{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EIt\u2019s great for children and young people to have images of their special moments and Scouting achievements to look back on, and creating digital content to promote Scouts helps to increase engagement with current and potential members.\u003C/p\u003E\n\u003Cp\u003EWhen working with children and young people, it\u2019s important to be aware of safeguarding risks and data protection implications around taking photos and videos (referred to from here as \u2018images\u2019) of children and young people.\u003C/p\u003E\n\u003Cp\u003EChildren can be identified for the purpose of grooming and abuse, and images can be modified or misused out of context. In data protection law images where individuals can be identified are considered personal data.\u003C/p\u003E\n\u003Cp\u003EIt\u2019s essential to have appropriate processes in place to protect children and young people, keep them safe, and to ensure that data protection legislation is followed.\u003C/p\u003E\n\u003Ch3\u003ETransparency and consent\u003C/h3\u003E\n\u003Cp\u003EChildren and young people should always be made aware when images are being captured, and what they will be used for. In most cases you will need to seek their consent or that of their parents. If children, young people and / or their parents or carers don\u2019t want to have images captured, used or shared, you must respect their wishes.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EIf parents or carers do or do not consent to images of their child being captured, you will need record this as part of the local joining process. You will need to revisit this and seek specific consent when capturing images for specific purposes or capturing images of those outside your group. You can find more guidance on gathering data in our\u00A0\u003Ca href=\u0022/volunteers/running-things-locally/gdpr-toolkit/step-5-gathering-data/\u0022 title=\u0022Step 5: Gathering data\u0022\u003EGDPR toolkit step 5\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003ESome reasons why families may prefer not to have images of their children taken are:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EA child\u0027s identity may need to be protected because they are in local authority care or have been adopted.\u003C/li\u003E\n\u003Cli\u003EA child and / or their family might have experienced abuse and may worry about images being shared online, enabling the perpetrator of abuse to trace their whereabouts.\u003C/li\u003E\n\u003Cli\u003EFamilies may have religious or cultural reasons for choosing not to have images taken.\u003C/li\u003E\n\u003Cli\u003ETheir preference could simply be down to personal choice.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThe parent / carer does not need to explain why they do not want images of their child to be captured.\u00A0\u003C/p\u003E\n\u003Ch4\u003ELegitimate interests\u003C/h4\u003E\n\u003Cp\u003EOn occasion it is not practical or even possible to have gained formal consent from every individual who may feature in images. An example situation could be a large-scale event where the volume of attendees is high, and the event is spread over a large area.\u003C/p\u003E\n\u003Cp\u003EIt is a reasonable expectation that images will be captured at an event like this. This is allowed under data protection law as the lawful basis for capturing the images is legitimate interest, rather than consent.\u003C/p\u003E\n\u003Cp\u003EIn these situations, it is important to ensure that everyone is aware of your intention to capture images. This can be done in a number of ways:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EMentioned in communication about the event\u003C/li\u003E\n\u003Cli\u003EIncluded on event joining forms\u003C/li\u003E\n\u003Cli\u003ESignage at the event, for example at the entry\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EInforming people of your intention lets them know that you have a valid reason to capture images and provides the opportunity for people to express their wishes.\u00A0\u003C/p\u003E\n\u003Cp\u003EIt is sensible to have mechanism in place for people to opt out of images being captured in these circumstances. This can take the form of things like coloured lanyards, stickers or wristbands which will alert those capturing images. It is important to make people aware that this may not be fully effective and individuals who opt out, could still be captured in the background or in crowd shots.\u003C/p\u003E\n\u003Cp\u003EWhilst this legitimate interest covers things like crowd shots and incidental imagery (where individuals are not easily identifiable), where images feature individuals prominently or are to be used for specific promotional purposes it is important to seek individual consent.