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Photographic Policy

  Crowborough Rugby Football Club 

 

CRFC Photographic Policy

 
 
1: Background.
 1.1.            Crowborugh RFC (CRFC) recognises that publicity and pictures of young people enjoying rugby are essential to promote the sport and a healthy lifestyle. In order to protect young players from inappropriate or intrusive photography CRFC has adopted the following policy, in line with the Best Practice Guidelines issued by the Rugby Football Union (RFU) and the Rugby Football Union for Women (RFUW), on the taking of photographic/video images, including those taken with mobile phones. By adopting this policy CRFC believes that it has put in place the best possible practice to protect young people wherever photographs or recorded images are taken and stored.                
2: CRFC Photographic Consent Forms.
 2.1             At the start of each season parents/carers and players are required to complete a Photographic Consent Form as part of the registration process. By giving their consent to the photographing/videoing and publication of images of the player’s involvement in rugby the parents/carers and the player:§         Allow CRFC to publish/display photographic/video images of the player’s involvement in rugby in an appropriate manner (e.g. Local Newspapers, Club Website, Team Photographs etc).§         Recognise that CRFC can’t be held responsible for the publication of photographic/video images of the player taken by Third Parties (e.g. Coaches, Spectators from other Rugby Clubs etc). §         Accept that CRFC will allow coaches, parents/carers, players and spectators to take photographic images of matches/training sessions in which the player is involved providing the Head Coaches of the teams involved:§         Consent, on behalf of their players, parents/carers and spectators to the taking of photographic images.§         Agree to comply with the CRFC Photographic Policy. 2.2               If the parents/carers or the player refuse to give their consent to the photographing/videoing and publication of the player’s involvement in rugby then the parents/carers and the player accept that CRFC:§         Will undertake to use its best endeavors not to publish or display photographic images of the player in the press, in the clubhouse or on the CRFC website.§         Will not prohibit coaches, players and spectators from taking photographic images of matches/training sessions in which the player is involved if the Head Coaches of the teams involved:§         Consent, on behalf of their players, parents/carers and spectators to the taking of photographic images.§         Agree to comply with the CRFC Photographic Policy.If the parents/carers are unhappy about this then they should immediately withdraw their child from the match or training session.§         Can’t be held responsible for the publication of photographic images of the player by Third Parties.  
3: CRFC Photographic Policy.
 3.1               The Photographic Policy covers all images taken with cameras, videos and mobile phones. 3.2               At the start of each season parents/carers and players are asked to sign a Photographic Consent Form giving their consent to the photographing/videoing and publication of images of the player’s involvement in rugby. This consent can be withdrawn at any time by writing to the CRFC Welfare Officer. 3.3               By giving their consent the parents/carers and the player§         Allow CRFC to publish/display photographic/video images of the player’s involvement in rugby in an appropriate manner (e.g. Local Newspapers, CRFC website, Team Photographs etc).§         Recognise that CRFC can’t be held responsible for the publication of photographic/video images of the player taken by Third Parties (e.g. Other Rugby Clubs). §         Accept that CRFC will allow Coaches, players and spectators to take photographic images of matches/training sessions in which the player is involved providing the Head Coaches of the teams:§         Consent, on behalf of their players, parents/carers and spectators to the taking of photographic/video images.§         Agree to comply with the CRFC Photographic Policy. 3.4               If the parents/carers or the player refuse to give their consent to the photographing/videoing and publication of the player’s involvement in rugby then the parents/carers and the player accept that:§          CRFC will undertake to use its best endeavors not to publish or display photographic/video images of the player in the press, in the clubhouse or on the CRFC website.§          CRFC will allow Coaches, players and spectators to take photographic/video images of matches/training sessions in which the player is involved if the Head Coaches of the teams:§         Consent, on behalf of their players, parents/carers and spectators to the taking of photographic images. §         Agree to comply with the CRFC Photographic Policy.§         CRFC can’t be held responsible for the publication of photographic images of the player by Third Parties. If the parents/carers are unhappy about this then they should immediately withdraw their child from the match and/or training session. 3.5               CRFC  players, parents/carers and supporters may take photographic/video images of a training sessions and/or matches involving members of their family if:§         They obtain permission from the Head Coaches of the teams involved in the training sessions or matches.§         They use their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football.§         They comply, at all times, with the CRFC Photographic Policy. 3.6               CRFC players, parents/carers, relatives and supporters wishing to take photographic/video images of a training sessions and/or matches, other than one involving their own relatives must:§         Have a valid reason for wanting to take photographic/video images of training sessions and/or matches in which members of their own family are not directly involved.§         Obtain permission from the Head Coaches of the teams involved in the training sessions and/or matches.§         Use their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football.§         Comply, at all times, with the CRFC Photographic Policy. 