MEDIA CONSENT POLICY - Sai Seva Sangh

Effective Date: 11 March 2026

This policy applies to all staff, volunteers, interns, program associates, donors, visitors, and any individual who captures or shares content related to Sai Seva Sangh or its beneficiaries.

Sai Seva Sangh recognizes the power of storytelling, photography, and social media in raising awareness and driving support for our mission. At the same time, we have a fundamental duty to protect the dignity, privacy, and safety of the children and families we serve — particularly given that our beneficiaries are underprivileged girls who may be vulnerable.

This policy establishes clear standards to ensure that all media and communications involving Sai Seva Sangh are ethical, respectful, safe, and legally compliant — including under India’s Protection of Children from Sexual Offences (POCSO) Act, 2012, and the Digital Personal Data Protection Act, 2023.

1. Purpose & Scope

This policy governs:

Photography and video of children, beneficiaries, and program activities.
Use of images and stories in print, digital, and social media communications.
Social media conduct by staff and volunteers in relation to Sai Seva Sangh.
Consent procedures for capturing and publishing media.

It applies across all platforms — including Instagram, Facebook, YouTube, WhatsApp, X (Twitter), LinkedIn, newsletters, websites, and any other public or semi-public channel.

2. Core Principles

Dignity First: Every individual — especially children — must be portrayed with dignity, respect, and in a positive, empowering light.
Consent is Mandatory: No image, video, or personal story of a child may be captured or published without prior written consent from their parent or guardian.
Accuracy: All content shared must be truthful and must not exaggerate or misrepresent the organization’s work or impact.
Safety: The privacy and physical safety of children must never be compromised for the sake of content.
Minimum Necessary Information: Publish only the information necessary to tell the story — avoid identifying details that could put a child at risk.

3. Photography & Video — Standards

a) Who May Capture Images

Only authorized staff, volunteers, or designated media personnel may photograph or film children in program settings.
Personal devices (phones, cameras) must not be used to photograph children unless explicitly authorized by the program coordinator.
Visitors, donors, and guests must seek permission from the program coordinator before taking any photographs during site visits.

b) What You May Photograph

Group activities, program settings, and infrastructure — where children are not individually identifiable or where consent has been obtained.
Events, workshops, or ceremonies where guardians have been informed and consent forms are in place.
Program materials, learning tools, and general environment photos that do not feature children.

c) What You May NOT Photograph

Capturing or sharing prohibited images — even privately — constitutes a serious breach of this policy and may violate Indian law.

Never photograph a child without prior written consent from their parent or guardian.
Never photograph children in a state of undress or in any manner that could be considered sexualized, demeaning, or exploitative.
Never capture images that expose a child’s vulnerability, poverty, or distress in a way that strips them of dignity.
Never photograph children in medical, counselling, or sensitive program settings.
Never photograph a child who has explicitly indicated — verbally or through body language — that they do not wish to be photographed.

d) Image Standards

Children should be fully and appropriately dressed in all images.
Images must reflect the child’s strengths, capabilities, and participation — not passivity or helplessness.
Where possible, photographs should focus on the child’s actions or work rather than their face alone.
Images must be accurate and not manipulated to misrepresent program activities or outcomes.

4. Consent Procedures

a) Written Consent Required

Before capturing or using any image, video, or personal story of a child beneficiary, written consent must be obtained from:

The child’s parent or legal guardian (mandatory for all children under 18).
The child themselves, where age and maturity permit — in an age-appropriate manner.

Consent forms must clearly specify:

The purpose for which the media will be used (e.g., website, annual report, social media campaign).
The platforms or publications on which it may appear.
The right to withdraw consent at any time.

b) Scope of Consent

Consent obtained for one purpose (e.g., internal report) does not automatically extend to another (e.g., public social media post).
Consent must be renewed if the intended use changes significantly.
Consent is voluntary. No child or guardian should feel pressured to consent.

c) Consent Forms

Sai Seva Sangh will maintain a standard Media Consent Form, available in English and regional languages. Signed consent forms must be retained securely by the organization for a minimum of 3 years.

