This policy outlines the guidelines and expectations regarding the recording of audio and video during any event, meeting, or activity conducted by Wendy Haynes and/or Chani Grieve. The purpose is to ensure the protection of privacy, compliance with applicable laws, and the promotion of a respectful and inclusive environment.
Scope: This policy applies to all employees, contractors, participants, visitors, and any other individuals attending or participating in events organized by Wendy Haynes and/or Chani Grieve.
- No audio or video recording is permitted without explicit consent from all individuals involved. Consent must be obtained before initiating any recording.
- Participants and attendees shall be informed in advance if audio or video recording will take place during an event. Clear notices will be provided at the entrance to all venues and verbally indicated. Online participants will be asked to indicate by clicking the Zoom notice, that they accept recording is taking place.
- Only individuals appointed by Wendy Haynes and/or Chani Grieve with explicit responsibilities for recording are allowed to conduct such activities. Unauthorized recording is strictly prohibited.
Purpose of Recording:
- Recordings may be made solely for the purpose of documentation, training, and promotional material and will not be used for any other purpose without additional consent.
Privacy and Confidentiality:
- Recorded material must be handled with care to maintain the privacy and confidentiality of individuals involved. Any release or publication of recorded material requires additional consent.
Access and Storage:
- Access to recorded material is restricted to authorized individuals and will be stored securely. Recordings will be retained for 25 years and then securely deleted unless otherwise required by law.
Compliance with Laws:
- All recordings must comply with applicable laws and regulations, including but not limited to privacy and data protection laws.
- Violation of this policy may result in disciplinary action, up to and including termination of employment or contract.
Review and Updates: This policy will be periodically reviewed to ensure its effectiveness and relevance. Any updates or amendments will be communicated to all relevant parties.
Acknowledgment: By participating in Wendy Haynes and/or Chani Grieve events, individuals acknowledge and agree to comply with this Audio and Video Recording Policy.