📸 Media Release Policy – Windsor Chess Club

Windsor Chess Club (WCC) is committed to maintaining a safe, respectful, and transparent environment for all participants.
This policy explains how event-related photos and videos may be collected and used, especially when working with children and families.

🎯 Purpose of This Policy

WCC’s Media Release Policy ensures that:

  • Participants understand how images and videos are used
  • Privacy and safety are respected
  • Parents and guardians are informed about media use involving minors
  • WCC maintains compliance with community, school, and youth program standards
  • All media use supports positive promotion of chess in Windsor–Essex

📷 Media Collection at Events

During WCC activities, authorized staff or volunteers may capture:

  • Event photos
  • Short video clips
  • Group activity images
  • Award ceremony photos
  • Tournaments, lessons, and school program activities

Media is collected only for legitimate club purposes.

🎯 How Media May Be Used

With consent, WCC may use media for:

  • Windsor Chess Club website
  • Social media posts
  • Tournament announcements and results
  • Flyers, posters, and newsletters
  • School partnership updates
  • Community outreach
  • Press releases or media coverage (as appropriate)

WCC does not sell images or share them with third parties for commercial gain.

👶 Media Use for Minors (Under 18)

Because many participants are children, WCC takes extra precautions:

  • Consent is assumed only when participating in the event, unless an opt-out request is submitted
  • No identifying images of minors will be used if a parent/guardian opts out
  • Children who are opted out will be excluded from identifiable photos
  • In group settings, we avoid capturing identifiable images of opted-out participants

Children’s privacy is always a top priority.

📝 Consent Statement (Applies to All Participants)

Participation in any WCC courses, competitions, programs, or events constitutes consent for WCC to use event-related images or videos for promotional, educational, and informational purposes. No compensation will be provided.

This includes adults, youth, parents, volunteers, and spectators appearing in event photos.

🚫 Opt-Out Procedure

If you prefer not to be photographed or recorded:

A written opt-out request must be submitted to:
📧 windsorchesscluboffical@gmail.com
At least 5 business days prior to the event.

After an opt-out request is received, WCC will:

  • Avoid capturing identifiable images of you/your child
  • Exclude you from group photos where possible
  • Refrain from using any previously unpublished media
  • Remove posted media upon reasonable request

✔ Your Rights

All participants and parents/guardians have the right to:

  • Opt out of media use
  • Request removal of a posted photo
  • Change consent preferences at any time
  • Ask for clarification about how images are used

WCC will respond promptly to all requests.

🛡️ How Media Is Stored and Protected

WCC stores media files securely.
Only authorized club organizers are allowed access.
Raw footage is not shared outside the club except with collaborating schools or partners when appropriate.

📬 Contact Information

For questions, opt-out requests, or media removal requests:

📧 info@windsorchessclub.com windsorchessclub2025@gmail.com
📞 +12269753806

WCC is committed to protecting the privacy and dignity of every participant.

Please download the document:

Windsor_Chess_Club_Fillable_Media_Permission_Form_WithWelcomeDownload