Document Code: NeftalyP357
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 21 November 2025
Next Review Date: 21 May 2026
Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCR)
NeftalyP357-1: CEO Statement on the Launch of the Neftaly Human Capital Photos Management Policy
To the Neftaly Chairperson, Neftaly Board, Neftaly Royal Chiefs, and the entire Neftaly Human Capital Community,
Photographs are more than just images — they are records of our impact, historical documentation of our progress, and powerful tools that tell the Neftaly story. The launch of the Neftaly Human Capital Photos Management Policy (NeftalyP357) ensures that all photographic content across Human Capital operations is managed responsibly, ethically, securely, and in alignment with Neftaly’s governance standards.
This policy strengthens our visual documentation processes by ensuring proper consent, storage, usage rights, quality control, archiving, and protection of personal data contained in images. It also ensures that every photo represents Neftaly’s values, professionalism, and commitment to safeguarding our people.
My message shall end here.
Signed:
Neftaly Malatjie
Chief Executive Officer, Neftaly
NeftalyP357-2: Scope
NeftalyP357-2-1: This policy applies to:
- NeftalyP357-2-1-1 All Neftaly Human Capital departments, representatives, staff, contractors, interns, and volunteers.
- NeftalyP357-2-1-2 All photos captured during Human Capital programmes, training, recruitment, events, assessments, site visits, staff activities, and operational processes.
- NeftalyP357-2-1-3 All digital and physical photos, including:
- Staff photos
- Beneficiary photos
- Event photos
- Activity documentation
- Media and publicity photographs
- NeftalyP357-2-1-4 All storage systems, archives, databases, platforms, and online systems where photos are kept or published.
NeftalyP357-3: Definitions
| Term | Definition |
|---|---|
| Photo | Any digital or printed image captured for documentation, reporting, or publicity. |
| Consent | Written or digital approval allowing Neftaly to capture, store, and use photos. |
| Image Rights | Legal and ethical permissions governing the use, distribution, or publication of photos. |
| Archiving | Long-term preservation, classification, and secure storage of photos. |
| Editing | Adjusting photos for quality improvement while maintaining authenticity. |
| Catalogue | An organised digital system or database of photos. |
| Sensitive Photos | Photos involving minors, confidential operations, or protected groups. |
NeftalyP357-4: Objectives
NeftalyP357-4-1: The objectives of this policy are to:
- NeftalyP357-4-1-1 Ensure responsible and ethical photo capturing and management.
- NeftalyP357-4-1-2 Protect the privacy, dignity, and rights of individuals appearing in photographs.
- NeftalyP357-4-1-3 Standardise storage, naming, categorisation, and retrieval procedures.
- NeftalyP357-4-1-4 Ensure legal compliance with data protection laws.
- NeftalyP357-4-1-5 Establish quality standards for photos used in official Neftaly publications.
- NeftalyP357-4-1-6 Support monitoring, evaluation, reporting, and documentation needs.
- NeftalyP357-4-1-7 Prevent misuse, loss, or unauthorised access to photographic content.
- NeftalyP357-4-1-8 Preserve Neftaly’s history through structured archiving.
NeftalyP357-5: Roles and Responsibilities
NeftalyP357-5-1 Chief Human Capital Officer (NeftalyCHCR)
- NeftalyP357-5-1-1 Oversees Human Capital photo management systems.
- NeftalyP357-5-1-2 Approves photo usage for official publications.
- NeftalyP357-5-1-3 Ensures compliance with privacy and data protection laws.
NeftalyP357-5-2 Neftaly Human Capital Documentation Unit
- NeftalyP357-5-2-1 Manages photo capturing, naming, editing, storage, and archiving.
- NeftalyP357-5-2-2 Ensures consent is properly documented.
- NeftalyP357-5-2-3 Maintains central photo catalogue.
NeftalyP357-5-3 Supervisors / Officers
- NeftalyP357-5-3-1 Capture or supervise the capturing of photos during activities.
- NeftalyP357-5-3-2 Ensure proper permissions are obtained.
- NeftalyP357-5-3-3 Submit photos and related documentation to the catalogue team.
NeftalyP357-5-4 Staff / Representatives
- NeftalyP357-5-4-1 Follow procedures when capturing or sharing photos.
- NeftalyP357-5-4-2 Report missing, misused, or unapproved photo use.
NeftalyP357-6: Procedures
NeftalyP357-6-1 Photo Capturing Guidelines
- NeftalyP357-6-1-1 Ensure clear purpose for capturing photos.
- NeftalyP357-6-1-2 Follow Neftaly Photography Standards Guide (NeftalyT357-01).
- NeftalyP357-6-1-3 Avoid capturing sensitive or private information unnecessarily.
- NeftalyP357-6-1-4 Maintain professionalism and respect cultural norms.
