spectators may take photos or videos only in public areas such as:
- Auditorium (for showcases or performances)
- Foyer
- Designated photo points
They may not take photos or videos:
- Backstage
- In dressing rooms
- In wings or side‑stage areas
- Of other children without permission
This protects student privacy and complies with safeguarding standards.
4. Online Safety & Social Media
- Staff will only communicate with participants through official BTC channels.
- Staff will not “friend”, follow or privately message students on personal accounts.
- Students and parents are encouraged to engage with our official social media channels responsibly.
- Any concerns about online content should be reported immediately to the DSO.
5. Intellectual Property & Usage Rights
By providing consent, participants (or their parent/carer/guardian) agree to:
- Transfer any applicable intellectual property rights (e.g. copyright, performance rights) to BTC
- Waive any moral rights relating to the Contributions
- Allow BTC to use the material worldwide, in any format, for as long as required
This ensures we can use media content consistently across platforms.
6. Third‑Party Use & Liability
BTC cannot be held responsible for:
- Unauthorised third‑party use of publicly shared content
- Downloads, edits or reposts made by individuals outside our control
We take reasonable steps to monitor and manage our own platforms, but cannot police the wider internet.
7. Storage & Data Protection
- All media files are stored securely on BTC’s Microsoft 365 cloud platform.
We ensure:
- Access is restricted to authorised staff only.
- Media is retained only as long as necessary for the purposes outlined above.
- All processing complies with UK GDPR and our Privacy Notice.
8. How to Raise a Concern
If you have concerns about photography, filming or online content, contact:
Designated Safeguarding Officer (DSO)
Laura Proudfoot
laura@bythecollectives.global
If a child is at immediate risk, call 999.