Policies and Safe Sport

1. Purpose

Doncaster Templestowe Swim Club ("DTSC" or "the Club") is committed to providing a safe, respectful and child-safe environment for all swimmers, members and families.

This Photography and Filming Policy sets out the rules and expectations for the taking, use, storage and publication of photographs and video recordings involving children and young people in connection with DTSC activities.

2. Scope

This policy applies to all:

• club officials
• committee members
• coaches
• volunteers
• parents and carers
• swimmers
• spectators
• contractors and photographers engaged by the Club

This policy applies at all DTSC activities, including training sessions, competitions, club events, presentations, camps and other club-related programs.

3. Policy Statement

DTSC recognises that photographs and videos can celebrate participation, promote the Club and support swimmer development. However, images of children and young people must be handled carefully and responsibly.

The Club will take all reasonable steps to ensure that photography and filming are conducted in a manner that protects the safety, dignity, privacy and wellbeing of all swimmers.

4. Consent Requirements

4.1 DTSC requires the consent of a parent or legal guardian before a photograph or video of a child is taken or used for official club purposes.

4.2 Where appropriate, the Club will also seek the consent of the child or young person.

4.3 Consent forms must clearly state:

• whether images may be taken
• where the images may be published or shared
• how the images will be stored
• when and how the images will be deleted or disposed of
• that consent may be withdrawn at any time

4.4 Consent is limited to the purposes stated at the time it is obtained. If DTSC wishes to use an image for any additional or different purpose, further consent must be obtained.

4.5 If consent has not been provided, the swimmer must not be photographed or filmed for official club purposes.

5. Official Photography and Filming

5.1 Wherever possible, official club photography and filming must be undertaken using Club-owned or Club-approved equipment.

5.2 The use of personal devices for official club photography or filming is discouraged unless expressly authorised by the Club.

5.3 Where personal devices are authorised for official use, DTSC must ensure there is a clear process for:

• verifying consent
• controlling who may take images
• transferring files securely
• storing images appropriately
• deleting images when no longer required
• restricting unauthorised sharing

5.4 Where reasonably practicable, official photography or filming should only be undertaken by a person who holds a valid Working with Children Check where required by law or Club procedure.

6. Appropriate Photography and Filming

6.1 Photographs and videos must only be taken in appropriate sporting or club-related contexts.

6.2 Images must be respectful and appropriate and must not be sexually suggestive, exploitative, intrusive or otherwise inconsistent with a child-safe environment.

6.3 Children and young people must be appropriately dressed in swimwear or clothing suitable to the activity being undertaken.

6.4 Images should focus on the activity or event rather than the body of the child or young person.

6.5 Photography and filming must not take place in:

• change rooms
• bathrooms
• toilets
• any area where a person would reasonably expect privacy

6.6 Under no circumstances may images be taken in a way that isolates, humiliates, exposes or places a child at risk.

7. Use and Publication of Images

7.1 Images and videos may only be used for legitimate Club purposes and only in accordance with the consent provided.

7.2 Approved purposes may include:

• club newsletters and communications
• the Club website
• official Club social media platforms
• promotional material
• team announcements and event reporting
• coaching or performance review

7.3 Images obtained for one purpose must not be used for another purpose without further consent where required.

7.4 Before publishing any image publicly, DTSC will take reasonable steps to ensure that the image is appropriate, respectful and consistent with this policy.

8. Swimmers Without Consent

8.1 DTSC will maintain a process to identify swimmers who do not have consent to be photographed or filmed for official club purposes.

8.2 The Club will take reasonable steps to ensure that these swimmers are excluded from official photographs, videos and publications.

8.3 Swimmers without photography consent must not be excluded from participation in Club activities and must be treated respectfully at all times.

9. Parents, Spectators and Third Parties

9.1 Parents, carers and spectators are expected to act respectfully when taking photographs or videos at Club activities.

9.2 DTSC reserves the right to restrict or prohibit photography or filming by any person where the Club considers it necessary to protect the safety, privacy or wellbeing of swimmers.

9.3 Any person directed by the Club to stop photographing or filming, or to delete images taken in breach of this policy, must comply with that direction.

10. Storage and Security

10.1 Official Club images and videos must be stored securely and only accessed by authorised persons.

10.2 Images must not be retained for longer than necessary for the purpose for which they were collected.

10.3 DTSC will take reasonable steps to ensure that images are deleted, destroyed or otherwise disposed of securely when no longer required.

11. Breaches of Policy

11.1 Any breach of this policy may result in action being taken by the Club.

11.2 Such action may include:

• requiring the deletion of images or videos
• restricting attendance at Club activities
• removing access to Club platforms or communication channels
• disciplinary action under Club policies
• referral to relevant authorities where appropriate