\u00A0\u003C/p\u003E\n\u003Ch4\u003EHow to manage situations where consent is not given or individuals opt-out\u003C/h4\u003E\n\u003Cp\u003EChildren and young people should never be excluded from an activity because they don\u2019t want their image captured. Some things you can do to ensure inclusivity are:\u00A0\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ETake images in smaller groups rather than an entire group so that less attention is drawn to the young person who is not in images.\u003C/li\u003E\n\u003Cli\u003EConsider splitting the activity group up into two and the photographer can photograph the group where everyone has given consent across all activities.\u003C/li\u003E\n\u003Cli\u003EInvolve the young person who can\u0027t be in photographs in taking the photographs of others.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Ch4\u003EImages captured by parents / carers\u003C/h4\u003E\n\u003Cp\u003EParents, carers and other family members will often want to capture images of their children especially at events. Whilst we would not want to discourage this, you may need to ensure that this is not excessive and that anyone who does not wish to have their image captured is not included.\u003C/p\u003E\n\u003Cp\u003EParents / carers must not capture images of other children without appropriate permission, and must not post images of other people\u0027s children on social media without appropriate permission. You can remind parents / carers of this in your communications or as part of the event registration.\u00A0\u003C/p\u003E","label":"Managing consent"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003ESharing images of children on social media or other online platforms carries potential risks. For example:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EImages may appear in internet search results. This could make children and young people vulnerable to grooming if the image appears alongside information that makes them identifiable. This includes personal details, such as their name, a tag with location information, or visual details such as their Scout uniform.\u003C/li\u003E\n\u003Cli\u003EImages may be copied, downloaded or shared by anyone. They may be adapted using AI and used inappropriately.\u003C/li\u003E\n\u003Cli\u003EImages, and any comments on them, can become part of a person\u2019s public image in ways which children and young people may not understand or be happy with, now or in the future.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIt\u2019s important to think carefully before using or sharing any images of children or young people online or in other publications. Make sure you have consent from the parent / carer and the child or young person to use the image the way you have planned.\u003C/p\u003E\n\u003Ch4\u003EDeciding what images to use\u003C/h4\u003E\n\u003Cp\u003EWhen picking images to use, keep these things in mind:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EYou don\u0027t always need to show young people\u0027s faces to show Scout activities in action. Taking photographs from different angles without showing faces can still produce excellent images.\u003C/li\u003E\n\u003Cli\u003EChoose images that present the activity in a positive light and focus on the activity rather than the child or young person.\u003C/li\u003E\n\u003Cli\u003EChoose images of children and young people in appropriate clothing (including safety wear if necessary).\u003C/li\u003E\n\u003Cli\u003EDon\u2019t supply full names of children along with the images, and avoid using images that include their names (e.g. on badges or on artwork) or location\u00A0\u003C/li\u003E\n\u003Cli\u003EAvoid images that may be more prone to misuse by others.\u003C/li\u003E\n\u003Cli\u003EDo not publish personal information about individual children and young people.\u003C/li\u003E\n\u003C/ul\u003E","label":"Using and sharing images of children and young people"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EUsing great images to tell our Scouts\u2019 stories is a great way to show how we help young people develop skills for life. \u00A0\u003C/p\u003E\n\u003Ch4\u003EWhat to do when a local newspaper or a regional TV crew attends a Scout event and wants to capture images:\u003C/h4\u003E\n\u003Cul\u003E\n\u003Cli\u003EExplain to parents / carers that the event is likely to get media coverage. Ask if anyone does not want images of their child captured. If a parent / carer does not, work out a way for the child or young person to be doing another activity away from where the filming is taking place.\u003C/li\u003E\n\u003Cli\u003EA media crew attending a Scouts event will usually request that the imagery they capture is accompanied by the names of the individuals in the images. It\u0027s important the media crew get consent using a digital asset release form in advance. The media company attending the event will be able to supply a copy of their consent form.