Guidelines for Safe Use of Photos Online in European YMCAs

This guide sets a minimum standard for how YMCA movements in Europe use photos on websites, social media and other digital channels.
The aim is to reduce legal and reputational risk with simple, realistic rules that local staff and volunteers can follow.

Scope and limitations
These guidelines are practical advice for YMCA staff and volunteers in Europe. They do not replace national laws, safeguarding policies or legal advice. Each YMCA must follow its own national legislation and internal rules and adapt these guidelines to its context. YMCA Europe cannot guarantee that these guidelines are legally sufficient or fully compliant in every country, so national movements remain responsible for checking and applying their own legal requirements.

1. Golden rules

• Never copy photos from other YMCA websites or social media, or from random websites and Google Images, unless you have explicit written permission or a clear licence that covers your use.
• Do not assume that if a photo appears on YMCA A’s website, YMCA B can reuse it. Licences are usually limited to the original buyer and purpose.
• If you are not sure you have the right to use a photo, act as if you do not have the right. Remove it or replace it.
• Treat photos like money: if you would not be comfortable explaining your use to a lawyer or a funder, do not publish.

2. Safe sources for photos

2.1 Own photos (preferred)

• Photos taken by staff, volunteers, participants or professional photographers, where you have permission from the photographer to use them for YMCA work.
• Whenever possible, ensure you have photo/video consent from the people in the images (see section 4).

2.2 YMCA Europe official photo stock

• Flickr albums: https://www.flickr.com/photos/ymcaeurope/albums/
• These images can be used by YMCAs in Europe for communication and promotion of YMCA activities, unless otherwise stated.
• Do not resell these photos, do not use them in contexts that contradict YMCA values, and do not give them to third parties outside YMCA without checking.

2.3 Free stock photo websites with clear licences

• Unsplash – https://unsplash.com
• Pexels – https://www.pexels.com
• Pixabay – https://pixabay.com

Recommended practice: read the licence page of each platform once; for each image, avoid sensitive topics where a person in the photo might reasonably object, and be careful with visible brands, logos or artworks.

2.4 Canva (especially Canva Pro)

• Canva’s photos and graphic elements can be used for YMCA visuals, presentations and most print materials, under the Canva Content License Agreement.
• Read the current Canva Content License Agreement once and avoid high-risk uses such as merchandise for sale, logo creation or templates that will be resold or distributed as a product.

3. What is strictly forbidden

• Do not copy photos from other YMCA websites or social media (national, local or global).
• Do not copy photos from partner organisations, unless they explicitly gave you the photo and the right to use it.
• Do not copy photos from news sites, blogs, Google Images or random web pages.
• Do not assume that “if it is on Facebook/Instagram, it is free to use”.
• Do not assume that if another YMCA posted a photo, they must have a licence that also covers your use.
• Do not remove or crop watermarks, logos or credits from a photo.

4. Photo and video consent at events

All YMCA events where photos or videos are taken should follow a minimum standard:

• Include a clear consent clause in registration forms, stating that photos and videos may be taken and used for YMCA communication (websites, social media and other channels).
• Offer an easy way to opt out (for example, inform organisers in advance, use a different badge colour, or provide a “no photo” sticker).
• Remind participants at the start of the event that photos and videos will be taken.
• For minors, require signed consent from parents or guardians according to national law and safeguarding policy, and be more restrictive in how and where you publish their images.

5. If another YMCA uses your photo

• Start with a friendly, non-legal contact. Explain that the photo is yours or that you hold the licence.
• Ask them either to remove the photo or to confirm the context and agree the usage in writing if you are comfortable allowing it.
• If you paid for a licence, check the terms. In many cases, you cannot pass on the right to other YMCAs even if you would like to.
• If cooperation is difficult or the image is used in a problematic context, you can ask YMCA Europe to help mediate before any legal steps are considered.

6. If you receive a copyright claim

• Do not ignore emails or letters from rights holders or rights management companies.
• Verify whether the sender is a real company or known rights agent, and check that they identify a specific photo and where it was used.
• Remove the image immediately from all channels where it appears.
• Keep internal records: screenshots, dates, who uploaded the image, and where it came from.
• Contact your national office or legal adviser, and inform YMCA Europe if you need support or if the case may affect others.

7. Suggested minimum policy for all YMCAs

Each YMCA can adapt the following as a basic internal policy:

• We will only use photos from our own activities (with proper consent and photographer permission), YMCA Europe’s official photo stock, or licensed platforms such as Unsplash, Pexels, Pixabay, Canva or paid stock libraries, respecting their licence terms.
• We will not copy photos from other YMCA entities or external websites without explicit written permission and clarity on rights.
• We will not use images in ways that could reasonably harm, mislead or misrepresent the people depicted.
• We will include photo and video consent in event registrations wherever photos or videos are taken.
• We will designate at least one person in each YMCA as a “photo rights contact point” for questions and checks.

8. Privacy and Data Protection (GDPR)

Because GDPR is implemented differently across countries, each YMCA should follow national guidance and seek local legal advice when needed.

• Photos of identifiable individuals are usually considered personal data under GDPR.
• Having the right to use a photo from a copyright perspective does not automatically mean you can publish it.
• Consider whether individuals would reasonably expect their image to be used in the intended context.
• Avoid publishing images that reveal sensitive information, including health conditions, religious beliefs, political opinions, or other special-category data (including vulnerabilities ) unless there is a clear legal basis and additional safeguards.
• Respect requests from individuals who object to the use of their image where appropriate.
• Follow national YMCA data protection policies and consult your Data Protection Officer or responsible person when in doubt.

9. Regarding children – safeguarding

Local and national YMCA safeguarding policies always take priority over this guide.

• Avoid publishing full names together with children’s photographs.
• Do not publish information that could expose a child’s location, routine, school, accommodation or personal circumstances.
• Extra caution must be exercised when photographing or publishing images of children who may be vulnerable because of their legal, social, family, health or protection circumstances. This includes refugees and asylum seekers, children involved in safeguarding or child protection cases, survivors of abuse or violence, children in care, children with disabilities, and children participating in programmes addressing poverty, exclusion or crisis situations. Even where consent has been obtained, consider whether publication could expose the child to identification, stigma, unwanted attention, discrimination or other harm. Where any risk exists, the image should not be published

10. Follow local and/or national YMCA safeguarding policies at all times.

This guide does not replace legal advice. National movements should adapt it to their legal context and consult legal counsel when needed, especially in complex or contested cases.