Handling of Visual Images

Guidelines for all Conference Departments on the handling of Visual Images (still and video)

Privacy Act Compliance 

1. The Conference Secretary will be responsible to ensure that the organisation has a Privacy Policy, appropriate collection notices and permission forms that include appropriate references to the organisation’s intention to collect visual images of children and the acknowledgement that this process is controlled under the Privacy Act 1988.
2. The Conference Secretary will develop and implement a system to ensure compliance to the Privacy Act including but not limited to: 

(1) the development, adoption and circulation of a privacy policy,

(2) the development, adoption and circulation of Collection Notices to be provided via a link on all application forms,

(3) a system to notify attendees of events that digital images will be collected and their use, including where minors may be in attendance unaccompanied, and if necessary where to sit to avoid image capture,

(4) a system to during production of any publication, that images supplied for publication comply with Privacy Policy and Collection notice.

Image Collection – Official photographers 

3. Appointment of *official photographers and process of selection as per Conference Digital Image Collection Policy and Standard Collection Notice.
4. Only official photographers can collect digital images on behalf of the organisation.
5. The images are considered the intellectual property of the organisation and can only be distributed for purposes authorised by the organisation.
6. In the process of image capture, official photographers will take care as per Authorised Digital Image Collectors Agreement, to ensure that:
1. indecent or immodest images or images showing the subjects in compromising positions are not taken,
2. the images are not offensive or demeaning to any person,
3. the images don’t harm or injure someone’s reputation and/or open them to public ridicule and embarrassment,
4. contain personal details for example full names, personal contact information or objects that identify location,
5. show a person who is clearly upset or distressed,
6. show an association with other subjects that visually depicts inappropriately, a romantic relationship,
7. Digital images collected as official photographer are deleted from all personal storage devices once the photographer has finished with them and given them to the requesting department.

Image Collection – private photographers

7. Parents or guardians of children may collect still and moving images of their child/ren in their care at Conference events.  The images collected are considered the property of the parents or guardians.  Images of other person’s children should be deleted unless permission obtained from their parents/guardians.

Appearance Release

8. Before a Conference event, people appearing on stage (main presenter, musicians, special performers etc) will sign a release form to allow for recording, broadcast and distribution.

Video Footage Handling

9. The streaming, collection, storage and video editing of footage filmed at major Conference events is under the supervision of the Media Content Producer of the Communications Department and volunteers assisting are managed as per Conference Photography and Filming Policy.
10. Departments may on occasion collect their own video footage but will do so in compliance with the Conference Digital Image Collection Policy and Standard Collection Notice.

Processing of Images and videos

11. Processing, editing and usage of images and footage will at all times be appropriate and professional and in the event that some have inadvertently been collected which are indecent/offensive, or invasive of personal privacy, they will be deleted
12. Archived photos and footage will be deleted after a period of storage
13. Where departments collect or appoint someone to collect their own photos and footage and edit/process it themselves, the department will ensure that in the post capture processing, the editor will treat all work appropriately and professionally and delete images/footage that:  
1. are indecent, offensive or demeaning to any person,
2. harm or injure someone’s reputation and/or open them to public ridicule and embarrassment,
3. show a person who is clearly upset or distressed,
4. show an association with other subjects that visually depicts inappropriately, a romantic relationship,
5. Delete any images/footage of subjects who have indicated they do not want their photos taken.
14. All editing and processing of digital images will be done in a professional and respectful manner, and will not depict the subjects in an unflattering light or misrepresent them in any way.

Storage of images

Master Video files and originals of all images collected by the Communications Department are stored for a period of time, in secure databases, after which they will be deleted.  Access to these locations are restricted to members of the Communications Department team.   Any collected by designated photographers will have been deleted from their devices as per Photographer’s Agreement.  Images and footage collected by individual Departments are to be treated in a similar manner by each Department.

Publication of digital images within and from the Adventist Schools Victoria community

Digital image collection, processing, distributing and storing by the school communities is done so in compliance with ASV policy.

For the purposes of this document:

Official photographers are those collecting digital images such as photographs and video footage collected with hand held devices such as mobile phones, tablets and portable cameras and other portable devices such as Go Pro and drones