\u003C/li\u003E\n\u003Cli\u003EIt\u0027s acceptable to give full names and ages to the publishers of local newspapers if the request is justifiable and appropriate, and with consent of parents / carers. For example, if a young person is receiving an award. But never provide the full address of the child or young person. For group photos, ask the publishers to use a collective term such as \u0027Cub Scouts from 6th Anywhere Scout Group\u0027. It\u0027s fine to give the location of a Group meeting place (such as a street name).\u003C/li\u003E\n\u003Cli\u003EIf you give out a telephone number to be published or broadcast, make sure the person whose number you\u0027re giving out is happy for the number to be shared.\u003C/li\u003E\n\u003Cli\u003EPhotographs taken by press photographers that invade personal privacy are subject to the normal \u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.ipso.co.uk/editors-code-of-practice/\u0022 target=\u0022_blank\u0022 title=\u0022Editors\u0027 code of practice\u0022\u003EIndependent Press Standards Organisation Code of Practice\u003C/a\u003E.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Ch4\u003EWhat to do when you are gathering images for use on Scouts\u2019 websites, social media channels and / or for supplying to a local paper\u003C/h4\u003E\n\u003Cul\u003E\n\u003Cli\u003EA \u003Ca rel=\u0022noopener\u0022 href=\u0022https://prod-cms.scouts.org.uk/media/poohiwxb/digital-asset-consent-form-example-nov-2023.docx\u0022 target=\u0022_blank\u0022 title=\u0022Digital asset consent form example\u0022\u003Edigital asset release form\u003C/a\u003E should be completed by the parent / carer for images that will be used for a public purpose, such as including on a website, in an online article or on a printed flyer.\u003C/li\u003E\n\u003Cli\u003EIf you hold images of your members (children, young people and adults) you must be able to prove you have their consent to hold that data so you can comply with\u00A0\u003Ca href=\u0022/volunteers/running-things-locally/gdpr-toolkit/\u0022 title=\u0022GDPR Toolkit\u0022\u003EGDPR\u003C/a\u003E requirements and demonstrate safe handling of their data.\u003C/li\u003E\n\u003C/ul\u003E","label":"Advertising, marketing or media coverage"}]},{"gridType":"RichTextBlock","content":"\u003Ch3\u003E\u003Cbr\u003EManaging digital assets\u003C/h3\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EUnder data protection law, you need a process that helps you find and delete personal data at a later date. When you capture content, find a way to link your content with an individual. You can use a simple name board in front of the lens or record a short message to assist you. Label your content with the activity or event, date and location to help provide a reference.\u003C/p\u003E\n\u003Cp\u003ELabelling can be achieved via file metadata or by renaming the file and folders. Store a copy of your permission form with consent paragraph, or your release form (for advertising, marketing or media coverage) in the same place as the related photo, video and audio content. Once you have labelled your consented content, ensure you dispose of any remaining materials.\u003C/p\u003E\n\u003Cp\u003EIn addition, the following should be used as a guide:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EImages of no use should be removed at the source, as well as any copies.\u003C/li\u003E\n\u003Cli\u003EWhen using cloud services for storage, use a reputable provider with guaranteed storage in the UK or EEA.\u00A0\u003C/li\u003E\n\u003Cli\u003EYou may need the ability to add metadata to the imagery or organise them so you can capture, names, event names, dates, consent evidence.\u003C/li\u003E\n\u003Cli\u003EPassword protect (with strong passwords, minimum of 8 characters, with some complexity).\u003C/li\u003E\n\u003Cli\u003EUse photographic devices that are under the control of the person who gained the consent and manages the images where possible.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIf someone makes a complaint about their image being used, or wishes to withdraw consent, then you must locate the images. You must make every reasonable effort to then stop the images being used and you may need to delete the images.\u003C/p\u003E\n\u003Cp\u003EIt may not be possible to undo previous use of images. For example, if it was included in published material or was used by a third party. You must communicate this to the person who has made a complaint.\u003C/p\u003E\n\u003Cp\u003EIf someone wants you to delete images, ask them for the details of any events or activities they took part in. You can request an image of the person if you need help identifying them. You must then delete the image.\u003C/p\u003E","label":"Capturing, editing and storage"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EUndertake an audit of your existing digital content to ensure you are complying with this guidance. Regular audits should also be planned.