Media & Recording Policy

The permission, and when it is given

1. Required media permission

Photography and videography are integral to the operation, development, documentation and promotion of Apex Super League.

Accordingly, agreement to this Media & Recording Policy is a condition of participation in:

• Apex Super League trials and assessments; and
• Apex Super League itself.

A parent or legal guardian who does not agree to the required photography and videography permission should not register the player for an Apex Super League trial or accept an offered place in Apex Super League.

2. Consent during trial registration

Where a player is registered for an Apex Super League trial or assessment, the parent or legal guardian must accept the applicable media permission before completing the registration.

By submitting the registration after accepting the Media & Recording Policy, the parent or legal guardian:

• confirms that they have authority to provide the permission on behalf of the player;
• agrees that the player may be photographed, filmed and otherwise recorded during the trial or assessment; and
• permits Apex Football Group to use that media for the purposes described in this policy.

This applies regardless of whether the player is subsequently offered a place in Apex Super League.

3. Consent when accepting an Apex Super League place

If a player is offered a place in Apex Super League, required media permission forms part of the player's participation requirements.

By accepting the offered place, the parent or legal guardian confirms the continued application of this Media & Recording Policy to the player's participation in Apex Super League.

The player may therefore be photographed, filmed or otherwise recorded during relevant Apex Super League activities for the permitted purposes described in this policy.

What is recorded, and what it is used for

4. What may be recorded

Apex Football Group may photograph or record players during activities including:

• trials;
• assessments;
• training sessions;
• matches;
• finals;
• presentations;
• player-development activities;
• team activities;
• league events;
• promotional shoots;
• interviews where appropriate;
• awards or presentations; and
• other activities directly associated with Apex Football Group or Apex Super League.

Media may include:

• photographs;
• video;
• match footage;
• audio;
• interviews;
• highlights;
• short-form video;
• promotional footage;
• training footage; and
• other audiovisual material.

5. Permitted purposes

Apex Football Group may use approved media involving a player for legitimate purposes connected with operating, developing, documenting or promoting Apex Football Group and Apex Super League.

These purposes may include:

Competition operation:

• recording Apex Super League matches;
• documenting fixtures and events;
• maintaining competition records;
• reviewing match incidents;
• supporting competition administration;
• producing highlights; and
• documenting Apex Super League activities.

Coaching and player development:

• reviewing player performance;
• tactical analysis;
• technical analysis;
• coach feedback;
• player-development reviews;
• training analysis;
• educational examples;
• internal coach development; and
• staff training.

Parent Portal and player services. Media may be made available through the Apex Super League Parent Portal or another approved digital system for purposes including:

• watching matches;
• reviewing player performance;
• player-development content;
• match highlights;
• team content; and
• other Apex Super League services.

Websites. Media may be published on:

• the Apex Super League website;
• Apex Football Group websites;
• landing pages;
• registration pages; and
• other websites operated by or on behalf of Apex Football Group.

Social media. Media may be used on social-media accounts operated by or on behalf of Apex Football Group or Apex Super League. This may include:

• Instagram;
• Facebook;
• YouTube;
• TikTok where used;
• other current or future social-media platforms reasonably used by Apex Football Group; and
• short-form or long-form social content.

Advertising. Media may be used in advertising promoting Apex Football Group or Apex Super League, including:

• Meta advertising;
• social-media advertising;
• video advertising;
• digital display advertising;
• website advertising;
• remarketing campaigns where permitted;
• promotional campaigns; and
• other paid digital advertising.

Marketing and promotion. Media may also be used in:

• brochures;
• flyers;
• posters;
• banners;
• signage;
• presentation material;
• promotional videos;
• emails;
• digital communications;
• sponsorship or partnership presentations;
• public-relations material;
• news or promotional announcements; and
• other Apex Football Group promotional material.

6. Apex Football Group business use

Media may be used to promote Apex Football Group as a business, not solely the particular Apex Super League season in which the media was captured.

For example, an appropriate photograph captured during Apex Super League may subsequently be used to promote:

• a future Apex Super League season;
• Apex Football Group trials;
• Apex Football Group coaching programs;
• camps;
• competitions;
• football-development programs;
• Apex Football Group generally; or
• another football-related service provided by Apex Football Group.

Any such use must remain consistent with this policy and appropriate to the context in which the media was originally obtained.

