Photography, Filming & Creative Sharing Policy
PHOTOGRAPHY, FILMING & CREATIVE SHARING POLICY
MINWOOD LANE COLLECTIVE LTD
Policy date: 15 November 2026
Next scheduled review: November 2027
1. OUR COMMITMENT
BE BOLD. BE CREATIVE. BE YOU.
At Minwood Lane Collective, we believe every child and young person deserves the opportunity to create, express themselves and celebrate their achievements.
Photography, filming, audio recording and creative sharing can provide valuable opportunities to document learning, recognise achievements and showcase creative talent.
However, children's safety, privacy, dignity and personal choices must always come first.
We are committed to ensuring that creative work, photographs and recordings are collected, stored and shared responsibly, with appropriate permissions and safeguarding arrangements.
Participation in public photography, filming or promotional activities is voluntary.
2. PURPOSE AND SCOPE
This policy explains how Minwood Lane Collective Ltd manages photography, filming, audio recordings and the sharing of children's creative work.
It applies to:
Creative Studio — online creative memberships.
Home Ed Studio — online creative and cross-curricular learning.
Creative Plus — weekly in-person creative sessions.
RECONNECT — commissioned creative and educational programmes.
Studio Showcases, performances, exhibitions and events.
MiniVox digital portfolios, projects and submissions.
Our website, social media, YouTube and other approved communication channels.
It applies to employees, volunteers, contractors, children, young people, parents, carers, visitors and other individuals involved in our activities.
This policy should be read alongside our Safeguarding & Child Protection Policy, Privacy Policy, Online Safety & Acceptable Use Policy and Membership Terms & Conditions.
3. OUR CORE PRINCIPLES
Our approach is based on the following principles:
Safety: Children's welfare and safeguarding needs take priority over promotional or creative opportunities.
Choice: Children should have meaningful opportunities to decide whether their work, image or voice is shared.
Permission: Appropriate permissions must be obtained before optional wider sharing.
Privacy: Children's submitted work and personal information are protected.
Respect: Children will not be pressured to participate in photography, filming or public showcases.
Transparency: Families will be informed about how images, recordings and creative work may be used.
Accountability: Only authorised individuals may collect, access or publish material on behalf of Minwood Lane Collective.
4. PHOTOGRAPHY AND FILMING DURING ACTIVITIES
Photography, filming and audio recording may take place during approved Minwood Lane Collective activities.
These may include:
Creative workshops.
Weekly Creative Plus sessions.
Performances and rehearsals.
Exhibitions and Studio Showcases.
Project development.
Special events.
Commissioned programmes, where permitted.
Before identifiable children are photographed or recorded for optional publicity or promotional purposes, appropriate permissions will be obtained.
We will explain the intended purpose and potential audience.
Children who do not wish to be photographed or filmed for optional purposes will be respected.
Reasonable arrangements will be made to allow children to participate without appearing in promotional images or recordings.
5. CHILDREN'S AGREEMENT AND PARENTAL PERMISSION
For optional promotional photography, filming and creative sharing involving children under 18, we will seek:
Appropriate permission from a parent or carer with parental responsibility or other lawful authority.
The child's agreement, taking account of their age, understanding and communication needs.
Permission will be requested separately from general membership acceptance.
Families will be able to make different choices about different types of sharing.
Permission for one purpose does not automatically authorise another.
For example, agreeing to share a project within a private learning community does not authorise publication on social media.
Where consent is the lawful basis for processing personal information, it will be freely given, specific, informed and capable of withdrawal.
We will also respect a child's expressed objection to optional promotional sharing, even where a parent has previously given permission.
6. MINIVOX PROJECTS AND DIGITAL PORTFOLIOS
MiniVox is used to support digital learning, project submissions, feedback and portfolios.
Children's submitted work is private by default within our learning arrangements.
Authorised educational team members may access work where necessary to deliver services, provide feedback or fulfil appropriate safeguarding responsibilities.
Children's work will not automatically be visible to other learners.
Where community-sharing features are available and appropriately configured, children may choose to share work within their designated community.
Sharing is optional and subject to appropriate permissions and moderation.
Children will not be required to share their work publicly or with other learners to receive feedback or complete a project.