\u0026nbsp;\u003C/p\u003E","label":"Existing content"}]},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u0026nbsp;\u003C/p\u003E\n\u003Ch3\u003ESmart glasses\u003C/h3\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp class=\u0022MsoNormal\u0022\u003EWhen using smart glasses at a Scout event, volunteers and participants should ensure they use the technology in a way that keeps young people safe, respects privacy, and complies with data protection requirements. If the glasses are capable of taking photographs, recording video, capturing audio, or livestreaming, individuals should make this clear to those around them and only use these features where appropriate and authorised.\u003C/p\u003E\n\u003Cp class=\u0022MsoNormal\u0022\u003EParticular care should be taken when children and young people are present, ensuring that any images or recordings are captured, stored, and shared in line with our guidance above on this page about Transparency and consent, and Managing digital assets.\u003C/p\u003E\n\u003Cp class=\u0022MsoNormal\u0022\u003ESmart glasses should never be used in toilets, changing areas, sleeping accommodation, or any other location where privacy would reasonably be expected.\u003C/p\u003E\n\u003Cp class=\u0022MsoNormal\u0022\u003EEvent organisers may restrict or prohibit the use of recording-enabled devices, including smart glasses in certain activities or locations, and volunteers should follow any instructions given.\u003C/p\u003E\n\u003Cp class=\u0022MsoNormal\u0022\u003EThe primary purpose of the technology should be to support participation, learning, accessibility, and safety.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch3\u003E\u003Cbr\u003EThermal imaging cameras\u003C/h3\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EThermal imaging cameras are devices that detect heat. They are being used more often in Scouting, for example, to check if a campfire is fully extinguished or as part of fun science activities. These cameras can be useful and interesting tools when used safely and responsibly.\u003C/p\u003E\n\u003Cp\u003EToday\u2019s thermal imaging cameras are more advanced. Some can take and save clear pictures or videos. These pictures can show body heat, which means people can sometimes be identified. In some cases, cameras may even appear to see through thin materials.\u003C/p\u003E\n\u003Cp\u003EBecause of this, care needs to be taken with how they are used. This guidance explains how to use thermal cameras safely and legally.\u003C/p\u003E","label":"What are thermal imaging cameras?"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EWhen using a thermal camera, you must follow:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EUK data protection laws (including the UK GDPR and Data Protection Act 2018)\u003C/li\u003E\n\u003Cli\u003E\u003Ca href=\u0022/about-us/policy/safeguarding-policy-and-procedures/\u0022 title=\u0022Safeguarding Policy and Procedures\u0022\u003EThe Safeguarding Policy\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/safe-scouting-cards/safeguarding-code-of-conduct-for-adults-yellow-card/\u0022 title=\u0022Safeguarding Code of Conduct for Adults - Yellow Card\u0022\u003EThe Safeguarding Code of Conduct for Adults (Yellow Card)\u003C/a\u003E including reporting procedures.\u003C/li\u003E\n\u003Cli\u003EAny local laws about privacy and photography\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EBefore capturing, saving, or sharing any images, check whether it is permitted and ensure you have a lawful reason. In most cases involving children or young people, this means getting permission from parents or carers. Any images taken for safety or training must be stored securely and deleted as soon as they are no longer needed.\u003C/p\u003E\n\u003Cp\u003EIf a thermal imaging camera records pictures or videos where people can be recognised, this may count as personal data under UK data protection law. This means you must follow strict rules about how those pictures are used, stored, and deleted.\u003C/p\u003E","label":"Legal and safeguarding rules"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EExamples of when thermal imaging can be used:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EChecking if a fire or stove is fully out after use\u003C/li\u003E\n\u003Cli\u003EHelping with search-and-rescue training\u003C/li\u003E\n\u003Cli\u003ELeading science or nature activities where leaders explain what the camera does\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EExamples of when thermal imaging can\u2019t be used:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ENear tents, accommodation, changing areas, toilets or other spaces considered to be private\u003C/li\u003E\n\u003Cli\u003ETo look at or record people without telling them.\u003C/li\u003E\n\u003Cli\u003ETo tease, bully, scare or spy on anyone\u003C/li\u003E\n\u003Cli\u003ETo take, keep or share pictures of people.