Safeguarding and Child Protection Policy
Company Name: EJC Photography
1. Purpose and Scope
EJC Photography is committed to providing a safe, respectful, and positive environment for all individuals, particularly children and young people (defined as anyone under the age of 18).
The purpose of this policy is to:
- Protect children and young people who interact with our services, events, and photography sessions.
- Provide clear guidelines on how images of children are captured, used, shared, and stored.
- Ensure that all operations align with statutory safeguarding principles and legal requirements.
This policy applies to all staff, contractors, second-shooters, assistants, and volunteers representing EJC Photography.
2. Legal Framework and Core Principles
This policy has been drawn up on the basis of legislation, policy, and guidance designed to protect children, including:
- The Children Act 1989 & 2004
- The Data Protection Act 2018 and UK GDPR
- Guidance from the NSPCC and the Information Commissioner’s Office (ICO)
Our Core Principles:
The welfare of the child is paramount. Children and young people have a right to feel safe and protected, regardless of age, disability, gender reassignment, race, religion, sex, or sexual orientation.
Consent to take and use images of children is only meaningful when parents, carers, and the children themselves fully understand how those images will be used and where they will be displayed.
3. Safe Practice and Conduct During Shoots
To maintain appropriate boundaries and minimize risks during photography sessions, EJC Photography strictly adheres to the following practices:
- No Unsupervised Access: We will never accept unsupervised or one-to-one access to children during a photo session. A parent, guardian, school representative, or designated adult must be present at all times.
- Professional Boundaries: Photographers will maintain professional boundaries and avoid any inappropriate physical contact. If a child needs to adjust clothing, a prop, or hair for a pose, the parent or guardian will be asked to assist.
- Appropriate Dress: Children will only be photographed in appropriate clothing. We will avoid taking close-up or full-body shots of children in swimsuits or sportswear unless explicitly required for a sports event, and even then, safeguards will be introduced to focus on the action/sport rather than the individual child.
- Identification: Representatives of EJC Photography will always wear clear, visible identification during public, commercial, or school-based photography events.
4. Staff Vetting and DBS Checks
To ensure the utmost safety and security of the children we work with, EJC Photography enforces strict vetting procedures:
- Enhanced DBS Clearance: The lead photographer (and any regular assistants or contractors working with minors) holds a current Enhanced Disclosure and Barring Service (DBS) check.
- Verification: Proof of DBS clearance and certification is maintained systematically and can be provided to parents, schools, event organizers, or commercial clients upon request prior to the commencement of any photography session.
- Continuous Monitoring: We ensure that criminal record checks are kept up to date and reviewed regularly in accordance with UK safeguarding guidelines.
5. Consent and Use of Images
- Written Consent: We will always obtain clear, written consent from a parent or legal guardian before taking, publishing, or displaying images of children for marketing, social media, or portfolio display.
- Anonymity online: To protect the privacy and safety of minors, we will never publish personal identifying information alongside their images on public platforms. We do not use full names, ages, school names, or tags that could make a child easily identifiable.
- Respecting Non-Consent: If a parent, guardian, or the child themselves does not wish to be photographed (especially during large group or school events), we will respect their wishes. We will work with event organizers to identify these individuals discreetly (e.g., using a colored wristband or sticker) to ensure they are omitted from shots without feeling isolated or excluded.
6. Secure Storage of Images
Images of children constitute sensitive personal data under current data protection laws. EJC Photography manages this data with the utmost care:
- Device Security: Digital files and raw images are stored securely on password-protected hard drives and encrypted cloud servers.
- Equipment Policy: We only use professional, business-owned equipment to capture images. Staff and contractors are strictly prohibited from using personal mobile phones or personal cameras to shoot client sessions involving children.
- Retention: Client galleries containing images of children are hosted for a limited period as outlined in the client contract. Archives of raw or final files are kept securely for backup and reference, and will be permanently deleted upon written request from the legal guardian.
7. Reporting and Responding to Concerns
If any member of EJC Photography becomes concerned about the welfare or safety of a child during a photography session, or notices suspicious behavior from spectators at an event, the following steps will be taken:
- Immediate Action: If a child is in immediate danger, emergency services (999/911) will be called immediately.
- Documentation: Write down exactly what was observed, said, or reported as soon as possible on a Safeguarding Incident Form, remaining factual and avoiding speculation.
- Reporting: Report the concern to the designated Safeguarding Lead for the event venue/school, or contact the NSPCC Helpline (0808 800 5000) for advice.
8. Contact Details
For any questions regarding this policy, or to raise a safeguarding or image privacy concern, please contact:
Safeguarding Lead: Eric Clark
EJC Photography