Photography & Filming Policy

1. INTRODUCTION
Lawley Village Line Dance Club (“we”, “us”, “our”) regularly takes photographs and short video recordings at our classes, social dance nights, workshops and special events.

As a friendly community club, we love sharing the fun, energy and atmosphere of our events. This policy explains:

  • Why we capture photographs and video
  • The lawful basis we rely on
  • How we use and store images
  • Your rights, including how to opt out

We are committed to handling personal data fairly, transparently and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. WHO WE ARE
Data Controller:
 The Management Committee, Lawley Village Line Dance Club
 Website: www.lawleylinedancers.uk
 Email: contactus@lawleylinedancers.uk

For any privacy-related queries, please contact us using the email above.

3. WHAT THIS POLICY COVERS
This policy applies to:

  • Photographs taken during classes or events
  • Video recordings of dancing and social activities
  • Short promotional clips
  • Live streaming (where applicable)

Images may include identifiable individuals participating in club activities.

4. WHY WE TAKE PHOTOGRAPHS AND FILM
We may capture photographs and video for the following purposes:

  • Promoting upcoming classes and events
  • Sharing highlights on our website and social media
  • Showcasing the fun and welcoming atmosphere of our club
  • Advertising special themed nights or guest instructors
  • Creating posters, flyers and digital marketing materials
  • Maintaining a record of club history and achievements

5. LAWFUL BASIS FOR PROCESSING
Legitimate Interests
In most cases, we rely on Legitimate Interests (Article 6(1)(f) UK GDPR) to photograph and film at our dance classes and events.

Our legitimate interests include:

  • Promoting and growing our line dance community
  • Demonstrating what our classes and socials are like
  • Encouraging new members to join
  • Recording memorable moments from club events

We believe this use is reasonable and expected at community dance classes and events. We take care to ensure that individuals’ rights and freedoms are not overridden.

When We May Seek Consent
We may ask for explicit consent where:

  • Taking clearly posed, close-up promotional photos
  • Conducting interviews or testimonials
  • Focusing on a specific individual
  • Children under 18 are involved

Consent can be withdrawn at any time.

6. HOW WE INFORM MEMBERS AND VISITORS
We inform attendees by:

  • Publishing this policy on our website (www.lawleylinedancers.uk)
  • Including a short notice on event listings or tickets
  • Displaying signage at events where photography is taking place
  • Making announcements where appropriate

7. YOUR RIGHT TO OBJECT (OPT-OUT)
You have the right to object to photography or filming based on our legitimate interests. If you do not wish to be photographed or filmed, you can:

Before the event:
Email contactus@lawleylinedancers.uk with:

  • Your name
  • The event name
  • The event date

At the event:

  • Speak to a member of the organising team
  • Inform the photographer or person filming
  • Request practical steps to avoid being captured (e.g. avoiding close-ups)

After the event:
If you see an image you would like removed, please email us with details and a description of the image. We will take reasonable steps to remove it where you are identifiable.

While we will make every reasonable effort to respect opt-outs, we cannot guarantee that individuals will never appear incidentally in wide-angle crowd shots. However, we will not knowingly use identifiable images of anyone who has objected.

8. WHERE IMAGES MAY BE USED
Photographs and videos may appear on:

  • www.lawleylinedancers.uk
  • Our social media channels (e.g. Facebook, Instagram)
  • Event promotion materials
  • Posters and flyers
  • Email newsletters

Once published on third-party social media platforms, their own privacy policies apply.

9. PERSONAL RECORDING BY ATTENDEES
Attendees may occasionally wish to record dances or take photographs using their own personal devices for private, non-commercial use, such as practicing choreography or sharing memories with friends.

Lawley Village Line Dance Club does not control or take responsibility for photographs or videos captured by individuals using their own devices.

Anyone choosing to record or photograph at club events must ensure that:

  • Recording is done respectfully and responsibly
  • Individuals who have asked not to be filmed or photographed are respected
  • Recording equipment such as phones, cameras or tripods are placed safely and do not create a hazard or obstruction
  • Equipment does not interfere with dancing, walkways, emergency exits or the safety of other attendees

The club reserves the right to ask individuals to stop recording or reposition equipment if it creates a safety concern or disrupts the event.

Lawley Village Line Dance Club accepts no liability for loss, damage or misuse of personal recording equipment brought to events.

10. STORAGE AND RETENTION
Images are stored securely on password-protected devices or secure cloud storage.

  • Access is limited to authorised club organisers.
  • Images are retained for up to 24 months for promotional purposes, after which they may be reviewed and deleted unless there is a legitimate reason to retain them (e.g. archive or historical record).

11. CHILDREN AND YOUNG PEOPLE
If children attend specific family-friendly events:

  • We will seek parental/guardian consent before using close-up or promotional images.
  • We avoid naming children in connection with images unless explicit consent has been provided.
  • We take extra care to ensure images are appropriate and respectful.

12. SHARING OF IMAGES
We may share images with:

  • Professional photographers or videographers working on our behalf
  • Website hosting providers
  • Social media platforms

We do not sell or trade personal data.

13. YOUR DATA PROTECTION RIGHTS
Under UK GDPR, you have the right to:

  • Request access to images in which you appear
  • Request erasure (where applicable)
  • Object to processing
  • Request restriction of processing
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://ico.org.uk

We encourage you to contact us first at contactus@lawleylinedancers.uk so we can resolve any concerns quickly and informally.

14. UPDATES TO THIS POLICY
We may update this policy occasionally. The latest version will always be available on our website: www.lawleylinedancers.uk

Effective Date: 31/01/2026
Last Reviewed: 31/01/2026