Author information
Produced by: Director of Income Generation and Business Development
Date created: 29th October 2020
Approval by: Director of Quality and Business / Director of Care and Support Services
Last updated: September 2025
Audit date: September 2026
Version history
September 2025
Removal of Twitter from ‘Where images are shared’ and all mention of the platform there after.
August 2024
Removal of the section ‘occasions when additional consent will be sought’. We ensure that all shared images of our young people are dignified and respectful, as described elsewhere in the policy. Also, the places an image might be shared are covered elsewhere in the policy, and these places have the potential to be high exposure i.e. adverts, news stories etc.
September 2023
Removal of the ‘occasions when additional consent will be sought’ section as all consented photos taken and shared are done so with respect for the young person’s dignity – as stated in the policy. Also, where images are shared is covered within the policy, so no additional consent is needed.
‘Support team, teachers and/or professionals’ have been added to the stakeholders who can make a best-interests decision.
Removal of the term ‘child’ as InFocus no longer educates children.
September 2022
Terminology and role names updated. Consent information for under 16s removed. Clarified when consent is sought and reviewed. Images are always shared with written consent from a young person [added “or a best interests decision”, removed “or parental consent”].
Access to this policy: this document is now stored on the InFocus website with links from the InFocus website.
Key Information
It is important that we have the correct permissions in place before creating and sharing photos and videos of our young people.
This policy outlines the type of images we use, where they are shared, and how we seek consent.
Introduction
We rely on local community support, fundraising and finding the best people (including trustees, volunteers, care, support and education staff) in order to deliver life-changing services in the best interest of teenagers and young adults with complex needs and visual impairment.
We use photos and videos to as part of our storytelling to highlight the work of InFocus and our cause, and to help people engage with what we do.
Scope
This policy covers all young people across InFocus’s education, care and support services. It also includes information about how we use images of someone after they leave our provision.
For the purposes of this document, “images” refers to still photographs and videos.
Responsibilities
Implementation is the responsibility of the Marketing Manager.
Key workers will have particular responsibility for assessing capacity and considering best-interests decisions.
All staff have the responsibility to make sure that they are aware of how we create and share images, and the different types of consent.
Implementation
This policy will be published on the website and shared with all parents of young people at InFocus.
Policy Text
What happens when we take a photo
We always ask permission from everyone before we create an image.
We never include a young person in a photograph if they do not want to be included (including where body language and/or behaviour suggests so). This is a way for the young person to be involved in the decision-making process.
Who can or should give consent?
Consent for children aged 16 or 17, and young adults aged 18 and over
At the age of 16 a child can consent themselves.
If there is a doubt that a young person has the capacity to consent to images being created and shared then we will make sure that they get the support they need to make those decisions. If necessary this may involve working with key stakeholders (e.g. parents/carers, support team, teachers and/or professionals working with young person) to make a decision in their best interests.
What you’re consenting to?
Written consent is sought when someone starts receiving support at InFocus. It is reviewed regularly, and can be withdrawn at any time. This covers:
Creating images (photographs and videos) of ‘routine activities’
Individual and group photographs of young people taking part in:
- lessons or education activities
- mobility and orientation work
- therapy
- leisure activities
- InFocus events
Images will normally be created and stored by InFocus staff using an official InFocus device. There may be times that an approved photographer, publisher, media outlet or other organisation may be engaged to create content on our behalf.
Sharing images with the public
Images are always shared with
- respect for the young person’s dignity and the need to portray them in the best possible light
- the minimum amount of personal information that is appropriate to the sharing context (e.g. just their first name, or “group of InFocus College students”)
- consideration for whether we need to share the image at all (e.g. if there is a better alternative).
- written consent from a young person or a best interests decision (before the image is used).
Where images are shared
We normally share images across multiple platforms (e.g. the printed prospectus is now also available online, and excerpts are regularly shared on social media)
Once an image has been used (either online or in print) it is usually not possible to recall or completely delete it (e.g. if it has been shared by someone else). It is not possible to restrict the use of an image to a specific platform (e.g. for use on the website but not social media).
For this reason, we are open about the different places an image might be shared when we obtain the consent. These include:
- social media (currently Facebook, YouTube, Instagram, LinkedIn)
- website
- prospectus or brochure (both digital and printed)
- signage and posters (at InFocus and in our shops)
- advertising
- press releases, news stories and other articles
Additional information for best-interests decisions
Capacity is decision, time and context specific, and must assume that a person has the capacity to make decisions, unless an assessment demonstrates that the person does not have capacity.
In practical terms, there may be occasions where a best-interests decision has already been made for a similar activity. We may be able to follow the original decision provided that:
- there have been no changes to capacity, the relevant circumstances and the young person’s wishes or feelings
- the decision to create and share images is still in the young person’s best interests
- the assessment is within the specified timescale for review
What happens if consent is withdrawn?
Consent can be withdrawn at any time.
However, once an image has been used (either online or in print) it is usually not possible to recall or completely delete it (e.g. if it has been shared by someone else).
Images in use in printed materials
These images will be removed when that document is reviewed (for example when it needs to be reprinted).
Website images for static pages and social media profile/cover images
Images will be removed as soon as possible, and usually within 3 working days.
When we will stop sharing photographs
Please remember that once an image has been used (either online or in print) it is usually not possible to recall or completely delete it (e.g. if it has been shared by someone else).
Images in use in printed materials
These images will be removed when that document is reviewed (for example when it needs to be reprinted).
Images in use online (general)
Where possible we regularly update the images used to illustrate fixed content on our website (e.g. the static page that talks about our Braille support for students) or as part of a fixed element on a social media profile (e.g. a Facebook cover page).
Images used with consent in social media posts on other platforms (e.g. Facebook or Instagram will not be removed).
Images used with consent in news stories on the InFocus website will normally be treated as part of our archive of news, and only removed on request.
We will always try to replace images of InFocus leavers as soon as reasonably possible. Please remember that once an image has been used it is usually not possible to completely recall or delete it (e.g. if it has been shared by someone else).
Associated documents
InFocus Data Protection Policy
InFocus Privacy Notice (Young People)
Access to this document
This document is stored on the InFocus website.
Please contact the MIS office if you would like a copy of this document in an alternative format such as Braille or large print.