Media Release Policy
Scope.
This policy applies to all Xplor programmes and events, including XTASC (Xplor Tactical Adventure & Survival Course), where photographs, video, and audio (“media”) may be created.
Principles.
• The safety, dignity, and privacy of children and young people come first.
• We only capture and use media where we have a clear purpose and a lawful basis.
• We minimise personal data, store it securely, and retain it only as long as necessary.
Lawful basis.
• Consent for identifiable images/recordings used for promotion or publication.
• Legitimate interests for wide-angle, non-identifiable crowd shots documenting activities or health & safety (we avoid identifying features wherever practicable).
What we may capture.
• Photos and short video/audio clips of activities, skills practice, team tasks, showcases, and end-of-term expeditions.
How media may be used (with consent).
• Internal educational use and training.
• Xplor’s website, social media, printed materials, presentations, and PR.
• Partner/school channels strictly related to the programme (never for unrelated advertising).
Programme media activities (XTASC).
• Media skills are part of the curriculum. Participants may film each other using cameras, GoPros, and drones under staff supervision.
• These recordings are for training/assessment and internal programme outputs (e.g., session reviews, showreels shown to the group). Parents must consent for their child to take part in these activities.
Drones & equipment.
• Operated only by trained staff or under direct supervision with pre-activity risk assessment and area control.
• No flights over crowds; face-on close-ups avoided unless essential and consented.
Ownership & licence.
• Media created by Xplor (or on our behalf) is owned by XPLOR Adventure Academy Ltd.
• By consenting to promotional use, you grant Xplor a royalty-free, worldwide, non-exclusive licence to use, edit, reproduce, and publish the media for lawful promotional, educational, and PR purposes. No compensation is due.
Safeguards & rules.
• No personal details (full names, contact info, school class lists) will accompany images of children online.
• Geotagging/metadata is stripped where practicable.
• We do not tag minors on social media.
• Two-adult supervision policy applies to organised filming sessions.
• Contractors/photographers must comply with this policy and Xplor safeguarding procedures.
Storage & security.
• Secure, access-controlled storage.
• Working media for marketing: retained up to 5 years from capture (or less if no longer needed).
• Programme/training media: retained up to 2 years from programme end, then deleted or anonymised.
• Where a piece forms part of an official campaign or printed asset, we may retain the final edited deliverable for archive/legal record.
Parent sharing.
• Do not share media showing other people’s children without the other parent’s permission.
• If you share your own child’s image, check your privacy settings first.
Opt-out management.
• If a child does not have promotional consent, staff will mark registers and use a visible indicator (e.g., wristband/sticker) and position the child appropriately to avoid capture in close-ups.
Withdrawal of consent.
• You may withdraw consent at any time by emailing [insert email].
• Withdrawal cannot retrospectively remove media already printed, published, or shared by third parties, but we will cease future use and remove/replace content under our control where reasonably possible.
Data protection.
• Data Controller: XPLOR ADVENTURE ACADEMY LTD/ XPLOR LLC-FZ.
• Contact: info@xplor.world
• You have the right to access, rectification, erasure, restriction, and objection. We respond within one month.
Complaints.
UK Registration number 15972459
