Participation is separate from publicity
A person should not have to agree to public photographs or stories simply to take part in an activity. A refusal should not disadvantage a participant.
What the consent request should say
The request should identify the project, type of media, intended channels, likely audiences, how long material may be used, whether a name will be included and who may receive it. Website, social media, grant reporting, local press and national press should not be hidden inside vague wording.
Young people
Consent arrangements must reflect the young person’s age and understanding, the delivery partner’s procedure and safeguarding assessment. Where parental or guardian consent is required, the young person’s own wishes should still be respected.
National Grid Community Matters Fund
For the Design for Futures grant, the award email asks for participant or parental/guardian consent before photographs are taken or shared, clear in-focus images with two or more people, and print-quality files. Empty-room or equipment-only images are not suitable for that media purpose.
Safe image practice
Check backgrounds, badges, screens, documents, location details and file metadata for information that should not be visible. Avoid pairing a child’s full name with unnecessary identifying detail.
Withdrawing a choice
Contact privacy@thehwbco.com to withdraw future use where consent is the basis. It may not be possible to recall printed material or copies already published by independent media; this limit must be explained before consent is given.
Records and review
Each approval should record who agreed, the exact wording and version, date, expiry or review point, channels and restrictions. Media files and consent evidence need access controls and a retention rule.