Last updated January 2026.

1. Purpose and Scope

Study Mind Ltd delivers London-based summer career camps and summer schools, alongside in-school workshops delivered nationally and internationally. As part of these programmes, photographs and video recordings may be taken for educational, safeguarding, promotional, marketing and record-keeping purposes.

The purpose of this policy is to:

Safeguard children and young people when images or recordings are created or used.
Ensure compliance with safeguarding duties, the UK GDPR, Data Protection Act 2018 and relevant child protection guidance.
Provide clear expectations for staff, external photographers, schools, parents and participants.
Protect children from risks associated with the misuse of images, including online exploitation, identification risks and inappropriate distribution.

This policy applies to all images and recordings taken in connection with Study Mind activities, including those captured on cameras, mobile devices, tablets or other recording equipment.

For in-school workshops, Study Mind will operate in line with the host school’s safeguarding, photography and data protection policies. Where there is any discrepancy, the more restrictive policy will apply.

2. Safeguarding Principles

Study Mind recognises that:

Images can be powerful tools for celebrating achievement and promoting educational opportunity.
Images of children can be misused if not properly controlled.
Identification risks increase where images are combined with names, locations or contextual information.
Some participants may have specific safeguarding risks (including family court orders, EHCP safeguarding clauses, care status or witness protection considerations).

The welfare of the child is paramount in all decisions relating to imagery.

Images will never be used in a way that:

Is exploitative, sexualised or undignified.
Places a child at increased risk of identification where this may compromise safety.
Portrays a participant in a misleading or inappropriate context.

3. Lawful Basis and Consent

Study Mind processes images under UK GDPR using:

Consent for marketing and promotional usage.
Legitimate interests for internal safeguarding, documentation, quality assurance and educational purposes.

Summer Career Camps and Summer Schools

Prior to attendance, parents/carers (or participants aged 18+) will receive a Photography and Media Consent Form. This will clearly explain:

What types of images may be taken.
The purposes for which images may be used (e.g. website, brochures, social media, promotional materials, internal documentation).
Where images may be published (including the sharing of images with external partners).
The potential risks associated with online publication.

Consent will be recorded electronically and stored securely.

Opt-Out for Marketing Use

Parents or carers who do not wish for their child’s image to be used for marketing or promotional purposes must notify Study Mind in writing by emailing:

camps@studymind.co.uk

This notification must be received prior to the start of the programme wherever possible.

Consent may be withdrawn at any time by contacting Study Mind in writing. Study Mind will cease future use of images upon withdrawal of consent. However, parents acknowledge that it may not be possible to remove images already printed in physical materials or shared externally prior to withdrawal.

No child will ever be excluded from any activity because consent for photography has not been granted.

4. Use of Images

Images may be used for:

Marketing and promotional materials (digital and print).
Social media posts.
Website and prospectus content.
Internal training and quality assurance.
Safeguarding documentation.
Educational reflection and celebration within programme sessions.

Images may be shared with external partners for their own marketing purposes only with the consent of parents/carers and students. This is outlined in the consent form below.

In all cases:

Full names will not be published alongside images of minors.
Personal data such as home address, school name (unless agreed and appropriate), or detailed location data will not be published.
Images will reflect diversity and inclusion appropriately.
Children will be appropriately dressed and presented respectfully.
Close-up images will be used cautiously and only where consent permits.

Particular care will be taken in environments such as accommodation settings, practical workshops, medical simulations or laboratory sessions to ensure images cannot be misinterpreted or misused.

5. In-School Workshops

When delivering workshops within schools:

Study Mind will comply fully with the host school’s photography and safeguarding policies.
If the school prohibits photography, Study Mind staff will not take images.
If images are permitted, Study Mind will rely on confirmation from the school that parental permissions have been obtained.
Study Mind will not independently publish images taken within a school setting without explicit agreement from the school and confirmation of appropriate permissions.

6. Use of Personal Devices

Staff, tutors and volunteers must not use personal mobile phones or personal cameras to photograph or record participants.

All images must be taken on Study Mind-authorised devices only.

Images must not be stored:

On personal laptops.
On personal memory sticks.
On personal cloud accounts.
On unencrypted portable devices.

This approach reflects best practice safeguarding guidance similar to that outlined in school-based policies .

7. External or Professional Photographers

Where Study Mind engages a professional photographer or videographer:

They must provide evidence of DBS clearance (where required).
They must sign a data processing and safeguarding agreement.
They must receive a written brief outlining acceptable content and safeguarding expectations.
They must not have unsupervised access to participants.
They must not conduct additional sessions outside authorised programme hours.
Images must not be live-streamed unless explicitly authorised by senior management and consented to in advance.

Any concerns regarding inappropriate or intrusive photography will be managed in line with Study Mind’s Safeguarding and Child Protection Policy.

8. Photography by Parents or Participants

At summer camps and public showcase events, parents may occasionally wish to take photographs for personal use.

Study Mind will:

Clearly communicate expectations at the start of the event.
State that images are for private use only.
Prohibit uploading images of other children to social media without explicit parental permission.
Remind attendees that concerns about inappropriate photography should be reported immediately to the DSL or Event Lead.

