Photo Policy

Introduction

VicPAH seeks to ensure that the privacy of each individual is respected in relation to their identity and to ensure that the use of all images portrays VicPAH positively. This policy applies to employees, volunteers, members and committee to provide them with guidelines and procedures regarding the taking of, and usage of media, media being defined as;

Photographic Images, including manipulated photographs
Videos
Audio Recordings

Policy

The copyright of all media recorded by VicPAH, including by VicPAH volunteers, at VicPAH events are owned by VicPAH regardless of who owns the equipment used to record the images.

Images must be downloaded onto VicPAH servers as soon as possible and deleted from the recording device such as a camera or phone.

Media produced or used by VicPAH is intrinsic to the following purposes:
Acknowledgement and celebration of the achievements and accomplishments of members, volunteers, and committee members.
Promotion of services and activities of VicPAH to the wider Victorian, or interstate Fetish and or LGBTQIA+ community.
Increasing the knowledge and improve awareness of pup/pet/animal role-play to the wider community.
Recording events to maintain a historical record of VicPAH.

Media Consent Policy

Individuals over the age of 18 are presumed to consent to this policy by attendance at VicPAH events, or via submitting their media to VicPAH for its use. This consent can be withdrawn or revoked at any time in writing as below.

Individuals under the age of 18 years and adults who are unable to make an informed decision or make their decision known, require permission to be granted by their parent or legal guardian using the Image Consent form. Once permission is granted, this permission applies to all media of the individual.

VicPAH ensures that all imagery and media communications portray individuals and VicPAH in a valued and positive way.

VicPAH must never share or sell any media to any third party for commercial/marketing purposes unless it is related to the cross-promotion of VicPAH events.
However, VicPAH may share media with its sponsors if it aligns with the above purposes.
Otherwise, VicPAH will only release media when it is required by law agencies to do so.

Withdrawal of Consent

The use of an Individual’s image is only to be used for the duration that they are active with VicPAH, unless consent is given in writing

Individuals are able to modify or withdraw their consent to their media being shared or used by VicPAH at any time, which must be recorded in a register of all persons who have withdrawn consent.

Once an individual withdraws consent to VicPAH, VicPAH will cease to use their image, but VicPAH is not required to withdraw all current publications featuring their photo from public circulation. However, VicPAH will make its best endeavours to remove, or censor identifying media of individuals who have withdrawn consent from future or current circulation.

On a case by case basis at the discretion of the VicPAH committee, VicPAH may attempt to remove media already in circulation.

VicPAH will only cease usage if it is deemed relevant in regards to the safety, wellbeing, or reputation of the withdrawing party, or past or present VicPAH members or committee members.

Guidelines for photography and media recording at Events

Getting permission to record media at community events is extremely important.

These can be used afterwards to publicise activities, and VicPAH members often feel proud to see photos of themselves and their community having fun together.

However, VicPAH and VicPAHs volunteers must take care to confirm the people being photographed are happy to be photographed and understand how the images will be used.

People have their own reasons for not wanting themselves to be photographed, and it is important to respect this.
Before taking photos or videos of people at events, VicPAH will ensure that people understand that they may be photographed and why.
VicPAH will seek consent from a parent or guardian for those under 18 years.
VicPAH will let adults and others know they are being photographed by either;

Displaying signs at the event.
Advertising in the marketing or publicity for the event
When practical, making an announcement.

Wherever possible, VicPAH will give attendees the opportunity to opt out of having their photo taken (e.g. by asking them before taking a photo). If this is not possible, it is still important to make sure people are informed that photos/films will be taken, so that they can leave if they don’t want to be in them. Speakers at VicPAH events should be asked for written consent for VicPAH to use their information and or recordings on the website and given prior opportunity to edit their presentation if desired before it is uploaded or disseminated.

Example of public notice

“Photographs and/or video will be taken at today’s event.

By taking part in this event you grant the event organisers full rights to use the images resulting from the photography or video/audio recording.

Any reproductions or adaptations of the images may be used for fundraising, publicity or other purposes to help achieve the group’s aims. This includes, but is not limited to, the right to use media in their printed and online publicity, social media, press releases, and funding applications.

VicPAH Photographers will do their best to photograph pups and other pets/critters while their hoods are on.

If you do not wish to be photographed, please inform an event organiser.”