Approved 28 August 2026

Photography, Media and Data-Retention Policy

The AP401 Youth Empowerment Conference respects every participant's privacy and right to choose whether they are photographed or recorded.

1. Photography and recording

Only photographers and media personnel authorised by the organisers may take official photographs or recordings.

Before photographing identifiable participants, the authorised person must explain what will be captured, its specific purpose and where it may be published or displayed, and must obtain the participant's consent, which may be verbal.

Participants may decline without giving a reason and without affecting their participation in the event. Their decision must be respected immediately.

2. Permitted photography areas

Official photography is allowed only in clearly public event areas and during public programme activities.

Photography is not permitted at or inside participants' vehicles; during private conversations, gatherings or rest periods; in toilets, changing areas or similar private spaces; while someone is distressed, receiving medical attention or otherwise vulnerable; or wherever a person could reasonably expect privacy.

Attendance at the event does not automatically constitute consent to photography or recording.

3. Use and publication

Before obtaining consent, participants must be told the intended use and destination of the material—for example, the event website, an approved church report or a named social-media account.

Photographs and recordings must not be used for an undisclosed purpose or published through an undisclosed channel without further consent.

4. Website data, survey results and deletion

Personal information collected through the AP401 website will be retained only until 19 October 2026, exactly one month after the event.

On that date, registration records; raw survey responses; information capable of identifying individual respondents; uploaded information; identifiable exports; databases; and recoverable backups under the organisers' control will be permanently deleted. The AP401 event website will also be permanently removed.

Anonymous statistical summaries may be retained in the final event report as part of the church's institutional records. These summaries must describe participants only as a group and must not contain names, individual responses, identifying quotations or information that could reasonably be traced to a particular person.

5. Questions and concerns

Participants may report unwanted photography or raise privacy concerns with an event organiser or authorised usher. The organisers must promptly stop the activity and appropriately address material captured without valid consent.