PERMISSION AND IMAGE-USE AUTHORISATION FOR PHOTOGRAPHY, FILMING AND RECORDINGS DURING COLÁISTE CHAMUIS COURSES

The courses run by Coláiste Chamuis (‘An Coláiste’) are group-based, residential, cultural, and educational and for promotional purposes An Coláiste intends to make a short film and to take photographs and video footage during each course of the various activities of the students and teachers, including games, classes, céilís, activities in the houses where appropriate and supervised, Irish-language activities, cultural activities, performances, group events and outings.

The film and the photographs are intended to showcase the offerings and activities of An Coláiste and will be used in promoting our educational work with young people and the Irish Language. Pictures may be used for An Coláiste’s brochure and other promotional material and may also be viewed on An Coláiste’s website and other online social media platforms including but not limited to Facebook, YouTube, Instagram, Snapchat and similar platforms or services used by An Coláiste from time to time.

Photographs, films, video footage, audio recordings and creative works may also be used for educational, cultural, Irish-language, archival, community, media, public-relations and promotional purposes connected with An Coláiste.

An Coláiste may, from time to time, work with external photographers, filmmakers, editors, designers, artists, production companies, partner organisations, cultural bodies, educational bodies, media professionals or other approved collaborators. These external collaborators may take, receive, edit, store, use or publish images or recordings of students only where this has been authorised by An Coláiste and is consistent with this permission.

An express permission and image-use authorisation for each student is therefore required for participation in the course.

Where exceptional child-safety, safeguarding, court-order, privacy or welfare concerns arise in relation to a particular student, the parent/legal guardian must contact An Coláiste before the relevant course begins so that their participation/exclusion from participation can be considered.

Only parents/legal guardians of students on courses run by An Coláiste may sign and provide the permission and image-use authorisation below.

In reliance on the confirmations provided below by signing this form electronically, the parent/legal guardian:

  • grants permission for the student to be photographed, filmed and, where relevant, recorded during appropriate An Coláiste course activities; and

 

  • authorises An Coláiste to use such photographs, films, recordings and related creative works for the purposes set out below.

 

An Coláiste confirms that:

 

  1. Any photography or filming in accommodation settings will be limited to appropriate, supervised, communal course activities;

 

  1. External collaborators working on behalf of, or in collaboration with, An Coláiste are required to comply with An Coláiste safeguarding, child-protection, confidentiality, data-protection and image-use requirements. Where appropriate, An Coláiste will put in place written terms with external providers dealing with confidentiality, security, restricted use, retention, deletion or return of files, limits on sub-contracting, and compliance with applicable data-protection law.

 

  1. External collaborators are not permitted to use student images or recordings for unrelated independent purposes, commercial licensing, artificial-intelligence training, facial-recognition systems, image-generation tools, synthetic media tools, or unrelated projects unless this has been expressly approved in writing with An Coláiste and is covered by appropriate permission.

 

  1. External collaborators are not permitted sell, misuse, manipulate or repurpose images or recordings of students, and must not create or assist in creating synthetic, sexualised, misleading, derogatory, discriminatory, harmful or AI-generated content involving students.

 

  1. Where photographs, films, recordings or creative works are produced as part of an activity of An Coláiste or an approved collaboration, An Coláiste may submit or allow the submission of such work for awards, competitions, exhibitions, festivals, screenings, showcases, grants, cultural programmes, Irish-language initiatives, media features, prize nominations or similar opportunities. This may involve sharing the relevant work, or excerpts from it, with judges, organisers, funders, sponsors, media partners, exhibition venues, festival platforms, award bodies or similar organisations. If a work is shortlisted, nominated, selected or successful, it may be displayed, screened, published or referred to in related publicity. An Coláiste will consider the privacy, dignity, welfare and safety of students before submitting or publicising such work.

 

  1. An Coláiste will not use the personal details or full names of any child. An Coláiste will also avoid publishing home addresses, private contact details, accommodation details, private timetable information, precise student-location information or other unnecessary identifying information alongside images or recordings. In general, students will not be named unless this is necessary, appropriate and separately approved.

