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Commitment to Te Tiriti o Waitangi

Table Tennis NZ recognises Te Tiriti o Waitangi as Aotearoa New Zealand’s founding document and is committed to upholding the mana of Te Tiriti o Waitangi and the principles of Partnership, Protection and Participation.

Policy CS5: Media and Photography of Children and Young People

Purpose

The purpose of the policy is to provide guidance to protect and safeguard children and young people and identify any breaches swiftly.

Application

This policy applies to all staff, contractors and volunteers providing services for or associated with Table Tennis NZ and any organisation affiliated to Table Tennis NZ. The policy applies to all children and young people who employees and regular volunteers come into contact with while carrying out their role at Table Tennis NZ and any organisation affiliated to Table Tennis NZ.

Everyone wishing to film or take photos of children and young people at events organised by Table Tennis NZ and any organisation affiliated to Table Tennis NZ has a responsibility to comply with the following guidance.

Safe use of images of children and young people

  • All staff members, contractors and volunteers will be made aware of this policy and receive training.
  • All children, young people, parents, caregivers and whānau will be made aware of this policy.
  • Ensure parental/caregiver/whānau consent is obtained via Table Tennis NZ and any organisation affiliated to Table Tennis NZ Consent Form - Use of Imagery (CS02 Consent Form Use of Imagery).
  • Verbal consent alone must not be accepted under any circumstance.
  • If parental consent is not given, inform approved photographers and staff of any children and young people who must not be photographed.
  • Do not publish photographs with the full name(s) of children and young people unless you have written parental consent, and you have informed the children, young people, parents, or caregivers and whānau how the photograph will be used.
  • Do not use images of children and young people and detailed personal information in publications, including websites or blogs.
  • Promote a culture within Table Tennis NZ and any organisation affiliated to Table Tennis NZ that the reporting of breaches of this policy by staff and volunteers is to keep children and young people safe.
  • Consider the purpose of capturing the image. Is it necessary? Does it benefit the child or young person, or Table Tennis NZ and any organisation affiliated to Table Tennis NZ? Could a file image or illustration be used?

Minimising the risk

  • Photography in changing rooms, toilets and showers is not allowed under any circumstances.
  • Parents, caregivers, whānau and the children and young people must not take images of themselves or other children and young people in a changing room, toilet, or shower.
  • Children and young people must be dressed in kit related to the sport, recreation, or activity and in clothing that does not expose them unnecessarily.
  • Images should focus on the activity or sport, rather than individual children and young people where possible.
  • Table Tennis NZ and any organisation affiliated to Table Tennis NZ will use an approved photographer to capture images who has undergone recruitment and Police vetting following the Table Tennis NZ Safer Recruitment Policy to comply with The Children Act 2014.
  • Ensure the approved photographer has a copy of this policy and provide the photographer on the day with a copy of this policy.
  • Check the photographer’s identity, the legitimacy of their role, and the purpose and use of the images to be taken.
  • Inform parents or caregivers prior to the event that an approved professional photographer will be in attendance.
  • Ensure the approved photographer has clear ID that is always visible.
  • Do not permit or ignore unsupervised access to children or young people by an approved photographer or by any person taking photographs on behalf of Table Tennis NZ and any organisation affiliated to Table Tennis NZ.
  • Do not permit or ignore one-to-one photo sessions with an approved photographer, or person taking photographs on behalf of Table Tennis NZ and any organisation affiliated to Table Tennis NZ.
  • Don’t permit or ignore photo sessions away from the event – for instance, at a young person’s home.

Respecting the rights and wishes of the child or young person

  • Inform children and young people prior to the event that an approved photographer will be in attendance. Ask for their consent for photos to be taken.
  • Inform children and young people of this policy and safe working practices related to this policy to enable them to alert Table Tennis NZ and any organisation affiliated to Table Tennis NZ of any breaches.
  • At the time, prior to capturing the image or recording, obtain verbal consent from the child or young person to ensure they are happy to proceed, even if parental consent was obtained.
  • Explain to the child or young person the purpose of capturing the image and how it will be used and stored.
  • Offer to show the child or young person the image to ensure they are happy for it to be used prior to sharing or publicising.
  • If they decline, do not proceed, even if a parental consent form is signed.
  • In situations when parental consent is not given, it must be respected and communicated with staff members to ensure the rights of the child are safeguarded and protected.
  • Full names of children and young people should never appear alongside their image on any organisation’s social media platforms

Storage and sharing of images

  • Photographs or recordings of children and young people must be kept secure and not shared unless for the purpose the image was taken in accordance with the signed parental consent form.
  • Photographs and recordings must only be shared with approved staff members, e.g. the person responsible for marketing, social media or newsletters.
  • Breaches related to the storage and sharing of images and recordings must be reported in alignment with Policy 10: Digital Communication. and notify Table Tennis NZ and the relevant organisation affiliated to Table Tennis NZ Child Safeguarding Representative (CSR) immediately.
  • Hard copies must be kept in a locked cupboard or drawer.
  • Photographs and recordings must not be stored on personal computers, laptops, memory sticks, memory cards or cell phones

Responding to complaints and concerns

It is important that concerns or allegations related to inappropriate taking or use of images of children and young people are dealt with in the same way as any other child-protection issue. This includes concerns about professional photographers. Always consult with your CSR and follow the Table Tennis NZ Child Safeguarding Policy. TTNZ Child Safeguarding Representatives CONTACT

Version: November 2024

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