7. COMMUNITY SHARING
Minwood Lane Collective provides age-related learning communities within its Home Ed Studio.
These include:
Pioneers — Reception to Year 2.
Mavericks — Years 3–5.
Visionaries — Years 6–8.
Innovators — Years 9–11.
Trailblazers — Years 12–13.
Where sharing functionality is enabled, children may choose to share appropriate creative work within their own designated community.
Community sharing does not automatically permit sharing across other communities.
We will consider safeguarding, privacy and moderation requirements before making content visible to other members.
Children and families may request that optional community-shared work be removed from shared areas.
8. STUDIO SHOWCASES
Studio Showcases provide opportunities to celebrate children's creative achievements.
We recognise that families may have different preferences regarding how widely work is shared.
Where appropriate, three sharing options may be offered.
Option One — Community Sharing
Creative work may be shared within the child's own designated learning community.
Option Two — Private Showcase
Creative work may be shared with an approved audience, such as registered members or specifically invited families.
Option Three — Public Showcase
Creative work may be shared through approved public channels, including:
The Minwood Lane Collective website.
Official social media accounts.
Our official YouTube channel.
Approved promotional materials.
Public exhibitions or showcases.
Public sharing requires separate, appropriate permission.
Families may decline public sharing while allowing private or community participation.
Participation in a showcase does not automatically authorise unlimited future use of the material.
9. WEBSITE, SOCIAL MEDIA AND YOUTUBE
Minwood Lane Collective may use approved photographs, recordings and creative work to celebrate achievements and communicate information about its programmes.
Public sharing will only take place where appropriate permissions and safeguarding checks have been completed.
We will consider:
Whether the child agrees to the proposed use.
Whether the necessary parental permission has been obtained.
Whether the content reveals identifying or sensitive information.
Whether publication could create a safeguarding risk.
Whether the proposed audience is appropriate.
Whether other individuals appear in the material.
Whether the material may be copied or redistributed by third parties.
We will avoid unnecessarily identifying children through combinations of names, images, locations and personal details.
Public online material may be copied, downloaded or redistributed beyond our control.
We will explain this limitation when requesting permission.
10. NAMES AND PERSONAL INFORMATION
We will not routinely publish children's full names alongside identifiable images or recordings.
Where identification is appropriate for an approved showcase, we will seek specific permission and consider safeguarding risks.
We will avoid publishing unnecessary personal information, including:
Home addresses.
Personal contact details.
Detailed educational or medical information.
Sensitive family circumstances.
Information revealing a child's routine or location where this could create a risk.
Additional precautions will be taken where a child has particular safeguarding or privacy needs.
11. PHOTOGRAPHY AND FILMING BY PARENTS AND VISITORS
We recognise that parents and carers may wish to photograph or film their own children during performances, exhibitions or other events.
Photography and filming arrangements will be communicated for individual events.
Where permitted, parents and visitors must respect the privacy and safeguarding needs of other children.
Images or recordings featuring other children must not be publicly shared without appropriate permission or another lawful basis.
We may restrict photography or filming where necessary to protect children, respect venue requirements or maintain safe participation.
Visitors must follow reasonable instructions from authorised staff.
12. AUTHORISED EQUIPMENT AND STORAGE
Photography and filming undertaken on behalf of Minwood Lane Collective must use approved equipment and storage arrangements.
Staff, volunteers and contractors must not use personal devices to capture or store identifiable images of children unless specifically authorised under an appropriate documented arrangement.
Images and recordings must not be transferred to personal social media accounts or unauthorised storage services.
Access will be limited to individuals who require it for legitimate purposes.
We will use appropriate organisational and technical measures to protect stored material.
13. RETENTION AND DELETION
Images, recordings and creative submissions will be retained only for as long as necessary for their intended purposes, subject to applicable legal obligations.
Digital portfolios will ordinarily be made available for download when membership ends, where supported by the platform and applicable arrangements.
Portfolio information will ordinarily be deleted within 90 days after membership ends, unless retention is necessary for legal, safeguarding or another legitimate purpose.
Promotional images and recordings will be reviewed periodically to determine whether continued use remains appropriate.
Safeguarding records and evidence may be subject to separate retention requirements.
