Photography, Filming, Social Media & Live Streaming Policy

SVCC wishes to ensure photography and video footage taken within cricket is done so appropriately:

Parents and carers will not be prevented from taking pictures of, or filming their children, these are normal family practices. The introduction of proportionate controls on the use of photographic equipment (cameras, and videos, including mobile phones) is part of general safeguarding good practice in the club. For the avoidance of doubt, this policy also applies to live broadcasts on social media or other platforms.

The Children Act defines a person under 18 years as a child.

Players and parents/carers should be aware that video equipment might be part of the coaching programme, and material taken in connection with coaching must be stored securely and deleted or destroyed when a parent requests this, or when the material is no longer needed.

Photographs and all other images are considered ‘personal data’ in terms of Data Protection. Depending on the circumstance, consent from either the child, adult, or both will be sought before capturing, sharing or publishing images where a child can be identified, including posting on the SVCC website, social media channels, emails and newsletters.  We will take all steps to ensure these images are used solely for the purposes they are intended.  In addition, SVCC will process this personal data in accordance with GDPR principles, and other relevant legislation and guidance.

We are aware that some people may use sporting events as an opportunity to take inappropriate photographs or film footage of children. SVCC will be vigilant about this but some events will be held at public venues over which we may have no jurisdiction. Parents and carers should be aware that photographers or the media may also be present at an event.

It is also possible that if a picture and name was placed in the local paper, the club website etc, the information could be used inappropriately. For this reason, we will follow ECB guidance that a child’s picture and name should not appear together.

There may be other reasons why individuals may not wish their child’s photograph to be taken by someone they do not know personally, for example estranged parents looking to gain access to a child, or families that have fled abusive situations. Parents / carers will always be offered the opportunity to provide or withhold consent for photographs / filming of their child.  Where a parent or carer would not wish their child to be photographed or filmed SVCC will do all that it can to ensure these wishes are respected, however, this is the responsibility of the parent or carer – SVCC cannot be held responsible.

General SVCC Policy in relation to filming and photography and coaching and training are:

  • We will not knowingly permit photographs, video or other images of the young people who play cricket with SVCC to be taken without consent. If you feel photos or video are being taken without that consent, please advise the Club Safeguarding Officer or in his/her absence their coach or manager immediately;
  • If you have given consent for photographs and videos to be taken, SVCC Coaches or team managers may also give group consent on behalf of you and your child to opponents or Festival/tournament organisers to take photographs and videos;
  • Concerns regarding inappropriate, or intrusive, photography or filming should be reported to a Club official or the Club Safeguarding Officer and recorded and investigated in the same manner as any other child protection or safeguarding concern;
  • If the cricketer is named SVCC must not use their image and if an image is used SVCC must not name the child;
  • SVCC will only use images of children in appropriate SVCC / other cricket kit, to reduce the risk of inappropriate use.

Specific SVCC Policy relating to Live Streaming and highlights publishing online:

SVCC and other clubs will be using filming equipment from a company called Frogbox to live stream SVCC open age cricket matches and publish highlight clips online and there are key aspects to consider with regards to the safeguarding of children (defined as children under 18 years) who might be playing in Open age cricket matches where this is occurring.

As the above Policy describes in general terms if the under 18 cricketer is named SVCC must not use their image and if an image is used SVCC must not name the child. With video live streaming and in accordance with this Policy that names and images cannot be produced together without specific written consent from under 18 aged children‘s parents/guardians playing must provide this written consent. This is for both SVCC children playing and also in the relevant opposition team.  ECB Guidance on this approves the use of first initial and then surname in the software being used in the scoring once consent is obtained, it is possible to configure the live streaming application to use these reduced names through play-cricket.com.

All live streaming footage and the publishing of clips and highlights must follow all the SVCC Codes of Conduct and inappropriate overlays or names must not be used, all the relevant SVCC Policies and Codes of Conduct must be followed in this respect at all times.

SVCC current policy is that only open age group matches can be live streamed, the development team or Junior age group matches must not be Live streamed until further notice.

SVCC will follow the key ECB recommendations to ensure this process is safe and compliant, and will review this on a regular basis: 

1) Display public notices in prominent locations at the Club and confirmation:

Prior to any filming starting temporary notices will be displayed at SVCC facilities highlighting the fact that the game will be filmed.

The text of the notices must be as follows and located in prominent locations that members of the public can see them:

“Please be aware that this game is being filmed by SVCC and the footage may be displayed publicly on websites and social media

Please contact (club contact will be inserted) if you have any questions or concerns”

Within the Livestream Play Cricket Scorer Pro application is a pop up window which triggers ahead of cameras being connected for match highlights or streaming.  This pop up requests that the scorer can confirm that both captain and both umpires are happy for the game to be filmed and shared. This must have been communicated to the umpires, the scorers and the opposition ahead of that time, this is just the final confirmation.

2) Obtain written consent from the parent/guardian of the player if a child (under 18)

Photographs/images must not to be taken without the prior permission of the parents/carers of the child.  A photograph or video of a player / child constitutes personal data and must be treated as such.

