Date initiated: 3rd January 2022

Full review: annually

Policy Statement

It is our intention to provide an environment in which children, parents and colleagues are safe from images being recorded and inappropriately used, in turn eliminating the following concerns:

• Staff being distracted from their work with children

• The inappropriate use of smart devices and cameras around children and adults

Smart Devices - administrative based staff

• Staff may need to use their work smart devices in order to carry out their role effectively. Some reasons may be to scan documents, take registers, take photos of activities and children with photo permission for marketing purposes or to share best practice, site areas for risk assessments and colleagues photos for name badges.

Smart Devices - delivery staff

• All delivery staff  may need to use their phone to take registers or in the case of emergencies e.g. first aid support required or to contact a colleague for safeguarding immediate support needed.

• Mobile phone/smart devices must be kept away from children at all times and if used in the event of support required / emergency it should be used away from the children they are managing. In the event of a colleague using a smart device to take a register of attendance the device must be used discretely and the screen out of sight of the children. 

• All staff are reminded that personal devices should not be used to take photos/images, or search the internet. 

• Staff can use work devices to play music through a portable speaker as long as the device is kept secure and away from children. Any playlists and media are approved prior to being played.

Smart Devices - parents / carers 

When parents drop off or collect their children they must have their smart phones/devices stored away in a bag or pocket. 

All Staff, Volunteers, and Visitors

• If any colleague has a family emergency or similar and is required to keep their mobile phone to hand, prior permission must be sought from the Manager.

• All colleagues, volunteers and visitors will be requested to place their bag containing their phone in an appropriate location and asked to take or receive any calls away from the children where their phone must remain.

• It is the responsibility of all colleagues to be vigilant and report any concerns to the Camp Leader.

• Concerns will be taken seriously, logged and investigated appropriately.

• Sporting Chance reserves the right to check the image contents of a colleagues phones/smart devices should there be any cause for concern over the appropriate use of it.

• Any colleague found to have their personal phone/smart device on their person and using their mobile phone/smart device without permission will automatically receive a written warning.

• Should inappropriate material be found then the Local Authority Designated Officer (LADO) will be contacted immediately. We will follow the guidance of the LADO as to the appropriate action that needs to be taken.

Cameras and Club Tablet

Photographs taken for the purpose of recording a child or group of children participating in activities or celebrating their achievements is an effective form for recording their progression, sharing with parents and for training/observational purposes. However, it is essential that photographs are taken and stored appropriately to safeguard the children in our care.

1. Only the designated setting ipad/tablet or phone is to be used to take any photos within the setting.

2. Images taken on this ipad/tablet or phone must be deemed suitable without putting the children in any compromising positions that could cause embarrassment or distress.

3. All colleagues are responsible for the location of the ipad/tablet or phone.

4. Sporting Chance colleagues must not send photos of children taken on work devices to their own personal devices.

Marketing

On occasions a colleague may visit a setting to take promotional videos or photographs using Sporting Chance approved devices.

Failure to adhere to the contents of this policy will lead to disciplinary procedures being followed.

Child use

Children who bring mobile phones or electronic devices into a Sporting Chance setting will have these removed and stored securely and returned to their parents/guardian at the end of the session.

Initiated and passed by Spencer Davies, DSL, CPO, and Company Director

3rd January 2026