1. Purpose
Reading Softball Club (RSC) recognizes the importance of promoting our activities and celebrating the achievements of our members through photographs and videos. These media may be used on our official website, social media platforms, and in marketing materials. This policy outlines our approach to obtaining consent, using images responsibly, and respecting the privacy of our members.
2. Scope
This policy applies to all members of RSC, including players, coaches, volunteers, and spectators, as well as any external photographers or videographers authorized by the club.
3. Consent
General Consent
Upon joining RSC, members will be asked for consent regarding the use of their images. For members under the age of 16, parental or guardian consent is required.
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Event-Specific Consent
Prior to events or matches, RSC will inform attendees if photography or videography will occur. Announcements will be made or shared, to ensure all present are aware.
Please note, while we will make every effort to make club members aware of photography or videography at events, we cannot control the use of photography or videography by spectators or other 3rd party participants that are not previously known to us.
4. Use of Images
Images and videos may be used for the following purposes:
- Updating and maintaining the RSC website.
- Sharing on RSC’s official social media channels.
- Inclusion in promotional and marketing materials, such as brochures and flyers.
RSC commits to using images that present the club and its members positively and respectfully. We will avoid using personal details or full names alongside images without explicit consent.
5. Opting Out
Members have the right to withdraw their consent at any time. To opt out, please contact the Club Secretary at info@readingsoftballclub.com. Upon receipt of the opt-out request, RSC will:
- Cease future use of the individual’s images.
- Remove existing images from online platforms where feasible.
- Ensure images are not used in future publications.
Please note, while we will make every effort to remove images upon request, we cannot control the use of images already published or shared by third parties.
6. Storage and Security
All images and videos will be stored securely, accessible only to authorized personnel. They will be retained for a period deemed necessary for the purposes outlined above and will be deleted when no longer required.
7. External Photographers and Third-Party Use
If RSC engages external photographers or videographers, they will be briefed on this policy and required to adhere to its terms. Any third-party requests to use images of RSC members will be considered on a case-by-case basis, and explicit consent will be sought from the individuals involved.
8. Monitoring and Review
This policy will be reviewed annually to ensure compliance with legal requirements and best practices. Feedback from members is welcomed and will be considered in future revisions.
9. Contact Information
For questions or concerns regarding this policy, please contact info@readingsoftballclub.com.