Media Permissions Policy
SASVA is committed to using images and media responsibly, ethically, and with appropriate permission. This page explains how we source, track, and approve media for public use.
Our Approach to Media
SASVA uses images across its website, social media, printed materials, and event communications. We take our responsibility to image owners seriously and maintain a clear, documented process for sourcing and approving all media.
All images published publicly on SASVA's channels must have documented source and ownership information, recorded permission status, descriptive alt text, a meaningful original filename, and either a recorded no-identifiable-people result or the required consent evidence for every identifiable person. No image is published without visual review and recorded Website-owner approval. Public website images must also pass a safety review: appropriate PPE must be visible when required, or the record must explain why PPE is not applicable. SASVA does not publish website images that show people under 18.
External images — including photos from other organisations, events, news outlets, or social media platforms — require explicit written permission from the rights holder before use in any SASVA publication.
Core Principles
Source Documentation
Every image used by SASVA must have its source recorded — including the URL or physical source, the name of the photographer or creator, and the organisation or event it is associated with.
Ownership Tracking
SASVA records the name of the individual or organisation that owns each image. Where ownership is unclear, the image is treated as requiring permission until confirmed.
Written Permission
For images not owned by SASVA, written permission must be obtained from the owner before the image is published publicly. This includes social media, the website, printed materials, and any public-facing content.
Alt Text Requirement
All images used publicly must include descriptive alt text for accessibility. Alt text is recorded alongside permission and source documentation in SASVA's media management system.
Publication Approval
All website media, including gallery images, news hero images, event images and member submissions, is visually reviewed before the designated Website owner/administrator publishes it.
Safety and Age Screening
Every public website image receives a PPE/safety review. Appropriate PPE must be visible when an activity requires it; when PPE is not applicable, the reason is recorded. Images that show people under 18 are not permitted on the website.
External Source Restriction
Images sourced from third-party websites, news outlets, social media platforms, or other organisations must not be hotlinked or embedded without explicit written permission from the rights holder.
Permission Status Labels
SASVA uses three permission status labels to track the approval state of each media asset in its system.
Permission Granted
Written permission received from the image owner. Source, owner, and permission documentation recorded. Alt text documented.
Awaiting Permission
Permission has been requested from the image owner. The asset stays internal until permission is recorded.
Not Requested
Permission has not yet been requested. The asset may only be used internally and must not appear in public materials.
Internal Review
SASVA may keep working media in an internal review library while source, ownership, permission, and alt text are checked. Internal review assets are not treated as public website assets.
Submitting Media to SASVA
SASVA members can submit photos and media through the Member Portal. When submitting, members must provide:
- The source of the image (where it was taken or obtained)
- The name of the photographer or creator
- Confirmation that permission has been obtained (or that the submitter owns the image)
- Descriptive alt text for the image
- A passed PPE/safety review, with the reason recorded when PPE is not applicable
- Confirmation that no person under 18 appears in the image
- A no-identifiable-people result or non-sensitive consent-record reference
- A meaningful original filename
All submitted media is visually checked for source, ownership or written permission, identifiable-person consent or a recorded no-identifiable-people result, age, PPE and safe practice, then approved for publication by the designated SASVA Website owner/administrator. Submission does not guarantee approval or publication.
Questions About Media Use?
Contact the SASVA team for any queries about image permissions, submissions, or this policy.
Contact the Team