Where necessary, signage will be displayed to reinforce these expectations.

9. Storage and Retention

Images and recordings will be:

Stored securely on encrypted, access-restricted systems.
Accessed only by authorised personnel (e.g. Marketing Lead, DSL, Directors).
Retained in line with Study Mind’s Data Retention Schedule.

Images used for marketing may be retained for up to five years, after which they will be reviewed and securely deleted unless continued use remains appropriate and consent remains valid.

Hard copies, where produced, will be stored securely and disposed of confidentially when no longer required.

Study Mind will not store images on unencrypted portable devices.

10. Safeguarding Concerns and Reporting

If:

A participant is distressed about being photographed,
An image appears inappropriate,
There is suspicion of misuse of imagery,
Or a safeguarding concern arises relating to photography,

the matter must be reported immediately to the Designated Safeguarding Lead.

Where necessary, concerns will be escalated in line with statutory safeguarding procedures.

11. Withdrawal of Consent

If consent is withdrawn:

Future use will cease immediately.
Digital images within Study Mind’s control will be removed where reasonably practicable.
Parents acknowledge that Study Mind cannot guarantee removal of images already shared externally by third parties.

Withdrawal requests must be made in writing to the designated safeguarding or data protection contact.

12. Related Policies

This policy should be read alongside:

Safeguarding and Child Protection Policy
Online Safety Policy
Data Protection and GDPR Policy
Staff Code of Conduct
Summer Camp Terms and Conditions

13. Monitoring and Review

This policy will be reviewed annually or sooner if:

There are changes in safeguarding legislation,
There are changes in data protection law,
A safeguarding incident indicates review is required.

Appendix A: Photo & Media Consent Form

Study Mind Ltd – London Summer Career Camps & Summer Schools

This form applies to all photographs and video recordings taken during Study Mind Ltd programmes, including summer career camps, summer schools and related showcase events.

Please read carefully before completing.

1. Participant Details

Full Name of Participant: __________________________________________

Date of Birth: __________________________________________

Programme Name / Location: __________________________________________

Dates of Attendance: __________________________________________

Parent / Carer Full Name (if under 18): __________________________________________

Parent / Carer Email: __________________________________________

Parent / Carer Contact Number: __________________________________________

If the participant is aged 18 or over, they may complete and sign this form themselves.

2. How Study Mind May Use Images

Study Mind may take photographs and/or video recordings during activities for the following purposes:

Promoting Study Mind programmes (website, brochures, prospectuses, flyers)
Social media channels (e.g. Instagram, Facebook, LinkedIn, TikTok, YouTube)
Marketing campaigns (digital and print)
Internal training and quality assurance
Celebration of achievement (e.g. award ceremonies, graduation events)
Shared with external partners for use in their marketing and promotional materials

Images may be used in digital and printed materials and may be viewed internationally.

We will never publish:

A participant’s full name alongside their image (first name only may be used where appropriate)
Personal contact information
Home address
Sensitive safeguarding information

3. Consent Options

Please tick ONE option below:

☐ Option A – Full Consent
I give permission for Study Mind Ltd to photograph and/or record video of my child (or myself if aged 18+) and for Study Mind Ltd. and their external partners to use these images for marketing, promotional, educational and internal purposes for both Study Mind Ltd. as outlined above.

☐ Option B – Consent for Study Mind Ltd. Only
I give permission for Study Mind Ltd to photograph and/or record video of my child (or myself if aged 18+) and for Study Mind Ltd. ONLY to use these images for marketing, promotional, educational and internal purposes as outlined above.

☐ Option C – Internal Use Only
I give permission for Study Mind Ltd to take photographs and/or video recordings for internal safeguarding, documentation and quality assurance purposes only. I do NOT consent to images being used in marketing or promotional materials.

☐ Option D – No Photography
I do NOT give permission for Study Mind Ltd to photograph or record my child (or myself if aged 18+) except where required for safeguarding, security or legal purposes.

4. Important Information

Consent can be withdrawn at any time by emailing: camps@studymind.co.uk
Withdrawal will apply to future use.
Study Mind will remove images within its control where reasonably practicable.
We cannot guarantee removal of images already printed or shared externally prior to withdrawal.
Choosing not to give consent will not affect participation in any activity.

5. Data Protection

Study Mind Ltd processes images in accordance with:

UK GDPR
Data Protection Act 2018
Study Mind Data Protection Policy

Images are stored securely on encrypted systems with restricted access.

Marketing images may be retained for up to five years unless consent is withdrawn earlier.

6. Declaration

I confirm that:

I have read and understood this Photography and Media Consent Form.
I understand how images may be used.
I understand that I may withdraw consent at any time in writing.
I am the parent/carer with parental responsibility (if signing for a minor), or I am aged 18+ and signing on my own behalf.

Signature: __________________________________________

Name (print): __________________________________________

Date: __________________________________________

Relationship to Participant (if under 18): __________________________________________

Photography, Video & Imagery Policy