Ensuring workshop participants are protected

Prept. Foundation Photography & Media Policy

IMPORTANT – Schools, Settings and Host Organisations: This policy forms part of the Prept. Foundation Booking Terms and Conditions. By confirming a booking, you agree to comply with it. No separate signature is required. Prept Foundation captures non identifying media except where prohibited by the venue or institution’s safeguarding policy. If you have specific safeguarding, photography or privacy requirements, communicate these to Prept. Foundation before the workshop takes place.

1. Purpose and Scope

This policy sets out how Prept. Foundation will approach photography and media during all food education activities and deliveries. It applies regardless of location, venue, programme name or delivery format, and covers all current and future Prept. Foundation programmes – including, but not limited to, in-school workshops, Farm to Fork days, HAF programmes, community and family sessions, assemblies, events and showcases.

Our priority is always the safety, dignity and privacy of children, young people and participants. We follow an “activity first, people protected” approach: photography focuses on the food, cooking and learning rather than identifying individuals.

2. What Prept. Foundation May Capture

Authorised Prept. Foundation staff may take non-identifying photographs during workshops. This includes, but is not limited to:

• Food, finished dishes, ingredients and produce
• Hands participating in activities
• Backs of heads and over-the-shoulder shots
• Non-identifying action shots
• Classrooms, kitchens, farms, community venues and activity environments
• Voice overs for videos

Photographs will not intentionally show:

• Recognisable faces of children or young people
• Close-up portraits or posed photographs of children or young people
• Names or other information that could identify a child or young person
• Identifiable images of anyone Prept. Foundation has been informed must not be photographed

Where children or young people are visible in an action photograph, reasonable care will be taken to ensure they are not identifiable. Names, class information or other personal details will not be published alongside photographs taken under this policy.

3. Additional Consent for Identifiable Media

Where a third party, e.g the local authority, visiting a Prept workshop, wish to capture identifiable media content featuring a child, young person or participant, a separate media consent form via said third party, will be sent to the school, setting or host organisation for distribution through their usual consent process.

Prept. Foundation takes no responsibility for media content captured by third parties.

4. School Staff, Visitors and Other Adults

Prept. Foundation staff may photograph adults involved in preparing, delivering or supporting a workshop. An identifiable photograph of an adult will only be taken where that person has verbally agreed.

Once a workshop has started and children or young people are present, Prept. Foundation staff will not intentionally take identifiable photographs of adults unless specifically authorised and appropriate.

5. Equipment and Storage

Only Prept. Foundation pre-approved media devices may be used by staff or Prept authorised person, to capture photographs and media.

All content captured will be transferred, stored and managed through Prept. Foundation’s approved process.

6. Use of Photographs and Media

Photographs and media may be used for legitimate Prept. Foundation purposes including, but not limited to, social media, the website, marketing materials, reports and presentations. Photographs and media may be shared with Prept. Foundation partners and sponsors to showcase the work they support. Content will be selected and used respectfully. Prept. Foundation will not knowingly use photographs or media in a way that could embarrass, exploit or place a child, young person or participant at risk.

7. Safeguarding

The safeguarding and wellbeing of children, young people and participants always take priority over photography.

Photography and media activity will never:

• Interfere with workshop delivery or distract staff from supervising participants
• Compromise a child’s or young person’s dignity or privacy
• Take place where there is a safeguarding concern
• Deliberately capture sensitive or inappropriate situations

If a safeguarding or privacy concern arises, photography or media recording will stop immediately.

No child or young person will ever be asked or required to pose for a photograph.

8. School, Setting and Host Organisation Responsibilities

By accepting a Prept. Foundation booking, the school, setting or host organisation agrees to these photography and media arrangements and their incorporation into the Prept. Foundation Booking Terms and Conditions.

Responsibilities include, but are not limited to:

• Informing relevant staff, and where appropriate visitors, that Prept. Foundation may take photographs in accordance with this policy
• Communicating to the Prept. Foundation Programme Lead, before the workshop begins, the details of any child or young person who must not appear in photographs at all
• Communicating any specific safeguarding, photography or privacy requirements that differ from this policy to Prept. Foundation before the workshop, and agreeing any variations in advance

9. Policy Review

This policy is reviewed annually unless safeguarding concerns or legal changes require an earlier review. Any revised version supersedes the previous version once formally adopted by Prept. Foundation.