 

  1. An Coláiste will take reasonable and proportionate precautions to reduce the risk of the misuse of images online, including the possibility that photographs, videos or recordings published online could be copied, downloaded, screenshotted, altered, scraped, indexed, republished, misused or used in connection with artificial-intelligence tools, including image-generation tools or platforms such as Grok or similar services. These measures may include reviewing images and recordings before publication, limiting or avoiding use of names or identifying details, avoiding publication of sensitive location, timetable or accommodation information, limiting access to original files, using appropriate storage and transfer methods, using official An Coláiste accounts and approved channels, and requiring external collaborators not to use student images for AI training, facial recognition, synthetic image generation or unrelated purposes.

 

  1. An Coláiste does not guarantee absolute control over images or recordings once they have been published online, shared with approved third parties, submitted to competitions or awards, included in printed material, screened publicly, or otherwise lawfully placed in the public domain. Parents/Guardians accept that other people, organisations, websites, platforms or AI services may copy, download, screenshot, scrape, alter, share or misuse material without the knowledge or permission of An Coláiste.

 

  1. On An Coláiste becoming aware of any suspected misuse of a student’s image or recording, it will consider all appropriate steps including seeking removal, reporting the matter to the relevant platform, notifying Parents/Guardians and where necessary contacting An Garda Síochána, reporting to Hotline.ie or Coimisiún na Meán and following all applicable safeguarding, child-protection and data-protection procedures.

 

I confirm that I am the parent/legal guardian of the student named below and that I have read and understood this permission and image-use authorisation form. I understand that this permission covers photography, filming, recording, editing, publication, sharing, promotion, collaboration with approved external parties, and potential submission to awards, competitions, festivals, exhibitions, screenings, showcases, grants, prize nominations and similar opportunities as described above.

I understand that An Coláiste will take reasonable and proportionate steps to manage the photography, filming, recording, storage, publication and sharing of student images and recordings responsibly, but that An Coláiste cannot guarantee that published or shared material will never be copied, altered, misused or further shared by others.

I hereby give permission and authorisation for my child to be photographed or filmed during participation in appropriate activities on An Coláiste course(s) for the purposes listed above.

NOTES:

  • Parents/legal guardians may withdraw their permission and authorisation by contacting An Coláiste.
  • An Coláiste will take all steps as are reasonably practicable to prevent the relevant student being filmed/recorded or photographed following such withdrawal.
  • Any such withdrawal will not affect the permission and authorisation provided up to the date of withdrawal and An Coláiste may use all material already taken, printed, published, posted online, submitted, screened, archived or lawfully shared.
  • An Coláiste will keep photographs, films and recordings only for as long as reasonably necessary for the purposes explained in this form and in the privacy statement of An Coláiste (attached hereto).
  • Raw or unused photographs and recordings will be deleted when they are no longer required, subject to practical, legal, archival, safeguarding or administrative requirements.
  • Selected final photographs, films, published materials and archive materials may be retained for educational, cultural, promotional, historical or archival purposes connected with An Coláiste.

 

 

Coláiste Chamuis Privacy Statement:

  • All personal data collected regarding you and your child is collected, used and managed for the purposes of processing applications, developing and delivering courses for Coláiste Chamuis and providing you with information in respect of same.

 

  • This may include the processing of photographs, films, video footage, audio recordings and related creative works where this is connected with the purposes explained in this permission and image-use authorisation.

 

  • Coláiste Chamuis Teo , telephone 091 593162, is the Controller of the data collected.

 

  • Siobhán Bairéad is the Data Protection Officer at An Coláiste Chamuis.

 

  • Data-protection queries, including queries about this permission and image-use authorisation, may be directed to Coláiste Chamuis marked for the attention of Siobhán Bairéad.

 

  • Our electronic system for collecting data and payments is a secure system designed to provide appropriate security and data-protection safeguards under applicable data-protection law, including the General Data Protection Regulation. The terms and conditions and full privacy policies are available on your dedicated online account.

 

  • You have the right to request us to delete personal data held and withdraw permission at any time, without affecting the lawfulness of processing based on permission or consent before its erasure or withdrawal. You have the right to lodge a complaint with a supervisory authority.

 

  • These rights may include rights of access, rectification, erasure in certain circumstances, restriction of processing in certain circumstances, objection where applicable, and withdrawal of consent or permission for future use where the processing is based on consent or permission. Withdrawal will not affect lawful use that has already taken place before withdrawal.