Image Use Policy | West End Academy

West End Academy Image Use Policy
Operated by: Smart Music Studios Ltd
Contact: info@westend.academy
Last updated: 8 July 2026
1. Purpose
West End Academy may take photographs and videos during:
Classes
Rehearsals
Workshops
Holiday camps
Performances
Showcases
Special events
Other academy activities
Images and videos may be used to celebrate student work, update parents and guardians, maintain appropriate records and promote West End Academy.
Parents and guardians are asked to provide their image and video consent choices as part of the registration process.
2. Consent
West End Academy will ask parents and guardians to confirm whether they give permission for photographs or videos of their child to be used.
Consent choices may cover:
Internal records
Parent communications
Website use
Social media
Printed marketing
Promotional materials
Training
Photography and filming at performances
Consent is optional and can be changed or withdrawn.
A child will not be excluded from regular classes solely because public image consent has not been provided.
3. Internal Records
Parents and guardians may be asked to give permission for photographs or videos to be used for internal purposes, including:
Class records
Registers
Training
Safeguarding records
Rehearsal notes
Internal administration
Staff reference materials
These images are not intended for public promotion.
Internal photographs and videos will only be accessed by authorised members of staff where reasonably necessary.
4. Parent and Guardian Updates
Images and videos may be shared with parents and guardians through:
Email
WhatsApp broadcasts
Private parent groups
Class updates
Rehearsal updates
Other approved communication channels
These updates may be used to celebrate progress, share important information and show families what students have been working on.
Parents and guardians should not download, copy or share images containing other children without permission.
5. Website, Social Media and Marketing
Where public consent has been provided, photographs and videos may be used for:
The West End Academy website
West End Academy social media accounts
Online advertising
Promotional videos
Flyers
Posters
Brochures
Banners
Press materials
Other printed or digital marketing
West End Academy will not knowingly use an identifiable image or video of a child for public marketing where the appropriate consent has not been given.
Where practical, West End Academy may use group images, performance footage or non-identifiable images.
6. Performances and Events
Photography and filming may take place during performances, showcases, workshops or special events.
West End Academy will use the consent choices provided by parents and guardians when deciding how official images and recordings may be used.
Some performances may take place in public venues where members of the audience, venue staff or third parties may take photographs or videos.
West End Academy will take reasonable steps to communicate photography expectations but cannot completely control images taken by members of the public at public events.
7. Professional Photographers and Videographers
West End Academy may occasionally appoint a professional photographer, videographer or production company.
Where this happens, the individual or company will be given clear instructions about:
Safeguarding
Appropriate conduct
Image use
Storage and transfer
Consent restrictions
Confidentiality
Professional images will only be used in line with the relevant parental consent.
8. Identifying Information
West End Academy will take reasonable care when publishing images of children.
We will avoid publishing unnecessary personal information alongside an image.
Children will not normally be identified publicly by their full name unless:
There is a clear and appropriate reason
The parent or guardian has given permission
The use is connected to a performance, achievement or professional opportunity
Sensitive personal information will not be shared with photographs or videos.
9. Storage and Security
Photographs and videos may be stored on:
Secure academy devices
Password-protected cloud storage
Approved communication platforms
Secure administrative systems
Professional media storage systems
West End Academy will take reasonable steps to prevent unauthorised access, loss or misuse.
Images will only be retained for as long as reasonably necessary for the purpose for which they were collected.
10. Personal Devices
Staff should not normally use personal phones or personal devices to photograph or film students unless this has been specifically authorised for a legitimate academy purpose.
Where personal devices are used with permission:
Images should be transferred to an approved academy system as soon as reasonably possible
Images should be deleted from the personal device
Images must not be shared through personal accounts
Images must not be stored longer than necessary
Students should not take photographs or videos during classes unless a teacher has given permission.
11. Parent and Guardian Photography
Parents and guardians should not take or share photographs or videos of other children without permission.
At performances or events, West End Academy may:
Permit photography
Limit photography
Designate specific filming opportunities
Ask families not to photograph or record
Provide official photographs or recordings instead
Any instructions given for a particular event must be followed.
12. Inappropriate Use
Images and videos must never be used in a way that could:
Embarrass a student
Exploit a student
Place a student at risk
Reveal sensitive information
Encourage bullying or harassment
Damage a student’s dignity or wellbeing
Breach safeguarding or privacy expectations
Any concern about the inappropriate use of an image should be reported immediately.
13. Changing or Withdrawing Consent
Parents and guardians can update or withdraw consent by contacting:
info@westend.academy
Where consent is withdrawn, West End Academy will stop future use where reasonably possible.
It may not always be possible to remove images or videos that have already been:
Printed
Published
Shared
Distributed
Archived
Used within completed promotional materials
West End Academy will nevertheless take reasonable steps to stop further use.
14. Safeguarding
All photography and filming must be carried out respectfully and in line with safeguarding expectations.
Concerns relating to photography, video or image use should be reported to:
Designated Safeguarding Lead: Harry Smith
Email: info@westend.academy
Deputy Safeguarding Lead: Claire Smith
Email: info@westend.academy
Where an image-use concern may involve harm, exploitation or illegal activity, West End Academy may contact the relevant authorities.
15. Complaints
Questions or complaints about image use should be sent to:
info@westend.academy
West End Academy will aim to review concerns fairly, remove content where appropriate and respond within a reasonable timeframe.
16. Review
This policy may be updated as West End Academy develops its classes, performances, communications and marketing.
Continued participation in West End Academy activities is subject to the current version of this policy.
This version is based on your existing Photography and Video Policy.