Lekhan Kala
Photography & Media Consent Policy
Effective Date: 3 August 2026
Review Cycle: Every Two Years
1. Introduction
LekhanKala.org (“LekhanKala,” “we,” “our,” or “us”) values photography, video, audio, and digital media to document educational activities, honor achievements, promote literacy, demonstrate impact, and engage communities.
We are committed to protecting the privacy, dignity, safety, and entitlements of all individuals featured in our media. This policy sets clear standards for obtaining informed consent before collecting, creating, storing, using, sharing, or publishing photographs, videos, audio recordings, testimonials, and other media.
This policy is consistent with internationally recognized principles, including:
* General Data Protection Regulation (GDPR)
* UN Convention on the Rights of the Child (UNCRC)
* UNICEF Ethical Code
* Keeping Children Safe Standards
* International child safeguarding best practices.
* Applicable laws of Nepal and other jurisdictions where LekhanKala operates
2. Purpose
The purpose of this policy is to:
* Value individual privacy and personal dignity.
* Obtain informed consent before capturing or using identifiable media.
* Protect children and vulnerable persons.
* Promote ethical storytelling.
* Ensure responsible media use.
* Prevent misuse or unauthorized publication.
* Build trust with participants, families, schools, volunteers, donors, and partners.
3. Scope
This policy applies to all:
* Staff
* Board members
* Volunteers
* Interns
* Consultants
* Contractors
* Media personnel
* Event photographers
* Videographers
* Partner organizations
* Third-party service providers
It covers all media created during:
* Workshops
* Conferences
* School programs
* Community events
* Training sessions
* Volunteer activities
* Online meetings
* Interviews
* Field visits
* Information campaigns
* Research activities
4. Types of Media Covered
This policy applies to:
* Photographs
* Videos
* Audio recordings
* Livestreams
* Interviews
* Testimonials
* Podcasts
* Social media content
* Promotional materials
* Documentary footage
* Website images
* Educational publications
* Marketing materials
* Printed publications
* Digital archives
5. Guiding Principles
All media activities shall follow these principles:
* Respect
* Transparency
* Informed consent
* Privacy by design
* Child safety
* Information minimization
* Dignity
* Accuracy
* Cultural recognition
* Non-discrimination
* Accountability
6. Consent Requirements
LekhanKala will obtain informed consent before using identifiable photographs, videos, or audio recordings, as required by law or corporate policy.
Consent should be:
* Freely given
* Specific
* Informed
* Unambiguous
* Voluntary
* Documented where appropriate
Individuals will be informed about:
* Why media is being collected.
* How it will be used.
* Where it may be published.
* Who may have access.
* How long it may be retained.
* Their rights concerning consent.
7. Consent for Children
Protecting children is a fundamental organizational responsibility.
For participants under the age of legal consent:
* Written consent from a parent or legal guardian is required before capturing or publishing identifiable images or recordings, unless otherwise permitted by applicable law.
* Age-appropriate explanations should also be provided to the child.
* A child’s objection or discomfort must always be respected, even if parental consent has been obtained.
Extra care shall be taken when photographing:
* Schools
* Writing clubs
* Literacy programs
* Workshops
* Camps
* Community activities
8. Special Protection Measures
LekhanKala will not knowingly publish media that could place an individual at risk.
Particular care shall be taken regarding:
* Children
* Survivors of abuse
* Victims of violence
* Refugees
* Individuals with disabilities
* Vulnerable communities
* Persons requiring confidentiality
Sensitive information shall never accompany identifiable images without explicit approval and a lawful basis.
9. Acceptable Use of Media
Media may be used for legitimate organizational purposes, including:
* Website content
* Annual reports
* Educational publications
* Social media
* Newsletters
* Grant reports
* Donor communications
* Community education initiatives
* Research dissemination
* Program documentation
* Volunteer recruitment
* Media relations
* Advocacy
Media will not be used in misleading, defamatory, discriminatory, or exploitative ways.
10. Ethical Photography Standards
Photographers and content creators shall:
* Respect personal dignity.
* Avoid stereotypes.
* Represent individuals accurately.
* Avoid sensationalism.
* Respect cultural traditions.
* Seek permission before taking close-up portraits where appropriate.
* Avoid intrusive photography.
* Give priority to safety over obtaining images.
