Girlguiding Terms and Conditions

The following Terms and Conditions outline what is required by a user of Asset Bank, Girlguiding’s digital asset management system.

The T&Cs are subject to updates so please familiarise yourself with them on a regular basis.

If you have any questions, please contact a member of the Commissioning team.

The misuse of images, videos, case studies and consent forms could be a breach Girlguiding’s data protection policy and the Data Protection Act 2018. This misuse could result in your account being terminated.

If you become aware of a data breach, accidental or otherwise, please contact the Data Protection team as soon as possible.

Once your account is created, you will need to be inducted before being assigned to the correct user group. Sharing usernames and passwords is not allowed and accounts that show evidence of site or password misuse will be terminated. If you have any queries on inductions or your user group please contact the commissioning team.

Images and videos

Copyright

All images and videos residing in Asset Bank, Girlguiding’s asset management system will meet one of the following conditions:

• Girlguiding owns copyright, meaning either: 1) a Girlguiding staff member or 2) a person contracted by Girlguiding produced the content.
• Girlguiding does not own the copyright but the copyright owner has granted Girlguiding permission to publish the content. - This permission will be recorded on the site and specified in the image or video’s description.
• Girlguiding has purchased the rights to publish the content through an external agency, such as a stock photography provider.

Therefore, all copyright remains with Girlguiding, and the photographer/videographer (if specified in the image or video’s description)

• When shared with the press or a partner, all images and videos should be credited to Girlguiding - and the photographer/videographer if specified in the image description.  

Consent and use of images and videos

All images and videos must be stored on Asset Bank, not on personal desktops or servers.

Consent

• All identifiable images and videos stored on Asset Bank must have consent.
• Consent forms and headshots will only be accessible to administrators.
• Personal information given on consent forms is ONLY for the purpose of recording consent and cannot be used for any other reason.

Girlguiding’s permissions for usage are defined on the consent forms as:

• Girlguiding digital and printed communications and publications
• Girlguiding social media and websites
• Girlguiding internal publicity
• Girlguiding marketing, advertising or press
• Girlguiding partners for their communications

Consent is given on an opt in basis.

When viewing an image or video, you’ll be able to see what image restrictions apply to each asset and you should bear this in mind when selecting an image.

Where no restrictions are visible, one of the following apply: the image contains no faces or faces are unidentifiable; instances of visible faces occur in a large group setting and deemed unidentifiable; full consent was obtained for images with visible faces.

For more information on consent or the consent process, please speak to the Commissioning team.

Sharing and downloading

• When selecting images and videos for lightboxes, you should check the permissions and ensure they match your intended usage – this will help avoid rejection at download.
• Only select user groups will have permission to request download – this will be covered in your induction.
• When requesting to download an image, you must give as much detail as possible about what the image will be used for and where. Especially when if the image will be sent to press or a partner
• People now have the right to request where and how their data has been used. This means if a member, girl, parent or anyone else who’s appeared in a photo or video would like to know where their image has been used, we have to provide this information. Therefore, the ‘download request information’ that you provide at the point of download must be accurate.
• By downloading images from Asset Bank, you are agreeing to follow the terms of use for each image (defined under consent and copyright) and you can only use it as stated in your ‘request for download’. Users will be held responsible for inappropriate use.
• You must delete all images and videos after use. Images and videos must always be redownloaded each time they are required so usage can be tracked.
• If you want to share an image or video with the press or a partner (with approval), you are responsible for reiterating the usage terms and deletion policy, violation of these terms would be a data breach.

Deleting or archiving images and videos

• Images and videos will be stored on Asset Bank for three years from the shoot date.
• After three years, images and videos can no longer be used and so will be removed from Asset Bank and stored in an archive.
• If an image or video that you’ve previously downloaded or shared is due to expire, you will receive a notification email 30 days before expiry and again on the expiry date. It’s your responsibility to ensure the images and/or videos are not used in new materials or communications after this time.
• If consent is withdrawn, related images will be archived. If you’ve downloaded these images, you’ll be notified via email. These images cannot be used in new materials or communications and you must take practical steps to replace the image in past materials.

Uploading

• For an image to be successfully accepted onto the system the consent process must have been followed. Please contact the Commissioning team for more information about the consent process.
• When uploading an image, video, consent form or any other asset, the outlined upload process must be followed, including use of the correct naming convention. Please refer to supporting materials on Asset Bank or contact the Commissioning team with any questions.
• Only select user groups will have permission to upload assets – this will be covered in your induction. If you’re unsure if you have permission to upload, please contact the Commissioning team
• By agreeing to these T&Cs, you accept that without the correct consent the image will not be approved and will be requested for resubmission or rejected by the administrator.

Brand assets

For advice on how to use brand assets please refer to Girlguiding's Brand guidelines, which you can download from Asset Bank. Or for further assistance contact the Commissioning team

Any questions about the terms and conditions should be addressed to the Commissioning team.