Procedures for the collection, storage and use of stories, photos and video
Original version | October 2023 |
Next review | October 2026 |
Table of contents
Purpose and scope
Procedures for Collection of Images
2.1 Before collecting images and/or stories
2.2. While collecting images and/or stories
3. Storage
4. Using images 4.1 Overview 4.2. Using images on social media
1. Purpose and scope
These procedures provide guidelines for Catalpa personnel and downstream partners in the collection, storage and use of stories, photos and video.
They must be followed when collecting, storing and using stories, photos and videos of beneficiaries and/or stakeholders involved in Catalpa programming.
These procedures are intended to ensure that we implement in all our communication’s our deep respect for dignity, values, history, religion and culture of the people portrayed; ensure that the people portrayed, especially children and vulnerable adults, are protected and not endangered; and ensure that our communications are factually accurate, truthful and not likely to deceive or mislead any person.
These procedures align Catalpa with other Australian NGOs working in international development and ensure that we collect and use information ethically.
2. Procedures for Collection of Images
2.1. Before collecting images and/or stories
2.1.1 In the event of images and stories being collected as part of normal program M&E
Most of Catalpa’s images and stories are gathered to capture progress in the course of normal program design or delivery, by Catalpa personnel who are working on the project but don’t usually have a background in / training in communications. The capturing of images can occur during a field visit, a training session or other event as part of the program which for the purposes of brevity is collectively referred to as a “field visit” below.
Before Catalpa personnel are undertaking a field visit where it is anticipated that good content could be captured, the project’s Team Leader should:
Check with the Catalpa People and Culture Manager that all Catalpa personnel travelling as part of the trip have undertaken safeguarding orientation training at Catalpa which includes content about collection, storage and use of images; and are up to date regarding their safeguarding compliance checks (see note 1)
Check that any stakeholders and/or staff from downstream partners are willing to comply with Catalpa’s Code of Conduct including use of informed consent templates to use when collecting images (see templates in annexes), and
Print informed consent forms for use during the visit.
2.1.2 In the event of a specific ‘story gathering’ field trip
Specific ‘story gathering trips’ are very rare at Catalpa. If one should occur, before departing on a story gathering trip, the steps outlined under section 2.1 should be followed and additionally:
A clear photography brief should be developed to outline the types of content that is required to be gathered, and also ensure the following is completed:
Any external photographers agree that any images taken will remain the property of Catalpa and cannot be used or sold for other purposes and sign a Service Agreement with Catalpa.
2.2. While collecting images and/or stories
2.2.1. In all cases of taking images and/or collecting stories:
In all cases of images and / or stories being collected, the following requirements must be followed:
Key figures in images (and the child AND parent/guardian if the figure is a child) must provide ‘informed consent’ for the use of the image before images are captured. See section 2.2.3 for more detail on what is informed consent
Photos, films, videos, stories and other content of men, women, boys and girls must present everybody in a respectful and dignified manner that is appropriate in that cultural context
Avoid images or stories / messages that manipulate the story to portray people in a pitiful way
Ensure images and stories are honest representations of the context and the facts
Take care to ensure local traditions or restrictions for reproducing personal images are adhered to before photographing or filming
Ensure that those people whose stories are being told have the opportunity to communicate those stories themselves i.e. wherever possible record a message of and/or interview with a local person involved in the work
Photographers including Catalpa personnel must not post photos taken of adults or children during a field visit on any of their personal social media sites (Facebook, Twitter, Instagram, blog, website, etc.) unless agreement has specifically been obtained by that adult(s) for their image to be used in that way (see section 2.2.3 regarding informed consent on use of images).
2.2.2 Additional procedures to follow while collecting images of children:
While collecting images of children, the following procedures must be followed:
The child is portrayed in a dignified and respectful manner and not in a vulnerable or submissive manner.
The child is adequately clothed and not in poses that could be seen as sexually suggestive.
The child is portrayed as part of the community (in context).
The photo or image does not show anything in the background which could identify the village or school where the child is located
Catalpa do not record or publish details which would reveal the location of children or their families. Before taking a photo of a child, check that nothing is captured in the frame of the photo (e.g. signage, emblems) that may reveal specific location details. This includes:
Do not record the names of villages, small towns or suburbs where children or their families’ live — Do use district, region or province names instead.
If the child and their family lives in a suburb of a large city with a population of more than 100,000 people, it is okay to record the city’s name, but not the specific suburb or settlement.
Do not record the names of schools unless the school is directly relevant to how the content is being used i.e. the photo is for a section of a report on progress of the project in relation to that school. E.g. it is fine to capture the name of a school for an education program as it is relevant; do not capture when the name of the school is not relevant / needed as it is an additional unnecessary risk.
Do not record GPS coordinates — ensure GPS location data and geo-tagging functions are turned off on your camera or mobile phone before taking any images (see footnote 2). Please also ensure that this information is not recorded in an image file’s metadata. Please select and follow the instructions in the relevant consent document (see Attachments). A clear photograph of the relevant consent document must be taken and stored with the images as evidence of this consent.
