Image Use Policy

1. Introduction

ADAAYE ONGD uses photographs, videos, graphics and other visual content to communicate the impact of our programmes, document our activities, promote community development projects and keep our partners, donors, volunteers and supporters informed.

We are committed to using images responsibly, respectfully and transparently. This Image Use Policy explains how ADAAYE ONGD collects, uses, stores, shares and protects images featuring programme participants, beneficiaries, employees, volunteers, partners and members of the public.

It also explains how images published on the ADAAYE ONGD website and other communication platforms may be used by visitors and third parties.

2. Scope of This Policy

This policy applies to images and visual material used through:

• The ADAAYE ONGD website
• Social media platforms
• Newsletters and email communications
• Fundraising campaigns
• Project reports and annual reports
• Printed marketing materials
• Presentations and training materials
• Press releases and media communications
• Partner and donor communications
• Community events, workshops and programme activities

The policy applies to photographs, videos, illustrations, graphics, screenshots and other visual recordings created, commissioned, received or published by ADAAYE ONGD.

3. Why We Use Images

ADAAYE ONGD may use images to:

• Document our programmes, projects and community activities.
• Demonstrate the impact of donations and partnerships.
• Promote leadership development, education and vocational training.
• Share stories of entrepreneurship and community empowerment.
• Report to donors, partners and stakeholders.
• Raise awareness about community needs and development initiatives.
• Promote events, campaigns and fundraising activities.
• Celebrate the achievements of participants, volunteers and communities.
• Maintain an accurate historical record of our work.

Images will only be used for legitimate organisational, educational, reporting, awareness or fundraising purposes.

4. Consent to Take and Use Images

Where an individual can be clearly identified, ADAAYE ONGD will take reasonable steps to explain:

• Why the image is being taken.
• How and where the image may be used.
• Whether the image may be shared with authorised partners.
• How the person may withdraw their consent or request removal.

Consent may be obtained through a written consent form, programme registration form, electronic confirmation or another appropriate and verifiable method.

Attending an ADAAYE ONGD activity does not automatically mean that a person has agreed to be featured prominently in promotional content. Participants will be given a reasonable opportunity to decline photography or videography.

Where general photographs are taken at a public event, appropriate notices may be displayed or announcements may be made informing attendees that photography or filming is taking place.

5. Images of Children and Young People

ADAAYE ONGD recognises that children and young people require additional protection.

Before publishing an identifiable image of a minor, ADAAYE ONGD will normally obtain permission from the child’s parent or legal guardian. Where appropriate, the child’s own views and agreement will also be considered.

Images of children will be selected and published in a manner that:

• Protects their dignity and safety.
• Does not expose them to embarrassment, discrimination or harm.
• Does not disclose unnecessary personal information.
• Does not reveal sensitive location details.
• Does not identify vulnerable children without proper authorisation.
• Does not present children in an exploitative, misleading or degrading manner.

A child’s full name, home address, school details, medical information or other sensitive information will not be published together with an image unless there is a clear and authorised reason to do so.

6. Respect, Dignity and Safeguarding

ADAAYE ONGD will not knowingly publish images that:

• Humiliate, exploit or stereotype an individual or community.
• Misrepresent a person’s circumstances or experiences.
• Present poverty, disability, illness or hardship in an undignified manner.
• Show a person in severe distress without proper justification and permission.
• Reveal confidential or sensitive personal information.
• Place a beneficiary, volunteer, employee or community member at risk.
• Promote discrimination, violence, hatred or harassment.
• Include nudity or inappropriate images of children.
• Falsely suggest that a person supports a particular organisation, campaign or opinion.

Individuals and communities will be represented as people with dignity, ability, identity and agency—not simply as recipients of assistance.

7. Sensitive and Vulnerable Situations

Additional care will be taken when taking or publishing images involving:

• Children and young people
• Survivors of violence or abuse
• People with disabilities
• People receiving medical assistance
• Refugees or displaced persons
• People experiencing poverty or homelessness
• Individuals involved in confidential legal or protection matters
• People whose safety may be affected by public identification

Where publication could create a risk, ADAAYE ONGD may use photographs that do not reveal the person’s face, remove identifying details, use a pseudonym or avoid publishing the image entirely.

8. Accuracy and Image Editing

Images may be cropped, resized, colour-corrected or adjusted for layout and accessibility.

ADAAYE ONGD will not deliberately edit an image in a way that:

• Changes the meaning of the original situation.
• Falsely represents what occurred.
• Damages a person’s reputation.
• Creates a misleading impression about a programme or project.
• Places an individual into a false or harmful context.

Captions, names, dates and project descriptions will be checked for reasonable accuracy before publication.

Artificial intelligence or digital editing will not be used to create a misleading representation of a real beneficiary, participant or community member.

