Policy

Photography and social media

The short version

A player’s picture on her profile is private. Only her parents or carers and the club people who look after members can see it.
We publish photos of a player on our website or social media only when her parent has said “Photos may be published”. A parent can change this at any time in My account.
Adults’ portraits are private, unless the person is on the committee or coaching team and chose to show their photo on the website.
We never sell or license photos.

Photos of players

Every player has a profile picture, which a parent or carer can add in My account. It is private. It is shown only to her parents or carers and to the club people who look after members. It is never on a public page.

Players on the Our players page

The Our players page is for members only. It is not on the public website and search engines cannot see it.

A family has one master switch, Player profiles. It is off until a parent turns it on.
A parent switches each child on, and the player says yes herself.
A profile shows her first name and surname initial, number, age group, club, teams and a short line she or her family wrote. It never shows her date of birth, address, school, contacts or parents.
Her photo appears on her profile only when photo permission is also on.
A parent or the player can switch a profile off at any time. Club staff can switch one off but never on.

Photo permission

In My account, each player has a switch: “Photos of this player may be published”. It covers the club’s website and social media (Facebook and Instagram).

A parent or carer controls it. When a player has her own sign-in and no parent linked, she decides. From 18, she decides.
When a player is added, the box starts unticked. We publish photos of her only after a parent ticks it.
Players who joined earlier keep the choice already saved for them. Parents can check it in My account at any time.
You can change your mind at any time. Switching it off stops us using photos of her from then on.

How we use photos

Before a coach, news editor or volunteer publishes a photo of a player, they check her photo permission.
If a group photo or video includes a player whose permission is off, we do not publish it. We crop her out or choose another picture.
We show first names or group descriptions only. We never publish home addresses or contact details beside a photo.
All photos portray players in a positive, respectful and professional way and focus on club activities.
When the club travels or hosts events, taking photos is a normal part of the day. The same rules apply: no permission, no publishing.

Photos of adults

Adults’ portraits are private. A committee member or coach appears on the public Committee or Coaches page only if they ticked “Show my photo on the website”. They can untick it at any time.

Photos that need extra care

Injury photos that come with an incident report sit behind a warning. Each time someone opens them, it is recorded.
Photos of WWVP cards are private and shown only to the people who check them.
Pictures you upload are re-saved on your device before they leave it, which removes hidden location data.

Where photos are kept

Photos are kept on the club’s secure server, away from the public part of the website. They are shown only through checked addresses, so a person who is not allowed to see a photo cannot open it. The server and its copies are protected, and only authorised club people can reach them.

We never sell photos or license them to any other business. Photos are used only for the club’s mission and community updates.

Taking a photo down

If you want a photo removed, tell us which one and we will act promptly. We remove it from our website and from the club’s Facebook and Instagram pages. We cannot control copies that other people have saved or shared.

You can also tell us in writing that you no longer want your player to be photographed. Please tell the photographer or coach on the day as well, so she can be left out.

Everyone’s part

All staff and volunteers must follow this policy. It is part of belonging to the club.

Questions? Use the Contact page on this website.

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