2.2.3. How to ensure informed consent is obtained for all images and stories
What is informed consent?
Informed consent means the person understands:
who you are and why the content team is interviewing, photographing and filming them;
basic aspects about Catalpa’s project about which the information and images are being collected;
exactly how and where their image, name, story and place of residence will be used and the potential extent/reach of the coverage. You must explain that it will be used widely and potentially internationally (it is useful to carry examples with you); over what time period the content will be used and that they can nominate a shorter consent period if they wish;
that participation is entirely voluntary and they can withdraw their permission at any time now or in the future, for use of all, or any part of the content without any repercussions whatsoever.
the potential risks, dangers and consequences of their name, face and words appearing online, in print and the media, potentially around the world.
And then gives Catalpa permission to:
collect photos, film, audio and/or stories, in whole or part;
use this material in the manner outlined or agreed to;
use their first name (or agreed pseudonym) and location; and
show their face or collect images which hide their identity;
If someone places any restrictions on the terms of consent, please record these clearly in the consent form (see Attachments) so they can be filed with the relevant images.
To obtain informed consent, key figures in images need to be informed of what the photo will be used for, where it will be used, how long it will be kept and how the individual can ask for the photo to be removed. They will have the right to deny either the taking of, or use of, their image without negative repercussion. They will be asked if they want their name to be changed and if they have a name they would like used.
Why is it important?
Informed consent ensures respect for the individual’s autonomy and privacy, ensures they understand the implications, purpose and potential use of the photo, and avoids harming the individual through the inappropriate publication of their image or their story.
When is informed consent needed and from who?
Informed consent needs to obtained in a language understood by the beneficiary and/or subject of the image i.e. if they understand the explanation in English then no translation is needed, but if the beneficiary does not understand what is being said in English then a translation should be provided either through sharing a translated pre-prepared copy of the ‘informed consent’ forms (see the annexed templates for the English language versions that can be translated before a trip) or through an interpreter
Consent must be obtained in circumstances that ensure that the individual is not coerced in any way and that they understand that they are part of a story that might be disseminated locally and globally. Guidance is provided below:
Who is the photo of? | Who do you need to obtain informed consent from? | How to get consent? |
Group of adults | You only need to get consent from those people whose faces are close up and/or are clearly visible and identifiable. If people are NOT clearly identifiable by their face or name, then in most instances you don’t have to individually get informed consent from every person captured in the frame. The exception to this is when the image may compromise someone’s human dignity (eg, a person is in the background and in a compromising state and not aware they are being photographed or filmed). You also do not need to get consent from crowds in public (for example, audiences at outdoor concerts, demonstrations, etc.) or war/conflict situations where it could mean more harm for the photographer and/or the photographed person to ask. | Use attachment 1. In large group situations, often it is easier to explain informed consent to the whole group, instead of asking anyone who does not give their consent to let you know. Sometimes a village chief may give permission on behalf of his whole community for you to film, photograph or interview community members. However, always be sure you follow this up with the individual to confirm their genuine consent.
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Group of children | The parent or legal guardian (not just a teacher) needs to be asked for consent for children. Additionally, if the child is over 10 years old they should also be asked for their consent. As above with a group of adults, you only need to get consent for children who are clearly identifiable in the frame. Do not take photos where children are in a compromised state in the background or in a state of undress. Examples of where consent is NOT required (where faces are blurry / not identifiable) at at Image 1 and 2 below for reference | Use attachment 2 to get consent from parents directly or attachment 3 if a teacher or downstream partner can obtain consent from parents ahead of time. Sometimes a school principal or teacher will offer their own consent for photos which is important for showing respect in the cultural context but this is not sufficient alone. |
Group of mixed adults and children i.e. a case study of a family | The adults need to be asked for their consent for themselves and for the children they are parents or legal guardians of; additionally if the child(ren) are over 10 years old they should also be asked for their own consent.
| Use attachment 3 |
Individual image / story of an adult | Where an adults’ face is identifiable / recognisable, adults need to be asked their consent | Use attachment 4 |
Individual image / story of a child | Where a child’s face is identifiable / recognisable, adults need to be asked their consent for the child and if the child is over 10 years old then the child should also be asked for their own consent. | Use attachment 5 |
There may be circumstances where there is no written record of informed consent (see footnote 3), in which case Template 6 - ‘file note’ should be used.
Images 1 and 2: Examples of a photo of children that does not require a parent or guardian consent as the faces are unrecognisable / unidentifiable
2.3. Treatment of images after collection
Images and footage supplied to Catalpa must be accurate and authentic representations of what was shot. A photographer is permitted to do some basic colour corrections to their images, as part of their artistic process, before uploading them to Google Drive. The following is permitted:
basic colour correction or colour grading
improving sharpness of an image
cropping which does not change context or accuracy
obvious creative treatments for design purposes that would not diminish the subject’s dignity or alter facts or context
composite image for promotional purposes i.e. superimposing Catalpa’s logo on top of a photo.