NeftalyP357-6-2 Consent Management
- NeftalyP357-6-2-1 Use Neftaly Photo Consent Form (NeftalyT357-02).
- NeftalyP357-6-2-2 Obtain consent from:
- All adults photographed
- Parents/guardians for minors
- NeftalyP357-6-2-3 Store consent forms securely in the consent registry.
NeftalyP357-6-3 Photo Storage and Categorisation
- NeftalyP357-6-3-1 Upload photos to the Neftaly Photo Archive System.
- NeftalyP357-6-3-2 Categorise by:
- Event
- Location
- Unit
- Date
- Activity type
- NeftalyP357-6-3-3 Use Neftaly Photo Naming Convention (NeftalyT357-03).
NeftalyP357-6-4 Editing and Quality Control
- NeftalyP357-6-4-1 Only authorised staff may edit photos.
- NeftalyP357-6-4-2 Follow quality standards:
- No excessive manipulation
- No distortion of real context
- No degrading effects
- NeftalyP357-6-4-3 Use Neftaly Editing Checklist (NeftalyT357-04).
NeftalyP357-6-5 Photo Usage
- NeftalyP357-6-5-1 Approved uses include:
- Reports
- Website content
- Social media
- Marketing material
- Annual reviews
- Training modules
- NeftalyP357-6-5-2 Must follow:
- Neftaly Branding Policy
- Neftaly Media Policy
- Neftaly Data Protection Policy
NeftalyP357-6-6 Access Control
- NeftalyP357-6-6-1 Only authorised personnel may view or download sensitive photos.
- NeftalyP357-6-6-2 Use secure storage with restricted permissions.
NeftalyP357-6-7 Archiving
- NeftalyP357-6-7-1 Archive all final photos annually.
- NeftalyP357-6-7-2 Use Neftaly Photo Archiving Template (NeftalyT357-06).
- NeftalyP357-6-7-3 Maintain permanent digital backups.
NeftalyP357-6-8 Reporting Issues
- NeftalyP357-6-8-1 Any misuse or privacy breach must be reported using:
- Neftaly Incident Report Form (NeftalyT357-08).
NeftalyP357-7: Templates, Documents and Forms
NeftalyP357-7-1: Core Templates
- NeftalyP357-7-1-1 NeftalyT357-01: Photography Standards Guide
- NeftalyP357-7-1-2 NeftalyT357-02: Photo Consent Form
- NeftalyP357-7-1-3 NeftalyT357-03: Naming Convention Guide
- NeftalyP357-7-1-4 NeftalyT357-04: Photo Editing Checklist
- NeftalyP357-7-1-5 NeftalyT357-05: Photo Submission Form
- NeftalyP357-7-1-6 NeftalyT357-06: Photo Archiving Template
- NeftalyP357-7-1-7 NeftalyT357-07: Photo Usage Approval Form
- NeftalyP357-7-1-8 NeftalyT357-08: Photo Incident Report Form
- NeftalyP357-7-1-9 NeftalyT357-09: Digital Photo Catalogue Sheet
- NeftalyP357-7-1-10 NeftalyT357-10: Restricted Photos Access Log
NeftalyP357-7-2: Extended List (2000+ templates)
Includes:
- NeftalyP357-7-2-1 Photo capture SOPs
- NeftalyP357-7-2-2 Event documentation packs
- NeftalyP357-7-2-3 Social media publication approval workflows
- NeftalyP357-7-2-4 Branding and layout templates
- NeftalyP357-7-2-5 Photography training guides
- NeftalyP357-7-2-6 Secure storage guidelines
- NeftalyP357-7-2-7 Backup and disaster recovery plans
- NeftalyP357-7-2-8 Publication release procedures
- NeftalyP357-7-2-9 Digital watermarking tools
- NeftalyP357-7-2-10 Photo audit checklists
(Full list available on request.)
NeftalyP357-8: Compliance
NeftalyP357-8-1 All photo management activities must comply with:
- NeftalyP357-8-1-1 Neftaly Governance Manual
- NeftalyP357-8-1-2 Neftaly Data Protection Standards
- NeftalyP357-8-1-3 POPIA and other national data laws
- NeftalyP357-8-1-4 Neftaly Privacy and Confidentiality Policy
- NeftalyP357-8-1-5 Neftaly Media and Communications Policy
NeftalyP357-8-2 Non-compliance may result in disciplinary action.
NeftalyP357-9: Frequently Asked Questions (Preview)
- Who is allowed to capture photos at Neftaly activities?
- How is consent obtained for staff and beneficiaries?
- What are the guidelines for publishing photos online?
- How are photos stored securely?
- What should be avoided when capturing photos?
- How do I request access to archived photos?
- What happens if a person withdraws consent?
- How is sensitive photographic information protected?
- Can photos be shared with partners?
- What is the process for reporting photo misuse?