Photo & Media Policy

Last Updated: 11/08/2026

Navodaya Cultural Association, Dhanori, Pune (“NCA Dhanori”, “NCA”, “we”, “us”, or “our”) may photograph and record activities conducted or attended as part of NCA events, programs, celebrations, and community activities.

This Photo & Media Policy explains how photographs, videos, and other event-related media may be captured, used, stored, and published by NCA.

1. Purpose of This Policy

NCA organizes cultural, social, religious, community, and other events throughout the year.

Photography and video recording may be used to:

Document NCA activities
Maintain an event history
Share community activities
Create event galleries
Promote future events
Communicate with members and the wider community
Highlight cultural and community participation

This policy is intended to explain NCA’s approach to event photography and media.

2. Where Photography May Take Place

Photography or video recording may take place at NCA-organized or NCA-supported activities, including:

Cultural programs
Festivals
Religious celebrations
Community gatherings
Meetings
Workshops
Competitions
Performances
Volunteer activities
Membership activities
Fundraising or community initiatives
Other NCA events and programs

Photography may be carried out by NCA representatives, volunteers, photographers, event coordinators, or authorized service providers.

3. Event Photography

During an event, photographers may capture:

General crowd photographs
Performances
Stage activities
Decorations
Event venues
Group activities
Volunteers
Organizers
Participants
Stallholders
Other aspects of the event

Some photographs may naturally include identifiable individuals.

NCA may use such photographs for legitimate organizational, documentary, community, and promotional purposes as described in this policy.

4. NCA Website Gallery

NCA may publish photographs and videos from events in the event gallery on its website.

Gallery content may include:

Event photographs
Group photographs
Performance photographs
Cultural activities
Festival celebrations
Volunteer activities
Behind-the-scenes event activities
Photographs of event participants
Photographs of stalls and stallholders

Gallery photographs may remain available after an event to maintain an archive of NCA activities.

5. Social Media and Promotional Use

NCA may use event photographs and videos on official NCA communication and promotional channels, including:

NCA website
Official social media accounts
Event announcements
Event reports
Digital publications
Community communications
Promotional materials

NCA will aim to use photographs in a respectful manner and in connection with the event or activity from which they were captured.

6. General Event Photography vs. Featured Photography

NCA distinguishes between general event photography and photographs where an individual is the primary or prominent subject.

6.1 General Event Photography

General event photography may include photographs where individuals appear as part of:

A crowd
A public event
A group activity
A performance
A ceremony
A general event scene

These photographs may be used for event documentation, galleries, community communications, and promotional purposes.

6.2 Featured or Individual Photography

Where a person is specifically selected as the primary subject of a photograph for a promotional or other featured purpose, NCA may seek appropriate consent where reasonably necessary.

This may apply to:

Individual portraits
Featured members
Award recipients
Volunteers
Performers
Featured stallholders
Promotional campaigns
Interviews or profile content

7. Photography of Children

NCA events may be attended by children and families.

NCA recognizes that photographs involving children require additional care.

Where children are specifically featured in promotional or individual photography, NCA may seek permission from a parent or legal guardian where appropriate or required.

Parents or guardians who have concerns regarding photographs involving their children may contact NCA using the details provided below.

NCA will take reasonable steps to handle requests concerning identifiable images of children appropriately, subject to applicable law and the circumstances in which the photograph was taken.

8. Photography by Event Attendees

Attendees may take photographs and videos during NCA events, subject to:

Venue rules
Event-specific instructions
Privacy and safety considerations
Applicable laws
Respect for other participants

Attendees should avoid photographing or recording individuals who have clearly indicated that they do not wish to be photographed.

Attendees must not use photography or video recording to harass, intimidate, exploit, or otherwise harm another person.

9. Commercial Photography

Commercial photography, professional filming, promotional shoots, or photography conducted for business purposes may require prior permission from NCA and/or the event venue.

Commercial photography contact: management@ncadhanori.org

NCA may impose additional conditions or restrictions for commercial photography.

10. Stallholders and Vendors

Stallholders and vendors may appear in event photographs or videos.

