This template is intended as a guide for your organisation to create a suitable culture document for your organisation. It should always be checked to ensure that all systems, activities, or considerations are covered by this document.

This document must reflect who you are as an organisation and what you do to manage your services and support those that engage with you.  This policy should outline accurately and honestly how you do that.  This is purely a recommendation / guideline, make sure it reflects your work.

  The sections in [BOLD] are yours to edit to tailor the organisation’s details. [INSERT ORGANISATION] is for the name of the group / organisation.  

  These are guidance discussion points for your organisation.  Areas in which a decision will need to be made on the best way of doing it for your organisation and all those involved.  

  The rest in plain type are usually not for editing.  Only edit these if it contradicts an existing system or policy that you already have.  Think clearly before you edit those areas.

[INSERT ORGANISATION] - PROJECT TITLE HERE

Provide a project overview here including who you are focusing on and why

The [PROJECT TITLE] will use these stories in a range of media and speech from casual anecdotal evidence to formal presentations and documentation/strategies.
To monitor the progress of it and to ensure the targets are met, we will need to record the process and progress, this will involve ongoing images, quotes and a possible multi-agency approach to recording.

You also have to consider that there might be a difference between your project and your organisation. For example, someone could provide information to a project of an organisation whilst the images still belong to the wider picture, a young carer may share a story but it could be used by the wider carer support organisation. Be clear when you insert project names and organisation names that they may use these materials differently and for different lengths of time.

Depending on your skills or how you use it, you may have to mention that you may process these images using AI or alter the images through digital means.

The project approximately runs from [MM/YY – MM/YY], however materials may be used beyond this development time.

PARTICIPATION TERMS AND CONDITIONS

STILL/MOVING IMAGE AND QUOTE CONSENT

[INSERT ORGANISATION] would like to use quotes, photographs and/or videos taken of you to promote [INSERT PROJECT/ORGANISATION]. These images may appear in some or all the following:

• on video or PowerPoint presentations locally, regionally and nationally.
• on digital resources which can be downloaded and shared by other individuals and organisations (resource packs, guides, project reports etc).
• on social media.
• in print (strategies, reviews etc.).
• in quote, this could be your story, pieces of advice or information or concepts you create.

To comply with the Data Protection Act 1998, we need your permission before we use any images of you. [INSERT ORGANISATION] is committed to processing information in accordance with the General Data Protection Regulation (GDPR).  The personal data collected on this form will be held securely and will only be used for administrative purposes.  Please answer the questions below, read the statements then sign and date the form where shown.

Please circle/cross/shade your answer

• May we use your image or quotes digitally?        Yes    No
• May we use your image or quotes on videos or PowerPoint presentations?    Yes     No
• May we use your image on digital resources which can be downloaded and shared by other individuals and organisations (resource packs, guides, project reports etc)?    Yes     No
• May we use your image in print?    Yes    No

YOUR AGREEMENT 

• I consent to [INSERT ORGANISATION] using photographs and/or video recordings including images of me to promote the campaign.  These images could be used in print and digital media formats including print publications, websites, e-marketing, posters, banners, advertising, film, social media, training, and research.
• I understand that images on websites can be viewed worldwide and not just in the United Kingdom and that some overseas countries may not provide the same level of protection for the rights of individuals as EU/UK legislation provides.
• I understand that some images or recordings may be kept permanently once they are published and be kept as an archive of the campaign. 
  I understand that my contributions and quotes will be used to inform actions and strategy beyond my involvement with the project and may be used at any time in the future.
• I have read and understand the conditions and consent to use my images as described.

Subject Signature:                                                         

Agreement Date:    

Subject name (in block capitals):

Location material was gathered:

Signed on behalf of [INSERT ORGANISATION]:
 

YOUR RIGHTS

You have the right to request to see a copy of the information we hold about you and to request corrections or deletions of the information that is no longer required.  
You have an option to participate with little publicity or identification.  We understand people have challenging circumstances and may not be able for safety or comfort.

CONDITIONS OF USE

Consider these carefully before making claims, think about future promotion, bids and marketing. Just be clear with the subject where their content is being used.

This form is valid for this project/organisation [INSERT NAME HERE] only. The consent will automatically expire when the project ends unless you are informed otherwise.

You can ask [INSERT ORGANISATION] to stop using your images at any time, in which case it will not be used in future publications but may continue to appear in publications already in circulation.  

[INSERT ORGANISATION] will not re-use any images after the project is completed, unless further consent is received.

[INSERT ORGANISATION] may use a forename / first name to support an image or quote.  

[INSERT ORGANISATION] will not include personal details or full names (which means first name and surname) of individuals in an image or video, on our websites, on social media, in PowerPoint presentations, or on printed publications, without good reason. 

[INSERT ORGANISATION] will not include the full name of a model used in promotional literature.  

[INSERT ORGANISATION] will not include individuals’ personal email addresses, postal addresses, telephone or fax numbers on video, PowerPoint presentations, social media, on our websites or in printed publications.

[INSERT ORGANISATION] may combine photographs of different individuals, to create combined images.

[INSERT ORGANISATION] may use quotes in whole or in part.