3.7               CRFC will allow the players, parents/carers, relatives and supporters of a visiting team to take photographic/video images on CRFC premises providing the team’s Head Coach agrees to comply with, and communicate the following CRFC Photographic Policy to their players, parents/carers, relatives and supporters. §         Visiting players, coaches/carers, relatives and supporters may take photographic/video images on CRFC premises of training sessions and/or matches involving their own players providing they:§         Obtain permission from the Head Coach of the other team involved in the training sessions and/or matches. §         Use their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football.§         Comply, at all times, with the CRFC Photographic Policy.§         Visiting players, coaches/carers, relatives and supporters wishing to take photographic/video images of a rugby match or training session, other than one involving their own club’s players, must§         Have a valid reason for wanting to take photographic/video images of a training session or match that does not involve their own players.§         Obtain permission from the Head Coaches of the teams involved to take photographic/video images of a training session or match that does not involve their own players.§         Use their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football.§         Complying, at all times, with the CRFC Photographic Policy§         Visiting players, coaches, parents/carers, relatives and supporters will refrain from taking photographic/video images if requested to do so by any CRFC Official.§         See Appendix A for a copy of the CRFC Photographic Policy that will be handed to all visiting Head Coaches 3.8               Any individual (e.g. Newspaper Photographer) who is not affiliated to CRFC or a visiting rugby club must §         Have a valid reason for taking photographic/video images on CRFC premises.§         Agree to comply with the CRFC Photographic Policy and complete an ‘Event Registration Form’ before taking any photographic/video images on CRFC premises. See Appendix B for a copy of the CRFC Event Registration Form which should be completed, where possible, before the event.§         Make themselves known to the Event Organiser on the day of the event before starting to take any photographic/video images.§         Obtain permission from the Head Coaches of the teams involved in any training matches and/or matches before starting to take any photographic/video images.§         Ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football.§         Refrain from taking photographic/video images if requested to do so by any CRFC Official. 3.9               All CRFC Coaches are given authority by CRFC to take photographic/video images of training sessions and/or matches for the purposes of training and the promotion of rugby. This permit is limited to the taking of photographic/video images of training sessions and matches in which their own players are involved and is conditional on the CRFC Coach§         Obtaining agreement from the Head Coach of the visiting team to take photographic/video images of the training session and/or match. §         Using their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purposes they are intended which is the promotion and celebration of rugby football.§         Complying, at all times, with the CRFC Photographic Policy 3.10            CRFC have appointed an Official Club Photographer who is given authority from the club to take photographic/video images of training sessions, matches and festivals. This permit is conditional on the CRFC Official Photographer:§         Obtaining agreement from the Head Coach of the visiting teams to take photographic/video images of the training session, match or festival. §         Using their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purposes they are intended which is the promotion and celebration of rugby football.§         Complying, at all times, with the CRFC Photographic Policy. 3.11            The following general principles apply to the taking of photographic images on CRFC premises§         CRFC will not, under any circumstances, allow photographic/video images to be taken in the CRFC changing rooms.§         CRFC requires all young people to be dressed appropriately at all times.§         Photographic/video images should focus on the activity rather than a particular young person and personal details, which might make a young person vulnerable, such as their exact address, must never be revealed.§         Where an individual has achieved success in the game (e.g. when selected to represent their County) CRFC will gain agreement from the parents/carers before CRFC publishes any photographic/video images and details of the player. §         Where possible, to reflect the RFU/RFUW Equity Policy photographic/video recordings should represent the diverse range of young people participating in rugby.§         Photographic images may appear on the CRFC website (http://crowboroughrugby.com). If at any time a parent/carer or player wishes the image to be removed from the website they should contact the CRFC Welfare Officer by email or in writing to request the removal of the photographic/video image   §         Parents/carers or players can, at any time, withdraw their permission to take and publish photographic/video images of the player. Be doing so the parents/carers and the player recognize that§         CRFC will undertake to use its best endeavors not to publish or display photographic images of the player in the press, in the clubhouse or on the CRFC website.§         CRFC will not prohibit coaches, players and spectators from taking photographic images of matches/training sessions in which the player is involved if the Head Coaches of the teams involved consent to the taking of photographic images and agree to comply with the CRFC Photographic Policy.§         All concerns regarding inappropriate or intrusive photography must be reported to the CRFC Head Coach and/or a Club Official who will take action to address the issue.§         Any incident involving inappropriate or intrusive photography must be reported to the CRFC Welfare Officer by the CRFC Coach and/or the Event Organizer. 3.12            Any concerns regarding inappropriate or intrusive photography:§         Must be drawn to the attention of the Head Coach or a Club Official who will take action to address the issue. §          Must be reported to the CRFC Welfare Officer whose contact details can be:§         Found on the CRFC website (www.crowboroughrugby.com).§         Found in the CRFC Fixture Booklet.§         Obtained from the CRFC coaching staff or Club Officials. 3.13            The CRFC Photographic Policy can be found:§         On the CRFC website (www.crowboroughrugby.com).§         In the Seal of Approval Folder which is held behind the bar.                                     CRFC Policy Document: September 2009 