NCA may photograph:

Stall displays
Products displayed at the event
Stall branding
Stallholders
Customer activity around stalls
General event scenes

Such photographs may be included in event galleries or NCA promotional communications.

Stallholders should inform NCA in advance if they have a specific concern regarding identifiable promotional use.

11. Photographer and Service Provider Use

NCA may engage photographers, videographers, event agencies, volunteers, or other service providers to document events.

Where applicable, such service providers may process event photographs and recordings on behalf of NCA for authorized purposes.

NCA will take reasonable steps to ensure that authorized service providers handle such media appropriately.

12. Storage of Event Photographs and Videos

NCA may retain event photographs and videos for:

Historical records
Event archives
Website galleries
Community documentation
Future promotional use
Organizational records

There may not be a fixed deletion period for photographs that form part of NCA’s historical event archive.

However, NCA may review published media and remove or replace content where reasonably appropriate.

13. Requesting Removal of a Photograph

If you are identifiable in a photograph or video published by NCA and have a concern about its publication, you may contact NCA.

Please provide:

Your name
Contact information
The event name
Approximate event date
Link to the photograph/page, if available
A description of the photograph
Reason for the removal request

Photo removal request email: management@ncadhanori.org

NCA will review the request and determine the appropriate action based on the circumstances, applicable law, the purpose of the publication, and any relevant consent or authorization.

Possible actions may include:

Removing the photograph
Replacing the photograph
Blurring an identifiable individual
Cropping the photograph
Restricting further use
Declining the request where there is a legitimate reason to retain or use the photograph

A removal request does not automatically guarantee removal in every circumstance.

14. Previously Published Photographs

Photographs may have been published on the NCA website, social media platforms, printed materials, or other communication channels before a request is received.

NCA will make reasonable efforts to address appropriate removal requests from channels that it directly controls.

NCA cannot guarantee removal of copies that have been:

Reposted by third parties
Shared by other individuals
Downloaded by users
Published on third-party websites
Included in independent social media posts

15. Respectful Use of Images

NCA will aim to use event photographs in a respectful and contextually appropriate manner.

NCA will not knowingly use photographs in a manner intended to:

Defame an individual
Misrepresent an individual’s participation
Harass or embarrass a person
Promote unlawful activities
Create a misleading association

16. Image Editing

NCA may perform reasonable technical editing of photographs, including:

Cropping
Resizing
Compression
Brightness or exposure correction
Format conversion
Minor quality adjustments

NCA will avoid edits intended to materially misrepresent an individual’s participation or conduct.

17. Copyright and Ownership

Copyright in photographs and videos may belong to the photographer, NCA, an authorized media service provider, or another rights holder depending on how the content was created and commissioned.

NCA will use media in accordance with applicable rights and permissions.

A person appearing in a photograph does not necessarily own the copyright in that photograph.

If you believe that NCA has published media without appropriate authorization or in violation of your intellectual-property rights, please contact NCA with the relevant details.

18. User-Submitted Photographs

NCA may sometimes invite members or participants to submit photographs or videos for publication.

By submitting content to NCA, the submitter represents that:

They have the necessary rights or permissions to submit the content
The content does not knowingly infringe another person’s rights
The content is not unlawful
The content does not contain malicious material
They have obtained necessary permissions from identifiable individuals where appropriate

NCA may review and decide whether submitted content will be published.

Submission does not guarantee publication.

19. Privacy

Photographs and videos that identify individuals may constitute personal information depending on the circumstances and applicable law.

NCA will handle personal information associated with event photography in accordance with its Privacy Policy and applicable data-protection requirements.

20. No Guaranteed Photography

NCA does not guarantee that a particular individual, performance, stall, activity, or event will be photographed.

Similarly, inclusion in an event photograph does not guarantee that the photograph will be published.

NCA may select photographs based on quality, relevance, available space, event coverage, and other editorial or organizational considerations.

21. Contact for Photography Concerns

For questions, concerns, or requests relating to event photographs or videos, please contact:

Navodaya Cultural Association, Dhanori, Pune

Email: management@ncadhanori.org