PURPOSE OF THIS POLICY

Starmaker Theatre Company is fully committed to safeguarding and promoting the welfare of all children and young people who participate in our activities. Photography and video recordings can celebrate achievements, promote our work and create lasting memories, but they must always be taken and used safely, respectfully and lawfully. All staff, volunteers, trustees and anyone acting on behalf of Starmaker Theatre Company must understand and comply with this policy.

This policy applies to all activities organised by Starmaker Theatre Company, including classes, rehearsals, performances, workshops, productions, trips, competitions and fundraising events. This policy aims to:

• Protect children and young people participating in Starmaker Theatre Company activities where photographs or videos may be taken.

• Establish clear principles for taking, using, storing and sharing images of children and young people.

• Ensure photography and filming supports safeguarding and promotes children's welfare.

• Comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and current safeguarding guidance.

 

OUR COMMITMENT

We believe that:

• Every child has the right to be protected from abuse and exploitation;

• The welfare of every child is paramount;

• Children, parents and carers have the right to decide whether photographs or videos are taken and how they are used;

• Consent is only meaningful when families understand how images will be used;

• Images shared online may present safeguarding risks if not managed appropriately.

We recognise that these rights apply equally to every child regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation.

 

CONSENT

Written consent will be obtained from a parent or legal guardian before photographs or videos of children under 18 are taken or used for promotional purposes.

Consent forms will explain how images may be used, including:

• The Charity website.

• Social media platforms included but not limited to Facebook, Instagram, Twitter, TikTok

• Printed publicity including posters and leaflets.

• Newsletters and blogs

• Fundraising materials.

• Local press.

• Display boards and promotional presentations.

Parents or carers may withdraw consent at any time by contacting the Charity in writing. While every effort will be made to stop future use immediately, it may not be possible to remove images that have already been printed or published.

The Charity will maintain an up-to-date record of all photography permissions and ensure these are checked before publishing images.

 

SAFE USE OF IMAGES

Starmaker Theatre Company will:

• Never publish personal information alongside photographs.

• Avoid identifying children by full name.

• Ensure children are appropriately dressed.

• Only use images that positively reflect participation and achievement.

• Avoid images that could be misinterpreted or place children at risk.

• Reduce the possibility of images being copied or misused wherever reasonably practicable.

 

PHOTOGRAPHY AND FILMING BY PARENTS AND AUDIENCE MEMBERS

Photography and filming by audience members during performances is generally discouraged unless permission has been given by Starmaker Theatre Company.

Where photography or filming is permitted for personal use, guidance will be published in programmes or announced before the performance.

Parents, carers and audience members will be asked to:

• Respect the privacy of all children.

• Avoid sharing images containing other children without appropriate permission and never on social media

• Check the privacy settings on their social media accounts before posting images.

• Remove photographs if requested by the Charity or another parent where safeguarding concerns exist.

The Charity reserves the right to prohibit photography or filming at any event where safeguarding, licensing or copyright requirements make this necessary.

 

PHOTOGRAPHY AND FILMING BY STARMAKER THEATRE COMPANY

Photography and filming may be undertaken by authorised members of the production team, teachers or appointed volunteers for:

• Publicity.

• Rehearsal reviews.

• Educational purposes.

• Training.

• Promotional materials.

• Historical records.

Parents and carers will be informed where filming forms part of rehearsals or workshops, and written consent will be obtained.

Where possible, Charity-owned equipment will be used. Personal mobile phones should not normally be used for photography or filming unless specifically authorised by Starmaker Theatre Company.

 

PROFESSIONAL PHOTOGRAPHERS

Where Starmaker Theatre Company appoints a professional photographer or videographer, we will:

• Provide a written brief outlining safeguarding expectations.

• Ensure they understand and comply with this policy.

• Ensure they wear suitable identification.

• Inform families that photography is taking place.

• Confirm appropriate consent has been obtained before images are used.

• Investigate and report any concerns regarding inappropriate photography through safeguarding procedures.

 

EXTERNAL MEDIA

Journalists, external photographers, film makers or students wishing to photograph or film Starmaker events must obtain permission from the Charity in advance.

Requests should include:

• Full name and organisation;

• Contact details;

• Purpose of the photography or filming;

• Intended publication or distribution.

Permission may be refused where safeguarding concerns outweigh promotional benefit.

External photographers will be informed of any children who do not have photography consent and must comply with these restrictions.

 

STORAGE AND SECURITY

Photographs and videos will be stored securely.

The Charity will:

• Keep electronic images within secure password-protected systems.

• Restrict access to authorised personnel only.

• Retain images only for as long as necessary, unless for archive purposes

• Securely delete images when no longer required.

Images must not be stored on unencrypted portable devices where reasonably avoidable.

Any authorised images temporarily held on personal devices must be transferred securely and deleted immediately after upload.

 

REHEARSAL VIDEOS

The Charity recognises that rehearsal recordings can be valuable learning tools.

Where rehearsal videos are shared through official private Starmaker communication channels, including private Facebook groups, WhatsApp or other approved platforms:

• Access will be restricted to authorised members and parents where appropriate.

• Recordings must only be used for rehearsal purposes.

• Production team members, volunteers and staff must delete recordings from their devices immediately after successful upload or sharing.

• Recordings must never be copied, forwarded or shared outside official Starmaker platforms.

 

PROHIBITED PHOTOGRAPHY

Photography or filming is strictly prohibited in:

• Toilets

• Dressing rooms

• Any area where children have a reasonable expectation of privacy.

Any breach will be treated as a safeguarding concern and may be reported to the police where appropriate.

 

SOCIAL MEDIA

Only authorised individuals may upload images to official Starmaker Theatre Company accounts.

Staff, volunteers and trustees must not:

• Upload images of members to personal social media accounts.

• Tag children using personal accounts.

• Share rehearsal videos outside approved Charity platforms.

• Retain images for personal use.

 

REPORTING CONCERNS

Any concerns regarding inappropriate photography, filming or misuse of images must be reported immediately to the Designated Safeguarding Lead and dealt with in accordance with the Charity's Safeguarding and Child Protection Policy.

Where criminal behaviour is suspected, the police will be contacted.

 

RELATED POLICIES

This policy should be read alongside:

• Safeguarding and Child Protection Policy

• Data Protection and Privacy Policy

• Online Safety and Social Policy

• Code of Conduct for Staff and Volunteers

• Whistleblowing Policy

 

REVIEW

This policy will be reviewed every three years or sooner if required due to changes in legislation, Charity Commission guidance or the charity's operations.

Approved by: Board of Trustees July 2026

Review Frequency: Every three years