Images should portray individuals with dignity, confidence, and genuineness.
11. Prohibited Practices
The following are strictly prohibited:
* Photographing individuals without required consent.
* Secret or covert recording.
* Publishing images that endanger individuals.
* Manipulating images in misleading ways.
* Using media for commercial purposes without authorization.
* Sharing confidential information alongside photographs.
* Using children’s images in inappropriate contexts.
* Selling participant images.
* Sharing media with unauthorized persons.
12. Identification of Individuals
Where possible, LekhanKala minimizes the use of personally identifiable information. When publishing media involving children or vulnerable persons, we generally avoid including:
* Full names
* Home addresses
* Personal phone numbers
* School addresses
* Personal email addresses
* Sensitive personal information
* GPS location data
Captions should be respectful and privacy-conscious.
13. Social Media
Photographs and videos published on social media should:
* Respect privacy.
* Follow safeguarding standards.
* Avoid exposing sensitive information.
* Comply with platform policies.
* Reflect the organization’s values.
Staff and volunteers shall not publish participant images on personal social media accounts without authorization.
14. Storage and Security
Media files shall be stored securely using appropriate technical and organizational safeguards, including:
* Password-protected systems
* Role-specific access controls
* Secure cloud storage
* Encryption where appropriate
* Backup procedures
* Audit records
* Restricted access
Access to media archives is available only to authorized personnel.
15. Retention and Disposal
Media files shall be kept only for as long as necessary for legitimate organizational, legal, historical, or educational purposes.
When media is no longer required, it shall be safely deleted or pseudonymized in accordance with LekhanKala’s Data Retention & Disposal Policy.
16. Withdrawal of Consent
Individuals may revoke their consent at any time by contacting LekhanKala.
Upon receiving a valid request, we will take reasonable steps to:
* Stop future use of the media.
* Remove images from our website and controlled digital channels where practicable.
* Cease use in future publications.
* Update internal records.
Withdrawal of consent may not affect materials already distributed in print, archived, or lawfully shared with third parties before the request.
17. Third-Party Use
Media shared with trusted partners, donors, publishers, or service providers shall be subject to appropriate contractual and privacy safeguards.
Third parties may not use LekhanKala media beyond the agreed purpose without prior authorization.
18. Copyright and Intellectual Property
Unless otherwise agreed in writing:
* Media created by LekhanKala staff or commissioned photographers for organizational purposes is the property of LekhanKala.org.
* Copyright will be respected for third-party works.
* Appropriate attribution will be provided where required.
Nothing in this policy transfers intellectual property rights belonging to participants.
19. Individual Rights
Subject to applicable law, individuals may request to:
* Access media containing their likeness.
* Correct inaccurate subtitles or information.
* Withdraw consent.
* Request deletion where appropriate.
* Restrict certain uses.
* Lodge a complaint regarding misuse of their media.
Requests will be handled in accordance with applicable privacy legislation.
20. Roles and Responsibilities
Board of Directors
Provides oversight of ethical media governance.
Executive Director
Ensures implementation and compliance with this policy.
Staff and Volunteers
* Obtain consent where required.
* Respect participant choices.
* Store media securely.
* Report any misuse or concerns.
Communications Team
* Review media before publication.
* Ensure captions are accurate and respectful.
* Maintain consent records where applicable.
21. Policy Violations
Failure to comply with this policy may result in:
* Removal of published content.
* Disciplinary action.
* Termination of volunteer or contractual relationships.
* Legal action where appropriate.
* Reporting to relevant authorities if required.
22. Policy Review
This policy will be reviewed every two years or earlier in response to:
* Changes in law
* Technological developments
* Child safeguarding guidance
* Privacy regulations
* Corporate requirements
* Lessons learned from incidents
23. Contact Us
For questions regarding this Photography & Media Consent Policy or to withdraw consent, please contact:
LekhanKala.org
Kathmandu, Nepal
Email: info@lekhankala.org
Website: https://lekhankala.org
Our Commitment
LekhanKala.org is committed to ethical storytelling that respects every individual’s privacy, dignity, and rights. We obtain and honor informed consent, protect children and vulnerable persons, and use photography and media responsibly to celebrate learning, creativity, and community, while preserving the highest standards of privacy and safeguarding,
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