Oxton Hockey Club (OHC) is a Community Amateur Sports Club (CASC) committed to providing a safe, inclusive, and encouraging environment for all players. While photography and video recording are wonderful tools for celebrating achievement, supporting academic study, and enhancing player development, the interests, welfare, and privacy of our members remain paramount. 

How We Categorise Photography & Video

To ensure clarity and minimize administrative burden, OHC categorizes image and video capture into two distinct operational streams:

Stream A: Tactical Analysis & Educational Recording (Opt-Out)

• Scope & Purpose: Includes automated pitch-side cameras (e.g., Veo), coaching GoPros, and video evidence captured by players/guardians for academic coursework (e.g., GCSE or A-Level PE assessments)
• Consent Framework: Forms part of the core coaching offer and club activity under Legitimate Interests. 
• How to Opt Out: Members or guardians can opt out at any time by simply informing the Team Manager, Coach, Captain, or Club Welfare Officer – either verbally on pitch-side or in writing. Any verbal notifications to a manager, coach, or captain, must be communicated to the CWO as soon as is reasonably practicable so that Club records can be updated.
• Safeguards: Tactical and educational footage is stored securely in restricted-access accounts (e.g., password-protected Veo/cloud drives). It may be shared as part of a reciprocal arrangement with visiting teams’ coaching staff but is never shared publicly or on open social media channels.

Stream B: Public & Promotional Media (Opt-In via Spond)

• Scope & Purpose: Photos and video taken for club match reports, website promotion, local press, or official social media channels.
• Consent Framework: Operates on an Opt-In basis. Consent is recorded digitally during the registration process in Spond, where members/guardians review this policy and tick the consent box.
• Dual Consent: For minors (under 18), consent is required from both the young person and their parent/guardian.

When registering your membership in Spond, you are asked to review our photography preferences and tick a consent box. You can access and read our policy in full here: Photography and recorded images policy v1.3

By ticking the consent box on Spond, you agree to the following terms:

• Public & Promotional Media (Opt-In): You grant Oxton Hockey Club permission to capture and publish photographic images and promotional video footage of yourself (or your child) across official club channels – including the club website, match reports, local press, and official social media accounts – in compliance with England Hockey guidance.

• Parental Confirmation of Minor Consent (Dual Consent): If you are registering a minor (under 18), ticking the box explicitly confirms that you have discussed this with the young person and obtained their informed consent to publish their image, satisfying England Hockey safeguarding standards.

• Identity Protection & Safe Imagery Standards: Full names, ages, or locations will never be published alongside photos. Images must focus on sporting activity (individual action shots, skill execution, and team play are fully permitted), and subjects must be wearing appropriate hockey kit.

• Tactical Coaching Video (Separate Opt-Out Framework): Ticking or unticking the promotional media box on Spond does not affect internal coaching videos. Tactical analysis systems (e.g., pitch-side Veo cameras or GoPros) and educational video collection (e.g., GCSE/A-Level PE assessments) operate on a separate Opt-Out basis as part of the core coaching offer. Tactical footage is stored in password-protected accounts and is never published publicly.

• Right to Withdraw or Opt Out: You may alter your public media consent or opt out of internal tactical video analysis at any time. To do so, simply inform your Coach, Team Manager, or the Club Welfare Officer verbally or in writing.