Guidelines for Recording and Storage of Video Content of events with Minor Participants

Kilkenny GAA is committed to ensuring the safety and well-being of all its participants, particularly those under the age of 18. These guidelines outline the procedures for recording, storing, and using video content of events (including games) with minor participants for coaching and game review purposes. These guidelines are in accordance with all applicable laws and regulations regarding the privacy and protection of minors. For the purpose of this guide, a minor is a member of any Kilkenny GAA club who is under the age of 18. 

Link to form to submit a recording request: https://forms.office.com/e/yY9BsZUmyk

 

  1. Purpose of Recording
  • Video recording of training, games, and related events involving minor participants will only be conducted for the following purposes:
  • Coaching: To provide feedback to players, improve individual and team performance, and enhance coaching strategies.
  • Game Review: To analyse game footage for tactical development, identify areas for improvement, and support fair play.
  • Under no circumstances will video recordings be used for any other purpose, including but not limited to:
  • Public entertainment or broadcasting without additional, specific consent (see Section 3).
  • Disciplinary actions, except where the video evidence directly relates to a serious breach of the organisation’s code of conduct, and is handled in accordance with established Kilkenny GAA disciplinary procedures.
  • Commercial purposes or marketing without explicit, separate consent.
  1. Consent Requirements
  • Parental/Guardian Consent: Written consent from the parent(s) or legal guardian(s) of each participant under the age of 18 is mandatory before any video recording takes place.
  • Informed Consent: The consent form must clearly and comprehensively explain:
  • The purpose of the video recording (coaching and/or game review).
  • The specific types of events or activities that may be recorded (e.g., all games, specific practices).
  • How the video recordings will be stored (see Section 4).
  • Who will have access to the video recordings (see Section 5).
  • The duration for which the video recordings will be retained (see Section 6).
  • The process for withdrawing consent (see Section 7).
  • Contact information for any inquiries or concerns.
  • Consent Form: A standardised consent form will be developed and used by Kilkenny GAA. This form will be provided to parents/guardians at the time of registration or at the start of the season.
  • Ongoing Consent: Consent will be valid for the duration of the current season/program. At the start of each new season/program, updated consent must be obtained.
  • No Exclusion: No participant will be excluded from participating in the sport or activity if their parent(s)/guardian(s) do not consent to video recording for coaching and game review purposes. Alternative arrangements will be made to ensure the participant receives coaching and feedback, to the extent possible without the use of video.
  1. Additional Consent for Other Uses
  • If Kilkenny GAA wishes to use video recordings for purposes other than coaching and game review (e.g., promotional materials, website, social media), separate, explicit written consent from the parent(s)/guardian(s) will be obtained. This consent will specify the intended use, the audience, and any potential risks.
  1. Storage of Video Recordings
  • Secure Storage: All video recordings will be stored in a secure manner to protect the privacy of the participants. Acceptable storage methods include:
  • Password-protected digital files on secure servers.
  • Encrypted external hard drives stored in a locked, access-controlled location.
  • Cloud storage services that comply with relevant data protection regulations (e.g., GDPR, CCPA).
  • Restricted Access: Video recordings must be stored in a location where access is governed through an official @gaa.ie email address. Access to video recordings will be strictly limited to authorised personnel, via their official @gaa.ie email address including:
  • Coaches directly involved with the team or participant.
  • Designated team staff responsible for game analysis.
  • Technical staff responsible for maintaining the storage systems.
  • Organisation officials with a legitimate need to access the footage (e.g., for internal review, under strict protocols).
  • For all requests for access to video recordings, the request must be received from, and will only be granted to, an email account with the domain @gaa.ie
  • Prohibited Storage: Video recordings will not be stored on personal devices (e.g., personal laptops, smartphones) or unsecured cloud storage services.
  1. Access to Video Recordings
  • Limited Access: Access to video recordings will be granted only to those individuals outlined in Section 4.
  • Parental Access: Parents/guardians will have the right to review video recordings in which their child appears, under the supervision of authorised personnel. Requests for access must be made in writing to the Kilkenny GAA Children’s Officer.
  • Participant Access: Participants who are mature enough to understand the content of the videos, as determined by the coaching staff in consultation with the parent/guardian, may also review the recordings for their own development.
  • No Distribution: Under no circumstances will video recordings be distributed to individuals or entities outside of Kilkenny GAA without explicit written consent from the parent(s)/guardian(s). This includes sharing via email, social media, or other electronic means.
  1. Retention of Video Recordings
  • Retention Period: Video recordings will be retained only for as long as necessary to fulfil the purposes outlined in Section 1.
  • Maximum Retention: Unless otherwise required by law, video recordings will not be retained for longer than One (1) Year after the end of the season or program.
  • Secure Deletion: After the retention period, video recordings will be securely deleted or destroyed. For digital files, this will involve using a method that ensures the data cannot be recovered. For physical media (e.g., DVDs), this will involve physical destruction.
  1. Withdrawal of Consent
  • Right to Withdraw: Parents/guardians have the right to withdraw their consent for video recording of their child at any time.
  • Written Notification: To withdraw consent, parents/guardians must submit a written notification to Kilkenny GAA Children’s Officer at the official email address.
  • Cessation of Recording: Upon receipt of the written notification, Kilkenny GAA and relevant clubs will cease recording the participant as soon as reasonably practicable.
  • Deletion of Existing Recordings: If requested in the written notification, Kilkenny GAA and relevant clubs will delete any existing video recordings of the participant, provided that the recordings are not required to be retained by law or for other legitimate purposes (e.g., an ongoing investigation into a serious incident). Clubs performing the recording will confirm in writing when the videos have been deleted.
  1. Compliance and Enforcement
  • Policy Dissemination: These guidelines will be made available to all coaches, staff, volunteers, participants, and parents/guardians.
  • Training: All coaches and staff involved in recording or handling video footage will receive training on these guidelines and the importance of protecting the privacy of minors.
  • Policy Review: These guidelines will be reviewed and updated periodically to ensure compliance with current laws and best practices.
  • Non-Compliance: Any violation of these guidelines will be subject to disciplinary action, up to and including termination of membership or employment.
  • Reporting Concerns: Any concerns about potential violations of these guidelines should be reported to Kilkenny GAA Children’s Officer or Kilkenny GAA IT Officer at the designated email address.
  1. Amendments to Guidelines
  • Kilkenny GAA reserves the right to amend these guidelines as necessary to comply with applicable laws, regulations, or best practices. Parents/guardians will be notified of any significant changes. Page last updated 7-Mar-2026

By adhering to these guidelines, Kilkenny GAA aims to create a safe and respectful environment for all participants, while also utilising video technology effectively for the development of our athletes.