9. Ownership and Copyright

Unless otherwise stated, images created by ADAAYE ONGD employees, authorised volunteers or commissioned photographers for the organisation remain the property of ADAAYE ONGD or the relevant copyright owner.

Some images may be used under licence, with permission from partners, photographers, stock-image providers or other third parties. Ownership and attribution requirements will be respected where applicable.

The publication of an image on the ADAAYE ONGD website does not transfer ownership or copyright to website visitors.

10. Use of Website Images by Visitors

Images published on the ADAAYE ONGD website may not be copied, downloaded, edited, reproduced, sold, distributed or used for commercial purposes without prior written permission.

Images may not be used:

• In a misleading or defamatory context.
• To falsely suggest a partnership or endorsement.
• For commercial advertising without authorisation.
• For facial recognition, biometric profiling or surveillance.
• To train artificial-intelligence systems or image datasets.
• In content that promotes discrimination, exploitation or harassment.
• In a way that places a child or vulnerable person at risk.
• After ADAAYE ONGD has requested that the image be removed.

Limited sharing of an official ADAAYE ONGD webpage or social-media post may be permitted where the content remains unchanged, ADAAYE ONGD is clearly credited and a link to the original source is included.

Permission for any other use must be requested in writing.

11. Images Submitted to ADAAYE ONGD

Anyone submitting an image to ADAAYE ONGD confirms that:

• They have the right to submit the image.
• The image does not unlawfully infringe another person’s copyright.
• Appropriate consent has been obtained from identifiable individuals.
• Appropriate parental or guardian permission has been obtained for identifiable minors.
• The image does not contain unlawful, harmful or misleading content.
• ADAAYE ONGD has been informed of any restrictions on its use.

Submitting an image does not automatically give ADAAYE ONGD unrestricted ownership. Images will only be used for the purpose agreed upon or reasonably connected to the submission.

12. Sharing Images With Partners

ADAAYE ONGD may share approved images with authorised donors, development partners, media organisations, service providers or project partners where this is necessary for reporting, communication, programme implementation or fundraising.

Partners receiving images must use them only for the authorised purpose and must respect applicable confidentiality, consent, safeguarding and copyright requirements.

ADAAYE ONGD does not sell images of beneficiaries or programme participants for unrelated commercial use.

13. Storage and Protection

ADAAYE ONGD will take reasonable measures to protect stored images against:

• Unauthorised access
• Accidental loss
• Misuse
• Unauthorised copying
• Alteration
• Disclosure
• Destruction

Access to unpublished or sensitive images will be limited to authorised individuals who require access for legitimate organisational purposes.

Images will not be kept longer than reasonably necessary for the purpose for which they were collected, subject to reporting, historical, contractual and legal requirements.

14. Withdrawing Consent

A person who previously agreed to the use of an image may contact ADAAYE ONGD to withdraw their consent or request that the image be removed from future publications.

The request should, where possible, include:

• The person’s name.
• A description of the image.
• The webpage, post or publication where it appears.
• A link or screenshot showing the image.
• The reason for the request, where relevant.

ADAAYE ONGD will review the request and take reasonable steps to stop future use or remove the image from platforms under its direct control.

Images already included in printed documents, completed reports, archived publications or material previously distributed to third parties may not always be capable of being fully withdrawn. However, reasonable steps will be taken to prevent further use where appropriate.

15. Third-Party Websites and Social Media

Images published on social-media platforms may be subject to the terms, privacy practices and technical processes of those platforms.

Although ADAAYE ONGD may remove an image from its official account, copies may remain available through shares, screenshots, search-engine records, archives or third-party accounts outside our direct control.

ADAAYE ONGD is not responsible for unauthorised copying or misuse by independent third parties, but we may take appropriate steps where misuse is reported.

16. Reporting Unauthorised or Inappropriate Image Use

Please contact ADAAYE ONGD if you believe that:

• Your image has been used without appropriate permission.
• An image places a child or vulnerable person at risk.
• An image is inaccurate, misleading or offensive.
• ADAAYE ONGD content is being used without authorisation.
• A third party is misusing images belonging to ADAAYE ONGD.
• Copyright or privacy rights may have been infringed.

Please provide sufficient information to help us identify and investigate the image.

17. Changes to This Policy

ADAAYE ONGD may update this Image Use Policy to reflect changes in our activities, communication practices, safeguarding standards, technologies or legal obligations.

The updated policy will be published on this page with a revised effective date.

18. Contact Us

For consent withdrawals, image-removal requests, copyright enquiries or questions about this policy, contact:

ADAAYE ONGD

Kinshasa, Democratic Republic of the Congo

Email: info@adaayeongd.org

ADAAYE ONGD is committed to protecting human dignity, respecting privacy and representing the people and communities involved in our work responsibly.