\u003C/li\u003E\n\u003C/ul\u003E","label":"When thermal imaging cameras can and can\u2019t be used"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EIf you use a thermal imaging camera, you should:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ETell people nearby when the camera is being used. For example, if you are checking that a campfire is fully extinguished in a communal area, explain to young people and adults present why the camera is being used. Never use cameras in or near private spaces such as tents, accommodation, toilets or changing areas.\u003C/li\u003E\n\u003Cli\u003EGet consent. If you plan to save or share any pictures that show people, seek permission first.\u003C/li\u003E\n\u003Cli\u003EDon\u2019t point cameras at places reasonably considered to be private. Never aim them at tents, accommodation, toilets or changing areas.\u003C/li\u003E\n\u003Cli\u003EDelete images if captured by mistake.\u003C/li\u003E\n\u003Cli\u003EStore images safely. If you need to keep a picture for a valid reason (like safety or training), it must be kept secure and deleted as soon as it\u2019s no longer needed.\u003C/li\u003E\n\u003Cli\u003ESupervise use carefully. Only adult volunteers should use thermal cameras during activities.\u003C/li\u003E\n\u003Cli\u003EKeep a record. If any images are to be retained make a note of when and why they were taken, and when they will be deleted.\u003C/li\u003E\n\u003C/ul\u003E","label":"Guidance for using thermal imaging cameras"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EBefore using a thermal imaging camera in any activity, you should let parents and carers know. Here\u2019s an example of what you might say:\u003C/p\u003E\n\u003Cp\u003E\u0027As part of this activity, we may use thermal imaging cameras for safety (for example, ensuring fires are extinguished) or for learning activities. Adults may use these cameras as part of their responsibilities. Young people may also use the cameras, but only when supervised by an adult volunteer. We will not keep or share any identifiable pictures without the permission of parents / carers. If any images are taken for safety or training purposes, they will be stored securely and deleted as soon as they are no longer needed. Please contact a leader if you have any questions or concerns.\u0027\u003C/p\u003E","label":"Telling parents / carers and seeking permission"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EIf you think someone has misused a thermal imaging camera, by accident or on purpose, report it to their Line Manager.\u00A0\u003C/p\u003E\n\u003Cp\u003EIf you have a \u00A0safeguarding concern, \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/reporting-a-concern-to-safeguarding/\u0022 title=\u0022Reporting a concern to safeguarding\u0022\u003Ereport it to the UK HQ Safeguarding Team\u003C/a\u003E.\u003C/p\u003E","label":"Reporting concerns or misuse"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EThermal imaging cameras can be a great tool in Scouting, but they must be used responsibly. Always follow the rules, respect people\u2019s privacy, and when in doubt, ask for help. If you\u0027re unsure about anything, \u003Ca rel=\u0022noopener\u0022 href=\u0022mailto:support@scouts.org.uk\u0022 target=\u0022_blank\u0022 title=\u0022Support email address\u0022\u003Econtact the Support Centre\u003C/a\u003E in the first instance.\u00A0\u003C/p\u003E\n\u003Cp\u003EIf there has been a breach of safeguarding rules, \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/reporting-a-concern-to-safeguarding/\u0022 title=\u0022Reporting a concern to safeguarding\u0022\u003Econtact the UK HQ Safeguarding Team\u003C/a\u003E and if there are concerns about data protection, contact the Data Protection Officer.\u003C/p\u003E","label":"Support"}]}]}],"config":null}]},"searchDescription":"How to keep children and young people safe when creating and using digital content ","pageType":null,"location":null,"browserTitle":"","versionDate":"14 July 2023","reviewDate":"01/01/0001","redirectUrl":"","id":39591,"nodeName":"Recording at Scout events","title":"Recording at Scout events","type":"contentPage","image":null,"assets":null,"headerOptions":{"headerTitle":"Photography and video recording at Scout events","headerSubTitle":"How to keep children and young people safe when creating and using digital content","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"ffe627","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[{"caption":"","title":"Yellow Card","url":"/volunteers/staying-safe-and-safeguarding/safe-scouting-cards/safeguarding-code-of-conduct-for-adults-yellow-card/","newWindow":false},{"caption":"","title":"Report a safeguarding concern","url":"/volunteers/staying-safe-and-safeguarding/reporting-a-concern-to-safeguarding/","newWindow":false}]},"subHeader":"How to keep children and young people safe when creating and using digital content ","silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC8zOTU5MSJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/staying-safe-and-safeguarding/safeguarding-in-the-programme/recording-at-scout-events/"}