Photos of children on your group's website: a plain guide

Photos make a club, class or hall feel alive. But when a photo shows a child, you are publishing something about a real young person, on a page anyone can see. It is worth getting right.

Why it matters

A photo of an identifiable person is personal information, and a picture of a child needs particular care. Once a photo is on the internet it can be copied and shared beyond your control. That is why most groups that work with children set clear rules before they publish anything.

Sensible habits for most groups

• Get consent first. Ask the parent or carer, ideally in writing, before you use a photo of a child. Say plainly where it will appear, for example "on our website".
• Keep a record. Note who agreed and what they agreed to, so you can check later.
• Make it easy to say no. Some families have good reasons not to appear online. Nobody should feel awkward about it.
• Be careful with names. Photos that also name the child are harder to keep safe. Many groups avoid pairing names with photos of children at all.
• Think about the picture. Choose photos of activities, groups and settings, and avoid anything that could identify a child's home, school or routine.
• Be ready to remove a photo. If a family withdraws consent, take the photo down promptly.

Who is responsible?

The group that supplies the photo is responsible for having permission to use it. On the websites I build, I ask groups to confirm they have the right permissions before they send photos, especially of children or vulnerable people. If you are unsure, the safest choice is to leave the photo out.

Where to find proper guidance

• Your group's own safeguarding policy, and your safeguarding lead if you have one
• The guidance on photography and sharing images from a children's charity such as the NSPCC
• The guidance for small organisations from the Information Commissioner's Office on personal data
• Your sport's governing body or your umbrella organisation, if you have one

A quick checklist before you send a photo

• Do I have permission from a parent or carer?
• Does the group's policy allow this use?
• Does the photo show anything that could identify where a child lives or goes to school?
• Would I be comfortable if this was still online in ten years?

If you are planning a site and want to know how I handle this, see the for groups page or just ask.