Rock’s Cool Photo/Video Policy

Effective Date: August 2025

At Rock’s Cool, we value the privacy and safety of all the children we work with. This Photo Policy outlines how we collect, use, store, and share images of pupils involved in our music tuition programmes, in line with UK GDPR and data protection laws.

1. Purpose of Taking Photos

We take photos and videos to:

• Capture progress and celebrate performances.

• Share updates with parents/carers.

• Promote Rock’s Cool through marketing, with appropriate consent.

2. Consent

Photos and videos of children will only be taken and used if explicit, written parental/carer consent has been provided. During enrolment or termly updates, parents/carers will be asked to complete a Photo and Media Consent Form that clearly outlines:

• Whether they agree to photos/videos being taken.

• Whether they agree to their child’s image being shared for marketing purposes.

• Whether they consent to group sharing of media with other band members’ parents.

Consent can be withdrawn at any time by emailing contact@rocks-cool.co.uk.

3. How Photos/Videos Are Shared

• Photos/videos of pupils will be shared with parents/carers via a private Google Drive link, which may include images of their child with other band members.

• Only parents/carers of children in the same band will receive access to that specific folder.

• No public access links will be created, and sharing outside the intended group is prohibited.

4. Use in Marketing

Where marketing consent has been given, we may use images/videos:

• On our website and social media channels.

• In printed promotional materials.

• In digital campaigns (e.g., email newsletters).

Children’s names will never be published alongside their images.

If no marketing consent is given, your child’s image will not be used in any public-facing media.

5. Data Retention

• Photos and videos are retained for up to 1 year after they are taken.

• After this period, they will be securely deleted unless further consent is obtained.

• Where consent has been withdrawn, media will be deleted within 30 days of the request.

6. Security and Storage

• All images are stored securely in encrypted cloud storage (e.g., Google Drive with two-factor authentication).

• Access is restricted to authorised Rock’s Cool staff only.

7. Your Rights

Under UK GDPR, you have the right to:

• Access a copy of any data we hold about your child.

• Request corrections or deletion.

• Withdraw consent at any time.

• Lodge a complaint with the ICO (Information Commissioner’s Office).

8. Withdrawing Consent

You can withdraw your consent at any time by getting in touch with us at: contact@rocks-cool.co.uk

9. Contact

For any queries regarding this policy or your child’s media data, please reach out to us at: contact@rocks-cool.co.uk