Production, names and profiles

7. Editing and production

Apex Football Group may reasonably:

• crop;
• resize;
• edit;
• colour-correct;
• add graphics;
• add text;
• add branding;
• add music;
• combine clips;
• create highlights;
• produce advertisements;
• create compilations; and
• otherwise adapt media

for the permitted purposes described in this policy.

Apex Football Group will not knowingly edit media in a manner that is humiliating, deceptive, sexualised, degrading or materially misrepresents a child.

8. Player names and identifying information

Apex Football Group may use a player's first name, team, age group and football-related information where reasonably appropriate in connection with Apex Super League.

Examples may include:

• team lists;
• player profiles;
• match statistics;
• goal scorers;
• assists;
• Player of the Match;
• match highlights;
• awards; and
• football-development content.

Apex Football Group will seek to avoid publicly publishing unnecessary information that could create an unreasonable privacy or safety risk for a child.

Information such as a child's home address, private contact details, school details or sensitive medical information will not be published as part of ordinary media content.

9. Player profiles and statistics

Apex Football Group may combine media with football-related information in Apex Super League player profiles.

This may include:

• photographs;
• player name;
• Apex Super League club;
• age group;
• appearances;
• goals;
• assists;
• Player of the Match recognition;
• football statistics;
• match footage; and
• player-development information where appropriate.

Some information may be public while other information may be restricted to the Parent Portal or another controlled system.

Match and training footage

10. Match recording

Apex Football Group may record Apex Super League matches.

Match footage may be used for:

• player development;
• coaching;
• tactical analysis;
• referee or incident review;
• match highlights;
• Parent Portal access;
• competition records;
• statistics;
• social-media content;
• advertising;
• promotional material; and
• other permitted purposes under this policy.

Because multiple players appear in match footage, Apex Football Group cannot ordinarily provide one family with exclusive control over an entire match recording.

11. Training recording

Training sessions may also be photographed or recorded.

Training footage may be used for:

• coaching;
• player-development analysis;
• demonstrating football concepts;
• reviewing training performance;
• coach education;
• Parent Portal content;
• Apex Football Group marketing;
• social media; and
• other permitted purposes under this policy.

Advertising, contractors and platforms

12. Paid advertising

A parent or legal guardian acknowledges that media involving the player may appear in paid advertising for Apex Football Group or Apex Super League.

This may include advertisements distributed through platforms such as Meta and other digital advertising providers.

The player or parent is not entitled to payment, royalties or other compensation merely because approved media containing the player is used in Apex Football Group advertising or promotion.

13. No sale of children's media to unrelated advertisers

Apex Football Group does not sell photographs or video of players to unrelated third parties so those third parties can independently advertise their own unrelated products or services.

This does not prevent Apex Football Group from providing media to contractors or service providers acting on behalf of Apex Football Group.

For example, media may be supplied to:

• photographers;
• videographers;
• graphic designers;
• video editors;
• advertising agencies;
• social-media managers;
• website providers;
• cloud-storage providers; or
• other contractors

where reasonably necessary to perform work for Apex Football Group.

14. Third-party platforms

Where media is published through third-party platforms such as social media, websites, advertising platforms or cloud services, those platforms may process or store the content in accordance with their own terms and privacy practices.

Parents and legal guardians acknowledge that publicly published content may potentially be:

• viewed;
• shared;
• saved;
• reposted;
• screenshotted; or
• otherwise copied

by people outside the control of Apex Football Group.

Apex Football Group cannot guarantee complete control over media after it has been lawfully published to the public internet.

eSafety specifically warns that once images or video are shared online, control over further sharing can be reduced.

Child safety

15. Child safety and appropriate media

Apex Football Group will seek to ensure that media involving children is captured and used appropriately.

Apex Football Group will not knowingly create or publish material that:

• sexualises a child;
• humiliates or degrades a child;
• depicts a child in an unnecessarily vulnerable situation;
• contains inappropriate nudity;
• unnecessarily reveals sensitive personal information;
• is intended to bully or ridicule a player; or
• otherwise creates an unreasonable child-safety risk.

WA child-safe guidance encourages organisations working with children to establish documented policies and practices covering safe physical and online environments.

