The Vineyard Christian Community Based Organization (“Vineyard,” “we,” “us”) sometimes uses photographs, video, audio, and written stories to communicate our work, thank supporters, and celebrate impact. Because many of the people we serve are children, media use must never put anyone at risk of harm, stigma, or exploitation. This policy summarises our public commitments. It works alongside our Child Safeguarding, Privacy, and Data Protection policies. It is not legal advice.
1. Purpose
This policy explains:
- When and how we may take or use photos, video, and stories
- What consent means for children and adults
- Rules for staff, volunteers, visitors, sponsors, and partners
- How to raise a concern or request removal of media
2. Core principles
- Dignity first — portray people respectfully; never shame, sensationalise poverty, or exploit vulnerability
- Best interests of the child — if there is any doubt, do not publish
- Consent and purpose — capture and share only for clear, legitimate programme or communications purposes
- Minimisation — use the least identifying content needed to tell the story
- Safety over marketing — communications never override safeguarding or privacy
3. Children and identifiable media
We do not publish browsable individual child sponsorship profiles (names, photos, ages, school details, or personal narratives) on the public website unless a verified parental or guardian consent process specifically authorises that disclosure. See our sponsorship overview.
Where children appear in media, we aim to:
- Obtain informed consent from a parent or legal guardian before identifiable public use
- Explain how the image or story will be used (website, newsletter, partner materials, print, etc.)
- Avoid location details, school names, contact information, or sensitive welfare narratives that could identify or endanger a child
- Prefer group scenes, non-identifying angles, or programme-level storytelling where consent is incomplete or unclear
- Stop using an image or story if consent is withdrawn or a safeguarding concern arises
A child’s refusal or clear discomfort is respected even if a guardian has agreed.
4. Adults and community members
For identifiable photos or personal stories of adults (parents, volunteers, staff, partners), we seek informed consent before public use wherever practical. Event photography in open community settings may occur; we will still avoid publishing humiliating, intimate, or sensitive images, and will honour reasonable requests not to be featured.
5. What we may use media for
With appropriate consent and safeguards, media may be used for:
- Vineyard website, news posts, and impact reporting
- Newsletters and supporter updates
- Printed materials, presentations, and partnership reporting
- Internal programme records where operationally necessary (handled under access controls)
We do not sell images of children. We do not permit media to be used in ways that conflict with this policy, our values, or child safeguarding standards.
6. Staff, volunteers, visitors, and sponsors
Anyone representing Vineyard or visiting our programmes must:
- Not photograph or film children without Vineyard authorisation
- Not post identifying photos or stories of programme children on personal or organisational social media without written Vineyard approval
- Not collect private contact details from children or pressure families for content
- Hand over or delete unauthorised images of children if requested by Vineyard leadership
- Use official Vineyard channels for approved communications assets
Sponsors and partners receive updates through approved Vineyard or partner processes — not by independently publishing child identities from programme visits.
7. Storage and access
Approved programme photographs and related files are stored with appropriate access restrictions. Confidential student photos used inside Vineyard SMS are not for public browsing. Public CMS media (for example general news or gallery images) is managed separately from confidential student records. See our Data Protection Policy for broader security principles.
8. Withdrawal of consent and takedown
A parent, guardian, or featured adult may request that we stop using a particular photo, video, or story. We will make reasonable efforts to remove it from channels we control (website, future newsletters, new print runs). We may not be able to recall copies already shared by third parties, but we will not knowingly continue new publication after a valid withdrawal.
Requests: info@vineyardcbo.org (subject: “Media consent / takedown”) or our contact form.
9. Reporting misuse
If you see Vineyard-related images or stories used in a harmful, unauthorised, or identifying way, please report it promptly to info@vineyardcbo.org (subject: “Media concern”). Safeguarding risks should also follow our Child Safeguarding Policy reporting routes.
10. Related policies
- Child Safeguarding Policy
- Privacy Policy
- Data Protection Policy
- Terms & Conditions
- Child Sponsorship
11. Review
We review this policy periodically as communications practices and safeguarding guidance evolve. The “Last updated” date shows the latest revision of this page.
12. Contact
Media consent questions: info@vineyardcbo.org · Phone +254 718 329 628 · Mathare, Nairobi, Kenya