Appendix A: CRFC Photographic Policy for visiting Head Coaches.
 
  Crowborough Rugby Football Club 
 Crowborough RFC (CRFC) Photographic Policy 
 Players, parents/carers, relatives and supporters of a visiting team can take photographic/video images on CRFC premises providing the team’s Head Coach agrees to comply with, and communicate the CRFC Photographic Policy to their players, parents/carers, relatives and supporters.  §         Visiting players, coaches/carers and supporters may take photographic/video images on CRFC premises of training sessions and/or matches involving their own players providing they:§         Obtain permission from the Head Coach of the other team involved in the training sessions and/or matches. §         Use their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football. §         Visiting players, coaches/carers, relatives and supporters wishing to take photographic/video images of a rugby match or training session, other than one involving their own club’s players, must§         Have a valid reason for wanting to take photographic/video images of a training session or match that does not involve their own players.§         Obtain permission from the Head Coaches of the teams involved to take photographic/video images of a training session or match that does not involve their own players.§         Use their best endeavours to ensure that any photographic/video images taken are used appropriately and solely for the purpose they are intended, which is the promotion and celebration of rugby football. §         Visiting players, coaches, parents/carers, relatives and supporters:§         Will stop taking photographic/video images if requested to do so by any CRFC Official.§         Will not, under any circumstances, take photographic/video images in the CRFC changing rooms.§         Will ensure that their players are dressed appropriately at all times. §         All concerns regarding inappropriate or intrusive photography must be reported to the:§         CRFC Head Coach and/or a CRFC Club Official who will take action to address the issue.§         CRFC Welfare Officer by the CRFC Coach and/or the CRFC Club Official. §         In line with the CRFC Photographic Policy:
  • CRFC will not allow any photographic/video images of a training session and/or match to be taken if the Head Coach of a visiting team refuses to give permission.
  • CRFC will use its best endeavors to ensure that any photographic/video images published by CRFC are used appropriately and solely for the purposes they are intended which is the promotion and celebration of rugby football.
  • Will not be held responsible for the publication of photographic images of the visiting club’s players by Third Parties.
  • Photographic/video images of your players may appear on the CRFC website (http://crowboroughrugby.com). If at any time a parent/carer or player wishes the image to be removed from the website they should contact the CRFC Welfare Officer by email or in writing to request the removal of the photographic/video image.
 
 CRFC Policy Document: September 2009 

 
Appendix B: Event Registration Form.
 
  Crowborough Rugby Football Club 
 CRFC Event Registration Form 
Event title:  
Date:  
Name:  
Profession:  
Company:(e,g. Newspaper)   
Address:          
Office No:  
Mobile No:  
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