14. WITHDRAWING PERMISSION
Families may withdraw optional promotional or creative-sharing permission by contacting:
Please use the subject line:
Photography & Creative Sharing Permission
Where consent is the lawful basis for processing, withdrawal will apply to future processing based on that consent.
We will stop further use and take reasonable steps to remove material from channels under our control where required.
Withdrawal does not make earlier lawful processing unlawful.
We may be unable to retrieve printed materials already distributed or copies independently retained or shared by third parties.
We will explain any relevant limitations when responding to removal requests.
15. CHILDREN'S CREATIVE OWNERSHIP
We respect the intellectual property rights of children and young people.
Children generally retain copyright in original creative work they produce, subject to applicable law and any relevant third-party rights.
Submitting work for feedback or assessment does not automatically transfer copyright ownership to Minwood Lane Collective.
We may use submitted work as reasonably necessary to deliver the agreed service, including providing feedback and maintaining portfolios.
Separate permission will be obtained for optional promotional or public use.
We will not sell or commercially license an individual child's original work to third parties without appropriate legal authority and agreement.
16. THIRD-PARTY COPYRIGHT AND PERMISSIONS
Creative projects may incorporate music, images, video, written material or other content belonging to third parties.
Users must respect applicable copyright and licensing requirements.
Permission to publish a child's work does not automatically provide permission to publish copyrighted material incorporated into that work.
We may request changes or restrict publication where third-party rights are unclear.
17. ARTIFICIAL INTELLIGENCE AND IMAGE USE
Minwood Lane Collective may explore creative technologies, including AI-enabled tools.
We recognise that AI systems can present additional privacy, copyright and safeguarding risks.
Identifiable photographs, recordings or sensitive personal information relating to children will not be uploaded into unapproved AI systems.
Any proposed AI use involving children's identifiable images, voices or personal information will be assessed before implementation.
Where required, appropriate information and permissions will be obtained.
Permission for ordinary photography or promotional sharing does not automatically authorise the use of a child's image or voice to train AI models or create synthetic representations.
18. SAFEGUARDING AND INAPPROPRIATE CONTENT
We will not knowingly publish material that:
Places a child at foreseeable risk.
Reveals sensitive safeguarding information.
Is degrading, exploitative or inappropriate.
Violates another person's privacy.
Contains unlawful material.
Conflicts with an applicable safeguarding restriction.
Concerns about photographs, recordings or shared creative work will be assessed promptly.
Where a concern indicates potential abuse or exploitation, our Safeguarding & Child Protection Policy will apply.
19. REPORTING CONCERNS
Concerns about photography, filming, privacy or creative sharing may be reported to:
Please use the subject line:
Photography & Creative Sharing Concern
Where the concern involves a child's safety, it will be handled through our safeguarding arrangements.
If a child is in immediate danger, call 999.
Our email inbox is not an emergency reporting service.
20. RESPONSIBILITIES
Minwood Lane Collective Ltd is responsible for establishing appropriate arrangements for photography, filming and creative sharing.
Authorised staff, volunteers and contractors must:
Follow this policy.
Check relevant permissions before optional sharing.
Respect children's choices.
Use approved equipment and systems.
Protect confidential information.
Report inappropriate use or safeguarding concerns.
Avoid unauthorised publication.
Follow applicable data protection requirements.
Parents, carers and members are expected to respect the privacy and creative rights of others.
21. COMPLAINTS
Complaints relating to photography, filming or creative sharing may be raised under our Complaints Policy.
Requests concerning personal data may also be handled under our Privacy Policy and applicable data protection legislation.
Nothing in this policy limits statutory rights relating to privacy, data protection, intellectual property or consumer protection.
22. POLICY REVIEW
This policy will be reviewed annually or sooner where legislation, safeguarding guidance, technology or operational arrangements change.
We will review the policy when introducing new platforms, filming arrangements or public-sharing activities.
23. CONTACT INFORMATION
Minwood Lane Collective Ltd
Company Registration Number: 17577197
Registered Office:
1711 High Street
Knowle
Solihull
B93 0LN
United Kingdom
Email: hello@minwoodlane.co.uk
Website: www.minwoodlane.co.uk
Policy date: 15 November 2026
Next scheduled review: November 2027