These Terms & Conditions apply where Tom Major (“the Photographer”) is commissioned to photograph sporting, educational, recreational or other activities involving children or young people under the age of 18.

They supplement the Photographer’s standard Terms & Conditions and are intended to establish clear responsibilities regarding safeguarding, photography permissions, image use, storage and publication.

1. Safeguarding Responsibilities

The safety and welfare of children and young people is of paramount importance.

The Client remains responsible for the safeguarding and supervision of all children and young people participating in the activity or event.

The Photographer attends solely in a professional photography capacity and does not assume responsibility for the supervision, care or safeguarding management of participants.

The Client must ensure that the Photographer is informed of any relevant safeguarding procedures, restricted areas or specific requirements before photography begins.

The Photographer will comply with reasonable safeguarding instructions provided by the Client, venue, school, nursery, club or event organiser.

2. Photography Permissions & Consent

Before photography begins, the Client is responsible for ensuring that all permissions and/or other lawful arrangements required for the photography and intended use of identifiable images have been appropriately established.

Where parental or guardian consent is required, the Client is responsible for obtaining and maintaining appropriate records of that consent.

The Client must clearly inform the Photographer of any child or young person who must not be photographed or whose image must not be published.

A practical and reliable method of identification should be agreed before photography begins.

The Photographer cannot reasonably be expected to independently determine the consent or safeguarding status of individual participants without clear information being provided by the Client.

If a child or young person indicates that they do not wish to be photographed, the Photographer will respect that request wherever reasonably practicable and will not deliberately continue photographing that individual.

3. Intended Use of Photography

The Client must ensure that parents, guardians and, where appropriate, participating children understand the intended uses of the photography.

Depending on the agreed commission, these uses may include:

• Websites

• Social media

• Printed flyers, brochures and posters

• Digital and print advertising

• Email marketing

• Public relations and press coverage

• Promotional materials relating to the Client’s activities

The Client should not materially expand the use of identifiable images beyond the purposes communicated when permissions were obtained without first considering whether further permission or another appropriate lawful basis is required.

4. Image Selection & Safeguarding

The Photographer will use professional judgement when selecting images for delivery and will avoid knowingly supplying imagery that could reasonably be considered inappropriate, demeaning or unnecessarily intrusive.

Particular care will be taken when photographing children and young people in sporting environments.

Where reasonably practicable, the Photographer will avoid images that:

• Place unnecessary emphasis on intimate or private areas of the body

• Depict children in potentially embarrassing or compromising circumstances

• Include personal information that unnecessarily identifies a child

• Reveal sensitive information that could create a foreseeable safeguarding risk

Where the Photographer has a reasonable safeguarding concern regarding a particular image, the Photographer reserves the right not to deliver or publish that image.

5. Publication of Images

Once final photographs have been securely delivered, the Client is responsible for deciding which images it chooses to publish and where those images are published.

The Client should carefully consider the safeguarding implications of publishing identifiable photographs of children on publicly accessible websites, social media accounts, advertising platforms and other online services.

Where appropriate, consideration should be given to avoiding unnecessary combinations of identifiable photographs with information such as a child’s full name, home location, school, regular activity schedule or other information that could increase safeguarding risks.

6. Online Publication, AI & Third-Party Misuse

The Client acknowledges that photographs made publicly available online may potentially be viewed, copied, downloaded, captured, redistributed or otherwise accessed by third parties beyond the control of either the Client or the Photographer.

Modern technologies may also enable photographs to be altered, manipulated or incorporated into artificially generated content using artificial intelligence or other digital technologies.

This creates potential risks including unauthorised:

• Copying or redistribution

• Creation of fake or misleading imagery

• AI-generated alteration or manipulation

• Facial or identity-based manipulation

• Inappropriate or exploitative use

• Publication on websites or platforms outside the control of the Client or Photographer

Neither the Photographer nor the Client can completely prevent third parties from copying or misusing material that has been lawfully placed into the public domain.

The Photographer cannot accept responsibility for unauthorised copying, redistribution, manipulation, AI-generated alteration or other misuse by unrelated third parties after an image has been lawfully published by the Client or another authorised party, except to the extent that responsibility arises from the Photographer’s own acts, omissions or legal obligations.

The Client is encouraged to consider these risks when determining which images of children are appropriate for public publication.

7. Commercial Usage Licence

Unless otherwise agreed in writing, the Client receives a non-exclusive licence to use delivered photographs for its own legitimate promotional and marketing purposes.

This may include:

• The Client’s website

• Organic social media

• Paid digital advertising

• Printed promotional materials

• Flyers and posters

• Email marketing

• Public relations relating to the Client

• Promotion of the photographed activities, sessions or events

Copyright in all photographs remains with the Photographer unless expressly assigned in writing.

The Client may not sell, commercially license or transfer the photographs to unrelated third parties for their independent commercial use without prior permission.

