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Hart Plain Junior School


Multimedia Consent Form - 2021/2022

Occasionally, we may take photographs or produce videos for business purposes that include our staff. We may use these images in our marketing or in other printed publications that we produce, as well as on our website, on our social media or on project display boards. We may also make video or webcam recordings for school-to-school conferences, monitoring or other educational use.

From time to time, our school may be visited by the media who will take photographs or film footage of a visiting dignitary or other high profile event. Pupils will often appear in these images, which may appear in local or national newspapers, or on televised news programmes.

To comply with the General Data Protection Regulation (GDPR), we need your permission before we can photograph or make any recordings of your child for promotional purposes. Please answer questions 1 to 5 below, then sign and date the form where shown.

Please complete this form as soon as possible. This only needs to be completed once.

1. May we use your child’s photograph for in school purposes such as a record of their participation or progress?
2. May we use your child’s photograph in printed publications that we produce for promotional purposes or on project display boards?
3. May we use your child’s image or video on our website?
4. May we record your child’s image on video or webcam?
5. Are you happy for your child to appear in the media ?
6. May we allow external photographic companies to take an individual photograph of your child both individually and as part of a class?
7. May we use your child’s image in our historical archives?

Please remember to press the submit button at the end of the page.

Conditions of use

1. This form is valid for five years from the date you sign it, or for the period of time your child attends this school. The consent will automatically expire after this time.

2. We will not re-use any photographs or recordings after your child leaves this school. We review our school website and promotional materials annually [at the end of each academic year]. If a photographic image of your child is used on the school’s website, in our school prospectus or in any of our other printed publications, it may remain there after your child leaves our school until the website and promotional materials are reviewed. If you do not want your child’s image to remain on our school’s website or promotional materials after your child has left our school, please advise us in writing.

3. We will not use the personal details or full names (which means first name and surname) of any child or adult in a photographic image on video, on our website, in our school prospectus or in any of our other printed publications without good reason. For example, we may include the full name of a pupil in a newsletter to parents if the pupil has won an award.

4. If we name a pupil in the text, we will not use a photograph of that child to accompany the article without good reason. (See point 3 above.) Please note that the press have some exemptions from data protection legislation and may want to include the names and personal details of children and adults in the media.

5. We will not include personal e-mail or postal addresses, or telephone or fax numbers on video, on our website, in our school prospectus or in other printed publications.

6. We may include pictures of pupils and teachers that have been drawn by the pupils.

7. We may use group or class photographs or footage with very general labels, such as ‘a science lesson’ or ‘making Christmas decorations’.

8. We will only use images of pupils who are suitably dressed, to reduce the risk of such images being used inappropriately.

9. Please note that once images are uploaded to the internet, they will be subject to the terms and conditions of the website. Neither you nor the school will have control over how those images are further used, amended or reproduced, either by the site or by the public. Please note that websites can be viewed throughout the world and not just in the United Kingdom where UK European law applies.

10. In a classroom setting, parents do not have permission to videotape or photograph a classroom activity or for personal use, even if it is their own child. However, parents and carers can photograph their own children in group settings such as sports day, productions or assemblies. We ask that these photographs are kept solely for personal use and are not shared on social media.

11. External photographic companies may send images, as part of a class photograph proofs, to all households within that class. We request that photographs are stored by the company for one year before being deleted.

12. Images and videos will be stored according to General Data Protection Regulations 2018. Images may be stored and processed outside of the school databases.

13. Your consent can be withdrawn at any time in writing. Equally, you may change your mind and give consent at any time. Parents of students can request evidence of information held on a pupil by submitting a Subject Access Request (SAR) via the school office.

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