At ArtReach, the safety, well-being, and privacy of the children and families we serve are always our first priority. We believe every child deserves a safe and supportive environment to explore creativity, express themselves, and connect with their community. As technology and the ways we share information continue to evolve, we recognize the importance of being thoughtful and responsible when capturing, storing, and sharing photographs, videos, and audio recordings of the children who participate in our programs.

This policy explains how ArtReach handles media involving children, how we work to protect their privacy, and the choices available to parents and legal guardians.

Our Approach to Photographing and Recording Children

ArtReach may photograph, film, or record audio during programs, workshops, events, and other organizational activities to document student experiences, celebrate creativity, share program impact, and communicate our mission. We only use identifiable photographs, videos, or audio recordings of children for purposes authorized through a parent or legal guardian’s media release permission.

We are committed to:

• Prioritizing children’s safety, dignity, and well-being in all media captured and shared
• Using photographs and recordings respectfully and in ways that reflect the positive experiences of our programs
• Avoiding unnecessary identifying information, including children’s full names, personal contact information, schedules, or specific location details
• Respecting a child’s comfort level and wishes regarding being photographed or recorded
• Never using a child’s image or recording in a way that is inappropriate, misleading, exploitative, or harmful
  

How We Use and Share Media

With appropriate parent or legal guardian permission, ArtReach may use photographs, videos, and audio recordings for organizational and educational purposes, including:

• ArtReach’s website and digital communications
• Social media accounts and community outreach
• Newsletters, fundraising campaigns, and promotional materials
• Educational presentations, reports, and grant materials
• Public presentations, exhibitions, and organizational publications
  

Media may be shared through third-party platforms, including social media and website services, to help us communicate our work and reach our community. ArtReach does not sell children’s photographs, videos, or recordings, nor do we authorize their use for unrelated commercial advertising.

Artificial Intelligence (AI) and Emerging Technology

We recognize that artificial intelligence and other emerging technologies create new considerations for children’s digital privacy and safety. ArtReach is committed to using technology responsibly and maintaining appropriate safeguards when handling media involving children.

Our commitments include:

• We do not use identifiable photographs, videos, or voice recordings of children to train artificial intelligence models
• We do not use children’s images or recordings for facial recognition, biometric identification, or other forms of biometric profiling
• We do not knowingly upload identifiable media of children to public AI tools or services that use submitted content to train or improve their models
• We do not use AI-generated alterations or representations of a child’s likeness or voice in a misleading, inappropriate, or unauthorized manner
• When technology or third-party services are used to support our communications or media production, we take reasonable steps to ensure those services are appropriate for our purposes and that children’s privacy is respected
  

ArtReach will continue to evaluate new technologies and update our practices as needed to protect the children and families we serve.

Third-Party Websites and Social Media

ArtReach may use trusted third-party services to manage our website, communications, media, and social media presence. When authorized media is shared on platforms such as Instagram, Facebook, or other public websites, it may become accessible to individuals outside of ArtReach. These platforms operate under their own privacy policies and terms of service, and content may be copied, shared, downloaded, or redistributed by others.

Although ArtReach takes reasonable precautions when sharing media, we cannot guarantee how third parties or members of the public may use or distribute content once it has been published on an external platform.

We encourage parents and guardians to consider these limitations when providing media permission.

Changing or Withdrawing Media Permission

Parents and legal guardians may change or withdraw their media permission at any time. We understand that families’ preferences may change, and we respect the right of every parent or guardian to make decisions about their child’s privacy.

To change or withdraw permission, simply contact ArtReach San Diego and let us know that you would like to update your child’s media release status.

Once we receive your request:

• We will update our records to reflect your decision
• We will stop taking and using new identifiable photographs, videos, or audio recordings of your child for authorized media purposes
• We will make reasonable efforts to remove previously published content from ArtReach-controlled websites, social media accounts, and digital materials where removal is possible
• We will not use the affected media in future publications or campaigns
  

Please understand that we cannot guarantee the removal of materials that have already been printed, distributed, shared, downloaded, or reposted by third parties. We also cannot control copies retained by external platforms or individuals outside of ArtReach.

Withdrawing media permission will never affect a child’s ability to participate in ArtReach programs, workshops, events, or other activities. We will continue to welcome and support every child regardless of their family’s media preferences.

Storage and Protection of Media

ArtReach takes reasonable steps to protect photographs, videos, audio recordings, and related information from unauthorized access, use, or disclosure.

Our practices include:

• Limiting access to media files to authorized staff and representatives who need them for organizational purposes
• Using appropriate storage and security practices for digital files
• Sharing media only for purposes consistent with the permissions provided
• Taking reasonable steps to remove or discontinue the use of media when permission is withdrawn or when the media is no longer needed
  

We retain media only as long as reasonably necessary for our organizational, educational, historical, or authorized communications purposes, subject to applicable legal and operational requirements.

Questions?

For all inquiries regarding this policy and our privacy practices, email admin@artreachsandiego.org.