Partner schools, nurseries, clubs or venues may be permitted to use selected images specifically to promote the Client’s activity or partnership, provided that such use is consistent with the permissions obtained for the individuals depicted.

8. Photographer’s Portfolio & Promotional Use

Where photographs contain identifiable children or young people, the Photographer will not assume that copyright ownership automatically provides permission to use those images for the Photographer’s own marketing.

The Photographer will only use identifiable images of children for portfolio, website, social media, awards, advertising or other self-promotional purposes where appropriate permission has been confirmed for that use.

Permission granted to the Client to publish photographs does not automatically constitute permission for the Photographer to publish those same photographs independently.

Where appropriate permission has not been confirmed, the Photographer will keep identifiable youth imagery private and use it only for fulfilment of the commissioned work and other lawful purposes.

9. Secure Delivery & Storage

Final photographs will be delivered using an appropriate digital delivery method, such as a private online gallery, secure download service or direct file transfer.

The Photographer will take reasonable measures to protect photographs while they remain under the Photographer’s control.

Access links or passwords intended for private galleries should not be publicly distributed unless the gallery has specifically been created for public access.

The Client becomes responsible for the security of downloaded copies stored within its own systems, devices, cloud storage or accounts.

10. Image Retention

The Photographer may retain original and edited image files for a reasonable period for backup, fulfilment, legitimate business administration and any other lawful purpose.

Images containing identifiable children will not be retained indefinitely without a legitimate reason.

Where appropriate, retention periods may be determined according to the nature of the commission, contractual requirements, safeguarding considerations and applicable data-protection obligations.

The Photographer does not guarantee permanent archival storage unless this has been specifically agreed in writing.

11. Requests Concerning Images

If the Photographer receives a legitimate concern relating to an image of a child, the Photographer will take reasonable steps to investigate and respond appropriately.

Where an image is under the control of the Client, requests concerning removal from the Client’s website, social media or marketing materials should normally be directed to the Client.

The Photographer will reasonably cooperate with the Client regarding legitimate safeguarding, privacy or data-protection concerns relating to photographs supplied under the commission.

Removal of an image from websites or accounts controlled by the Photographer does not guarantee removal of copies that may already have been downloaded, shared, indexed, cached or republished by independent third parties.

12. Schools, Nurseries, Clubs & Third-Party Venues

Where photography takes place at a school, nursery, sports club, leisure facility or other third-party venue, the Client is responsible for confirming that the photography has been appropriately authorised by the relevant organisation.

The Photographer will comply with reasonable photography and safeguarding policies communicated by the venue.

If the venue imposes restrictions that materially affect the Photographer’s ability to complete the agreed brief, the Photographer will work with the Client to identify a reasonable alternative where possible.

13. Identification of Restricted Participants

Where one or more participants must not be photographed, the Client must establish a practical procedure for identifying those individuals to the Photographer.

This may include:

• A confidential briefing before photography

• Identification by an authorised staff member

• A suitable visual identification system established by the organiser

• Restricting photography within particular groups or activities

Sensitive information about the reason a participant cannot be photographed does not need to be disclosed to the Photographer unless necessary for safeguarding purposes.

The Photographer only requires sufficient information to reliably avoid photographing or delivering identifiable images of the relevant participant.

14. Accidental Capture

At busy sporting events, group activities and public environments, it may not always be possible to prevent a restricted individual from appearing incidentally in the background of every photograph.

Where the Photographer has been clearly informed that an individual must not appear in published imagery, reasonable efforts will be made during selection and editing to exclude identifiable images of that person from the final delivered gallery.

The Client should notify the Photographer promptly if a restricted individual is inadvertently identified within a delivered image so that appropriate action can be considered.

15. Reporting Safeguarding Concerns

If the Photographer witnesses or becomes aware of conduct during an assignment that raises an immediate safeguarding concern, the Photographer may report that concern to the Client’s designated safeguarding lead, event organiser or other appropriate authority.

Nothing within these Terms & Conditions prevents the Photographer from taking appropriate action where there is a genuine concern regarding the safety or welfare of a child.

16. Client Confirmation

By accepting a quotation or proceeding with a booking involving children or young people, the Client confirms that:

• It has reviewed these Youth Sports Photography Terms & Conditions.

• Appropriate safeguarding arrangements are in place for the activity.

• The necessary photography and publication permissions or other lawful arrangements will be established before photography takes place.

• The Photographer will be clearly informed of any participant who must not be photographed or published.

• The intended use of the photographs has been appropriately communicated to parents, guardians and participants where required.

• The Client understands the inherent risks associated with publishing identifiable photographs of children online, including the possibility of unauthorised copying, redistribution and AI-enabled manipulation.

These Terms & Conditions should be read alongside the Photographer’s standard Terms & Conditions, quotation and any specific written agreement relating to the commission.

Tom Major Media

Youth Event & Sports Photography Terms & Conditions