Media & Photography Policy

December 2025

1. Purpose

To balance the desire to document Pups in the Park (PITP) events for community building with the privacy and safeguarding rights of our attendees. This policy defines how we capture, store, and use images in compliance with GDPR.

2. Scope

This policy applies to the Content Team (Official Photographers), the Management Team, and general attendees taking photos at our events.

3. Definitions

Term	Definition
Content Team	Vetted volunteers explicitly authorised to take photos for PITP official channels.
Personal Data	Any image where a living individual is clearly identifiable.
Legitimate Interest	The legal basis for taking general photos to promote PITP events.
Consent	The legal basis for taking close-up portraits (requires specific permission).

4. Guiding Principles

"Think Consent": Just because you can take a photo doesn't mean you should. Asking first is our culture.
Safeguarding First: The safety of children (Under 18) overrides any desire for good content.
Right to Erasure: If someone asks for a photo to be deleted, we do it without argument.

5. Policy Statements

5.1. Official Photography/Videography

Only volunteers wearing the “Content" Lanyard are official PITP photographers.
- Their SD cards and files are considered PITP data and must be stored securely.
- They must be vetted and briefed on safeguarding prior to the event.
Wide-angle shots of the event where individuals are not the specific focus are permitted under Legitimate Interest.
Specific photos of individuals or small groups require Verbal Consent (or written consent for formal shoots).
- Consent can be obtained after taking a photo to preserve the desire for “action shots”, however, if consent is refused the photo(s) must be immediately deleted.

5.2. Protection of Minors {#5.2.-protection-of-minors}

Photos of young people (Under 16) require consent from The Parent/Guardian.
If a parent refuses, the photo must not be taken.
Names of young people must never be published alongside their photo on social media.

5.3. Public Photography

While we cannot legally ban public photography in a park, we enforce a strict anti-harassment policy.
Security/Marshals (Helpers) will intervene if a photographer is being intrusive, harassing attendees, or surreptitiously photographing children.

6. Roles and Responsibilities

Content Lead: Is responsible for screening all images before publication and managing the Google Drive storage.
Content Team: Are responsible for obtaining consent and deleting photos if asked.
All Volunteers: Are responsible for spotting and intervening with intrusive public photographers.

7. Procedures

Look for a "No Photo" badge. If present, move away.
Ask: "Hi, I'm from the Content Team, do you mind if I get a photo of your outfit?"
Take the photo.
Show the attendee the photo if possible.
If they change their mind later, they can email events@pupsinthepark.uk.

7.2. Takedown Requests

Attendee emails/messages requesting removal of a photo from Social Media/website.
Content Lead verifies the image.
The image is deleted from public channels immediately.
Image is deleted from the archive (unless required for legal reasons).

7.3. Storage

SD cards must be wiped after upload to the secure PITP Google Drive
Images are stored in the Media Archive folder, accessible only to the Management Team and Team Leads

8. Policy Review

This policy will be reviewed annually, or after an event, by the Management Team to ensure it remains effective and fit for purpose. The next scheduled review date is December 2026.

9. Contact

For any questions regarding this policy, media queries, or takedown requests, please contact the Event Coordinator via events@pupsinthepark.uk.