AFS Forum Media Capture Policy & Disclaimer

Policy • Version: 2022-08-14-v1 • Effective: 14 August 2022

Purpose

This Policy explains how photography, video, and audio (“Media”) are captured at the AFS Forum Summit (“Event”) and how AFS Forum (“we”, “us”) may use that Media.

Where and how media is captured

  • Accredited photographers, videographers, media partners, and authorized staff capture Media in public and programmed areas (plenary, breakouts, expo, corridors).
  • Some spaces may be designated Recording Zones and clearly signposted. Sensitive or private areas will not be recorded.

Your choices

  • Default: The Event is documented. Attendance implies the possibility of being captured in group or background shots.
  • Opt-out (“No-Photo”): Collect a “No-Photo” badge/lanyard sticker at the Help Desk. Our crews are briefed to avoid focused capture of visibly opted-out attendees. Please also avoid marked Recording Zones.
  • Front-row/spotlight: If you join a stage, panel, mic line, awards moment, or media interview, you will likely be prominently captured.
  • Minors & vulnerable persons: We require documented guardian consent for anyone under 18 and explicit consent for vulnerable persons. If this applies to you, please identify yourself at registration or the Help Desk so we can ensure appropriate handling.

What we do with media

We may use Media to document the Event and for editorial, educational, and promotional purposes, including websites, social channels, reports, press materials, livestreams, replays, training, and future event marketing. We may edit, adapt, caption, or combine Media. We do not sell individual likenesses.

Third-party media

Accredited press and partners may capture Media under their own policies. We ask them to respect our signage, “No-Photo” indicators, and minors rules, but their independent publications are not under our control. For concerns about third-party posts, contact us (see Contact) and we’ll assist where feasible.

AI and biometric safeguards

  • We do not use facial recognition or biometric identification on attendee Media.
  • We do not generate synthetic (AI-fabricated) depictions of identifiable individuals.
  • If we use AI tools (e.g., captioning, noise reduction) they are limited to non-identification post-production tasks.

Data handling & retention

  • Operational media libraries are maintained by AFS Forum and trusted processors under access controls.
  • Representative Event Media may be retained indefinitely for historical and archival purposes; raw working files are retained only as needed for production.
  • Where Media qualifies as personal data, we process it on legitimate interests (documenting and communicating about the Event) balanced against your rights and safeguards in this Policy.

Legal basis & your rights

We aim to comply with applicable laws, including the Kenya Data Protection Act (2019) and, where relevant, GDPR and other local laws for attendees from those regions. Subject to law, you may request:

  • Access to Media featuring you,
  • Restriction or objection to specific uses,
  • Takedown where feasible (e.g., our own platforms and future editions).

Note: Complete removal from already distributed materials (e.g., printed reports, third-party reposts, livestream recordings) may not be fully possible, but we’ll act reasonably and promptly.

How to opt-out or withdraw later

  • On-site: request a “No-Photo” indicator at the Help Desk.
  • Post-event: email privacy@afs-forum.org with enough detail to locate the content (URL, session, timestamp, clothing description, badge ID if available). We’ll confirm receipt and outline next steps.

Contact

AFS Forum Privacy & Safeguarding
privacy@afs-forum.org • +[country code][number]

Updates

We may update this Policy to reflect law, technology, or operational changes. Version and Effective Date appear at the top. Material changes will be signposted on site or via the website.