In order that both teams can comply with the required consent all SVCC club players, scorers, umpires and opposition must be informed that SVCC intend to film games at SVCC and will share highlights packaged on social media platforms and Play Cricket.  A notification, at least a week ahead of each fixture should be sent to the opposition team if the match is to be filmed and live streamed.  The opposition team will be asked to bring with them a form, send beforehand, filled in with the names of players for the scorers that will indicate any Junior (under 18) players and confirmation that consent has been given for them. It is the opposition’s Captain and clubs Safeguarding Officer responsibility to ensure that consent has been obtained. Copies will be available before the match in case the form is not brought to the match filled in, but prior consent must have been obtained as above.

Summary:

  • Consent from a person with parental responsibility for a junior (under 18) player must be obtained before capturing, sharing or publishing images where an individual or child can be identified. This includes the club’s and leagues play cricket website or other social media online platforms. Please see the consent form in the Appendix at the back of this Policy.
  • It must be communicated that any published content on open web sites and the Internet can be re-published, and SVCC will do everything possible to stop unauthorised re-publishing but this will not always be possible and is the nature of the Internet.
  • If no consent is received or consent has been declined by a child’s parents/guardian, the Captain must be aware of this and the Live stream must not be set up or used. No discriminatory action must be taken and all Code of Conduct must be followed in this respect at all times.
  • It must be recognised that consent can be removed at any time but that once Live streaming is underway the footage already taken is already live and published, even if it is stopped part of the way through a match.
  • Players or parents / guardians of under 18 children must be informed that if they have concerns they can report these to SVCC Club officials and/or the SVCC Safeguarding Officer.

 

3) Give each player a Privacy Notice

Legally anyone who’s data SVCC are capturing needs to be served with a privacy notice explaining what data is being captured, what it will be used for, where it will be stored and what can be deleted.   All Play Cricket Registered Players are served a Privacy Notice on behalf of the Club.  ECB Policy confirms this meets the Clubs legal responsibility to serve this privacy notice and covers this responsibility for filming and social media.

4) Operational access and pre-match checklists: 

Only named SVCC Committee members must have access to the administrative system to manage highlights and clips, they must be approved by the SVCC Committee to administer the system in a professional manner and only they know the relevant account details. No account details must be shared without Committee or the Chairman’s authorisation. These named individuals must be DBS checked and be on the ECB SHMS with key roles of Captain or Scorer. All SVCC Policies must be adhered to in the management and publishing of any highlights and clips.

An SVCC Livestreaming procedure and checklist must be developed to ensure compliance for all matches Live streamed and that roles and responsibilities are clearly defined:

Checklist content:

  • Signs are put up around the cricket ground as per Policy details above.
  • The location of Live streaming equipment is placed in the best location to take footage of the whole game and not specifically of any individuals.
  • Opportunities for areas where some spectators can avoid being filmed could be communicated if required and possible.
  • Any landowning interests are considered in advance at any relevant locations, for example Sevenoaks District Council have been informed of Live streaming at the Vine ground.
  • Umpires for the match must be informed and consent to the live stream.
  • Both team captains must provide the names of players on a team sheet, including notice of any children playing and if they consent has been provided for them.
  • If any consent is not given the livestream equipment is not to be set up at all so that it is not able to be switched on by mistake.
  • If consent is withdrawn for any reason the captains should discuss and agree that the Live stream filming must be stopped.
  • If all the consent is given then the scorer or Livestream operator enters names into play-cricket.com or picks from drop down lists, the names are configured correctly to First initial and surname and this is checked and confirmed.
  • The final confirmation is given to start filming and live streaming commences at the start of the match, the live stream should not be started too early.
  • The livestream must be stopped when play is stopped for the normal breaks.
  • An audit trail of consents given and matches Live streamed or not for consent reasons should be kept for the season and then can be destroyed, names and other personal information should not be kept other than what is usually kept in a scorebook.

SVCC encourages the reporting of inappropriate use of images of children, please report any concerns to the Club Safeguarding Officer. 

Appendix: Video Consent Form for U18s

Live Video Streaming of Open Age Group Cricket Matches:

SVCC will be live streaming under the following conditions where consent has been given for all children playing in the match;

  • Home matches will be live streamed in accordance with the SVCC Photography and Live Streaming Policy.
  • The live stream will focus on the match and on the teams. Individual players will not be focussed on during the stream.
  • The live stream will be integrated with Play-Cricket live scoring and will show all players’ names in the format “First Initial, Second Name” eg A Smith.
  • These consent forms will be stored by SVCC in accordance with ICO guidelines and our own Privacy Notice.
  • If you wish to withdraw your consent at any time, please contact SVCC and the clubs which have streamed games of your child.

To be completed by parent/carer:

  • I consent to SVCC videoing and live streaming my son’s / daughter’s involvement in cricket at SVCC locations in accordance with relevant SVCC policies.
  • I recognise that this may include their voice, image, likeness and actions;
  • I additionally consent to opposition clubs live streaming away matches that my son/daughter is involved in during the 2021 season ;
  • I understand that the live stream will be integrated with Play-Cricket live scoring and will show all players’ names in the format “First Initial, Second Name” eg A Smith.
  • I can confirm that I have read or been made aware of, the SVCC Photography and Live Streaming Policy.
  • I understand that consent is to last for the duration of the 2021 season, unless stated otherwise and that if I wish to remove my consent, I must contact SVCC and the clubs which have streamed games of my child.
Consent information:
Print name child/young person:  

 

 

Signature of parent/carer:

 

 

 

 

 

 

Print name parent/carer:

 

 

 

Date:  

Version: April 2021