d) Withdrawal of Consent

Any guardian or beneficiary may withdraw their consent at any time. Upon receipt of a withdrawal request, Sai Seva Sangh will promptly remove or cease use of the relevant content where practicable. Requests should be submitted to: saisevasangh99@gmail.com

5. Use of Images & Stories in Communications

a) Permitted Use

Program impact reports and annual reports.
Official website content (with consent and minimal identifying information).
Fundraising campaigns — with guardian consent and only in an empowering, dignified manner.
Grant applications and donor communications (internal use, anonymized where possible).
Awareness campaigns pre-approved by organizational leadership.

b) Anonymization Standards

Where full anonymization is appropriate (e.g., for highly sensitive cases), Sai Seva Sangh will:

Use a pseudonym or first name only.
Avoid publishing the child’s school, neighborhood, or family details.
Crop or blur identifying features where necessary.
Use representative (stock or generic program) images instead of the actual child’s photograph.

6. Social Media Guidelines for Staff & Volunteers

a) Personal Social Media

When posting content related to your volunteering or work with Sai Seva Sangh on your personal social media accounts:

You may share general, positive updates about your experience with prior coordinator approval.
Do not tag the organization’s official accounts without permission.
Do not post photographs of children — even in group or background settings — without express organizational authorization.
Do not post content that reveals the location, identity, or personal details of any child beneficiary.
Do not share confidential program information, internal reports, or data.
Clearly state that your views are personal and do not represent those of Sai Seva Sangh.

b) Official Organizational Accounts

Only authorized staff members may post on behalf of Sai Seva Sangh’s official social media channels. All content must be:

Approved by the program or communications coordinator prior to posting.
Consistent with this policy and our organizational values.
Free from identifying information of children unless full consent is in place.
Factually accurate and not misleading.
Respectful, inclusive, and aligned with our mission.

c) Responding to Comments & Messages

Do not engage with hostile, abusive, or inappropriate comments on official accounts — escalate to the coordinator.
Never share personal information about donors, beneficiaries, or staff in public comment threads.
If approached by media or journalists via social media, do not respond independently — refer to the organizational spokesperson.

d) Prohibited Social Media Conduct

The following actions are strictly prohibited and may result in immediate termination of engagement.

Posting images of child beneficiaries without consent, regardless of platform or audience setting.
Making statements that misrepresent Sai Seva Sangh’s work, values, or financials.
Sharing confidential donor, beneficiary, or organizational information.
Posting offensive, discriminatory, defamatory, or politically divisive content in connection with the organization.
Using the organization’s name or logo without authorization to advance personal interests.

7. Media Visits & External Journalists

If media representatives, journalists, or documentary filmmakers request access to program sites or beneficiaries:

All media visits must be pre-approved by organizational leadership.
A staff member must accompany the media team at all times during the visit.
Separate media consent forms must be signed by guardians for any filming or photography of children.
The organization reserves the right to review and approve content before publication.
Any misuse of access or breach of consent terms will result in immediate revocation of access and may result in legal action.

8. Storage & Security of Media

All images and videos of beneficiaries must be stored in a secure, password-protected organizational repository — not on personal devices.
Access to the media archive is restricted to authorized staff only.
Media files must be deleted from personal devices once transferred to the organizational system.
Media files must not be shared with third parties without organizational authorization.

9. Breach of This Policy

Any breach of this policy will be treated seriously and may result in:

Immediate suspension from volunteer or staff activities pending investigation.
Permanent removal from the organization.
Reporting to relevant law enforcement or child protection authorities.
Legal action under applicable provisions including the POCSO Act, 2012, and the IT Act, 2000.

Sai Seva Sangh will not retaliate against any person who reports a breach of this policy in good faith.

10. Policy Review

This policy will be reviewed annually, or sooner if required by changes in law or significant incidents. The next review is scheduled for 31 March 2027.

11. Contact

For questions about this policy, consent forms, or to report a concern:

Email: saisevasangh99@gmail.com

Website: https://saisevasangh.org

Address: Door No#5-240/2, Sai Seva Sangh,Behind Sriramulu Theatre, HP Road,Moosapet, Hyderabad – 500018

We are committed to addressing your concerns promptly and transparently.

Sai Seva Sangh — Empowering Girls, Transforming Lives