However, no changes should be made that alter the concept or context of the image or misrepresents the true picture. Examples of what not to do include:
images or footage should not be changed to duller or sepia tones, or more vivid, colourful tones, to make the situation look worse, or better, than it is
nothing should be added or removed that changes the context of the photo
people or items should not be Photoshopped out of or into images or blurred, unless it is to de-identify the face of a person whose content was not obtained or for other security or protection reasons.
a false image that has been created through manipulative cropping or flipping, nor merged together.
3. Storage
All Catalpa images should be securely digitally stored in the relevant program folder as soon as practically possible after the photos are taken. A short cut must be made to the Catalpa Team Shared Drive so that photos can be spot checked for storage compliance as required.
Only images which are compliant with the Catalpa procedures on collection of images (as per above, Section 2) should be uploaded. All requirements in Section 2 need to be followed before uploading i.e. names of children and vulnerable adults (and anyone else on request) changed and any identifying information of children and vulnerable adults (and anyone else on request) including their location (including any geotags on images - see footnote 4) must be removed before being uploaded.
Records of informed consent (images and or documents) must be saved with the relevant images and kept on record until the image is destroyed.
4. Using images
4.1. Overview
Images and messages used in Catalpa communications will be accurate, timely and relevant. Facts or statements will be checked for accuracy with the relevant program staff member (for program related facts) before publication or sourced from reputable up to date sources and the source referenced in the communication. There will be no material omissions or exaggerations of fact, and no communication which would tend to create a false impression or misunderstanding. However, names and other information which could lead to the identification of or location of vulnerable people featured in images will be altered to ensure adequate protection.
4.2 Guidance on using images and/or stories
4.2.1 In all cases of using images and/or stories
Images and stories should only be used when the following conditions can be met:
Informed consent is on file for the images / stories and that consent was obtained; and the informed consent was not withdrawn in the period between taking the photo and the use of the photo.
The origins of images is known and necessary copyright releases are held.
Across the breadth of Catalpa communications there should be a good diversity of images and messages, represent and reflect the diversity of the community including age, disability and other marginalised groups; and honestly convey the context and complexity of the situations in which local people live (i.e. illustrating the reason the need for the program and not just highlighting suffering)
The images do not in any way endanger the people they include. Names and other information which could lead to the identification or location of vulnerable people must be altered before publication to ensure adequate protection i.e. if there is a survivor / victim of domestic violence their first name only should be used and only general location.
4.2.2 In cases of using images and/or stories of children
Additionally to the general conditions above, images should only be used of children when:
There is no identifying information of the child used in the publication of images with their location i.e. its ok to say “the highlands of PNG” but not name a village where the child is from.
The child's name has been de-identified:
Catalpa do not collect or use a child’s surname or the surname of immediate family members
Further, in public materials Catalpa will use a pseudonym for children’s first names
The child's image is an honest representation of the context and the facts.
4.3 Using images from news sources and/or stock images
When “sharing” content from third parties in reports, social media or other Catalpa materials:
news stories: the original article must be re-posted so that the source is clearly identifiable. Check that content is in line with safeguarding requirements before sharing. If informed consent for subjects of images is not known but all other requirements are met AND the post is for advocacy/awareness NOT fundraising, it can be re-posted.
Stock images that Catalpa purchases and/or images originally posted by other individuals or organisations on their social media accounts:
Catalpa must be confident that all consent requirements have been followed in order to be able to share on Catalpa social media. When using images in other channels and in printed materials, informed consent from the original poster must be documented with the appropriate consent form, in the same way as any other content.
Annexes - Templates that are relevant for informed consent - see each separate document in the same folder
Attachment 6 - ‘file note’ (for use in cases where there is no written record of informed consent)
Footnotes
Safeguarding compliance checks depends on the ‘level of contact’ each role has been assessed at regarding contact with children and with vulnerable adults. Requirements for anyone travelling to project communities will include ensuring they have signed the Catalpa Code of Conduct and Child Safeguarding Policy and the PSEAH Policy; and that Catalpa’s People and Culture Manager has on file for each person a Criminal Records Check (for country of citizenship plus any country where they’ve lived for 12 months or more in the last 5 years for most roles or 7 years for a World Bank project role), plus for any “working with children” roles of Australian based personnel they are required to have the relevant state-issued Working with Children checks.
Some helpful guidance about how to do this can be found here https://www.discoverafrica.com/blog/how-to-turn-the-geotagging-feature-off-on-your-smartphone/#:~:text=Android,option%20and%20turn%20it%20off
Circumstances where there is no written record of consent could include historical photos prior to 2024, when the templates for written consent were rolled out. In these cases, file notes can act as records of verbal informed consent when this was properly obtained.
See footnote 2 for guidance on how to do this.
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