Young person image consent policy

Policy statement 

The Jon Egging Trust (‘JET’) has a legitimate interest in taking images of young people on our programmes as part of the assessment and documentation process. These images will form part of a young person’s individual work record (portfolio) to be presented to them at the end of the programme. Images are not used in the public domain and copies held by JET are destroyed at the end of the programme. Parents/legal guardians may object to this processing based in legitimate interests by ticking the opt-out box on the Young Person Image Consent form.  

JET understands that due to individual circumstances, it may not be appropriate to use images of some young people in the public domain. Therefore, to be able to use images externally e.g. on our website, social media, in press releases etc. consent must be obtained from the young person’s parent/legal guardian.   

 The purpose of the consent form 

 Where possible, the consent form should be completed in the presence of a JET staff member who understands the form and can answer questions about it.  

 The consent form must be completed before the photography/video filming takes place 

Why does JET need images?  

JET relies on donations from the general public to fund our work. We need to take new photographs and video film to help promote our work in the public domain. Our funders and partners also request the use of images to promote their involvement with JET. Images of your child will help us continue to provide opportunities to inspire young people. 

Images are also required for use in the young person’s individual work record (portfolio) as a record of activities they have undertaken. 

Who should read this form?  

Those asked to give consent, including children and young people, parents, legal guardians, JET staff and volunteers.  

How are the images used?  

We use images in a range of materials to promote JET in the public domain. This includes (but is not limited to) our website and social media, advertisements and other publicity materials such as leaflets, brochures and posters, newsletter, newspapers, magazine articles, television programmes and publications for the Internet. They may also be shared with JET partners and funders for use in their own materials to publicise their involvement with JET. All images are consented for generic text. Generic text refers to JET’s work without detail. For example, ‘JET supports young people who find themselves in difficult circumstances. We help them to overcome adversity and achieve their full potential.’ We will never use the full name (first and last name) of a child in the accompanying text or photo caption. We may use their first name, a false name, or no name at all. 

How long does consent last?  

Consent continues with no time limit, unless consent is withdrawn. However, the majority of images are used for about five years. They are then moved into the image archive for possible future use. Image consent can be withdrawn at any time by notifying JET in writing: 

When consent is withdraw, images of that child are deleted from the library, archive and website. However, we cannot withdraw images already published in hard copy but we will not make any reprints of that publication/material containing images for which consent has been withdrawn.  

Who can give consent?  

It is good practice to involve children and young people in the consent process of their images, however a signature giving consent must be obtained from the parent/legal guardian.   

Who keeps the consent forms and images within JET?  

Members of the Youth Programmes Team (JETLOs, Regional Managers, Area Directors) are responsible for storing the consent forms and portfolio images for young people on programmes in their particular area JET’s Communications Manager is responsible for storing images for organisational use. 

This policy was last updated on 10/09/2019