Photography & Media Consent

Who this applies to

• All registered members of Challengers Cricket Club
• Parents or guardians of registered members under the age of 18, who consent on behalf of the minor
• Guests and visitors at Club events, who consent by attending publicly-advertised activities
• Volunteers, board members, coaches, and any other adults present at Club activities

What we capture

In the ordinary course of running the Club, we capture and may use:

• Photographs of practices, matches, team gatherings, sponsor cheque presentations, awards nights, and Club events
• Video recordings of matches and highlights, including drone footage where authorized by the venue
• Livestream broadcasts of matches via the Club's YouTube channel or third-party platforms
• Audio, including post-match interviews, podcast recordings, and crowd ambience captured during livestreams
• Names, jersey numbers, and statistics alongside images, when used for player profiles, match reports, or scoreboards

How we use captured material

Captured material may be used for any of the following Club purposes without further specific consent, provided the use is consistent with our mission and theCode of Conduct:

• The Club's website (challengerscc.ca), blog, and members' portal
• Social media accounts (Instagram, Facebook, YouTube, X, LinkedIn) operated by or on behalf of the Club
• Public livestreams of matches and the resulting on-demand recordings
• Newsletters, fundraising appeals, sponsor pitch decks, grant applications, and annual reports
• Recruitment materials for new members and volunteers
• Training, coaching, and self-review by individual players (e.g. via C3H match replays)
• Press, media, and journalism coverage of Club events, when reasonably foreseeable from the public nature of the activity

Material is licensed to the Club perpetually and royalty-free for these uses. The Club retains the right to crop, caption, edit, and combine material with other content. The Club does not sell raw photo libraries to third parties or license imagery for commercial advertising outside the Club's own fundraising and recruitment.

Special protection for minors (under 18)

• A parent or guardian must consent to this Policy in writing on behalf of any registered member under the age of 18.
• Names of minors will not be combined with images of minors in externally-facing material (public website, public social media, public livestream graphics) unless the parent or guardian gives specific additional written consent for the named individual.
• Members'-only material — for example, internal C3H portal scoreboards visible only to logged-in members — may pair name and image. Logged-in family members can see this. The general public cannot.
• The Club does not use images of minors in fundraising appeals or sponsor decks without separate written parent/guardian consent for each named child.
• Drone footage, close-up photography, and any video that focuses on identifiable minors at length will only be used externally with parent/guardian sign-off.
• Parents and guardians may withdraw consent for their child at any time. See the “Opt-out” section below.

Opt-out and withdrawal of consent

You can withdraw or limit your consent at any time. Send an email tocontact@challengerscc.canaming yourself (or your child) and stating one of the following:

• “Withdraw my consent entirely.” The Club will exclude you from future photography, video, and livestreams to the extent reasonably possible at large public events. Existing material in archived posts or recordings will not be retroactively scrubbed (impractical for livestreams already published) but will not be re-used in new material.
• “No external use of my image.” Internal members'-only use (C3H portal, internal training reviews) is fine; external use (public website, social media, sponsor decks) is excluded.
• “No use with my name attached.” The Club may use your image but will not pair it with your name in captions, headlines, or alt text.
• “Remove this specific item.” You can request takedown of a specific photo, video, or post. The Club will comply within 14 days for items it controls. Items already shared by third parties (re-shared by sponsors, picked up by media) may be outside the Club's ability to recall.

Withdrawing photo consent does not affect your membership, eligibility to play, or any other Club rights.

Livestreams and broadcasts

The Club livestreams matches on our public YouTube channel and may stream via partner platforms when sponsored. Livestreams capture every player on the field, the umpires, scorers, dugout occupants, and members of the public who choose to attend a publicly-advertised match. By taking the field or attending a Club match, you acknowledge the live broadcast nature of the event.

Members under 18 are protected by the “Special protection for minors” section above for any non-incidental focus on them in stream graphics, lower-thirds, replays, or post-match highlight cuts. Parents who do not want their child livestreamed should notify the Club at least 48 hours before the match so we can position cameras and review on-screen graphics accordingly.

Material captured by third parties

When Club events are covered by independent press, opposing teams, parents, or unaffiliated photographers, the Club has no contractual ability to control how that material is used. This Policy governs what the Club itself does with captured material and how we handle takedown requests for material we control. For material captured and published by third parties, complaints should be directed to the publisher.

Coordination with the Privacy Policy

Photographs and recordings of identifiable individuals are personal information under PIPEDA. This Policy operates alongside the Club'sPrivacy Policy— both apply, and the more protective term governs in any conflict. Material captured under this Policy is stored, retained, and disclosed in accordance with the Privacy Policy.

Storage and retention

• Match livestreams and highlights are kept on the Club's YouTube channel indefinitely as part of the Club's history record, subject to specific takedown requests.
• Practice photos and event photos are kept for as long as they have ongoing Club value (typically 5–10 years), then archived or deleted.
• Raw photo and video files are stored on Club-controlled cloud accounts. Access is limited to board members and authorized volunteers (typically the social-media coordinator, the YouTube channel manager, and the photographer of record for that event).
• Material featuring minors is reviewed annually and items no longer needed are deleted.

Members' portal (C3H)

The Club's members' portal (C3H) is gated by individual login and only accessible to verified Club members. Material visible inside C3H — match replays, training reflection cards, internal scorecards, individual performance reviews — is not “public” for the purposes of this Policy. By using C3H you consent to the same material flowing through the Club's authorized contractors who operate the platform on the Club's behalf, under written data-protection agreements. See theSoftware & IP Ownership Acknowledgementfor the platform-operator relationship.

Questions, complaints, takedown requests

Direct any questions about this Policy, complaints about specific items, or takedown requests to the Club atcontact@challengerscc.ca. We aim to respond to takedown requests within 14 days for material under our control. Disputes that cannot be resolved by direct correspondence may be escalated under the Club's Complaint & Dispute Resolution Procedure (in development).

Consent & signature

By signing below, I confirm that I have read this Photography & Media Consent and that I have made my consent / opt-out choice. The Club will respect my choice in all future communications and materials.