16. Toilets, changing areas and private spaces

Photography and videography by Apex Football Group are prohibited in:

• toilets;
• showers;
• changing areas while players are changing; and
• other locations in which a player would reasonably expect privacy.

This restriction applies regardless of whether a parent or legal guardian has accepted this Media & Recording Policy.

17. Respecting children during recording

Parent or guardian permission does not mean children should be unnecessarily pressured into staged or individualised media activity.

Where reasonably practicable, Apex Football Group will consider a child's age, maturity and expressed comfort when capturing close-up, interview-style or specifically staged promotional material.

A child declining a particular staged photograph or interview does not necessarily mean the general media permission applying to ordinary match, training or event recording has been withdrawn.

This approach reflects current child-safety guidance encouraging organisations to involve young people in decisions affecting their online image and safety.

18. Parent and spectator photography

Parents, legal guardians and spectators may be permitted to photograph or record Apex Super League activities subject to:

• venue rules;
• safeguarding requirements;
• directions from Apex Football Group;
• the privacy and safety of other participants; and
• applicable law.

Apex Football Group may restrict or prohibit spectator photography or videography where reasonably necessary for:

• child safety;
• participant privacy;
• venue requirements;
• competition integrity; or
• another legitimate operational reason.

Parents and spectators should not assume that Apex Football Group's permission to photograph players gives them unlimited permission to publish identifiable images of other children.

eSafety recommends that sporting organisations obtain permission for images involving children and that parents respect the preferences of other families.

19. Livestreaming

Apex Football Group may introduce livestreaming or near-live match coverage where appropriate.

Where livestreaming is used, Apex Football Group will consider:

• player safety;
• privacy;
• platform security;
• the intended audience;
• whether access should be public or restricted; and
• appropriate notice to participating families.

Where a livestream materially differs from the ordinary media uses described at registration, Apex Football Group may provide additional information before introducing it.

Storage, retention and removal

20. Storage of media

Media may be stored using systems operated by Apex Football Group or third-party service providers.

Storage may include:

• cloud storage;
• website platforms;
• video-hosting services;
• editing systems;
• marketing platforms;
• Parent Portal systems;
• local business storage; and
• archived competition records.

The handling of personal information associated with media is also subject to the Privacy Policy.

21. Retention of media

Apex Football Group may retain media for as long as it reasonably remains useful for:

• match archives;
• player development;
• historical records;
• business records;
• marketing;
• promotion;
• safeguarding;
• dispute resolution; or
• another legitimate purpose described in this policy.

Media does not necessarily have the same retention period as ordinary registration information.

For example, historical match footage, photographs or previously produced promotional content may reasonably be retained after a player's active participation has ended.

22. Previously published material

A parent or legal guardian may contact Apex Football Group concerning future use of identifiable media involving their child.

Where a valid request for removal or withdrawal applies, Apex Football Group will reasonably consider the request and any applicable legal obligations.

Apex Football Group may be able to remove content from:

• websites under its control;
• social-media accounts under its control;
• future advertising campaigns; or
• future promotional material.

However, Apex Football Group may not always be able to retrieve or remove:

• printed material already distributed;
• content already lawfully supplied or published;
• archived material;
• content copied or shared by unrelated third parties;
• completed historical records; or
• material that Apex Football Group is legally entitled or required to retain.

Current eSafety guidance recommends responding to requests to remove online photographs or videos and recognises that media consent may subsequently be withdrawn.

23. Withdrawal of required media permission

A parent or legal guardian may contact Apex Football Group if they wish to withdraw or change the required media permission for future activities.

Because photography and videography permission is a condition of participation in Apex Super League, withdrawal of the required permission may mean Apex Football Group is unable to continue offering the player participation in future Apex Super League activities.

Apex Football Group will discuss the request with the parent or legal guardian and determine what reasonable arrangements, if any, are available.

Withdrawal of media permission does not automatically:

• cancel the player's fixed-program registration;
• cancel outstanding payment obligations;
• create an automatic entitlement to a refund; or
• require Apex Football Group to recall every item of media previously created or lawfully published.

Any financial consequences arising from withdrawal from Apex Super League will be determined under the Trial, Cancellation & Refund Terms, the Terms & Conditions and applicable law.

Nothing in this policy limits any legal right that cannot lawfully be excluded.

Ownership and payment

24. Media permission is not transferred to unrelated third parties

The permission granted under this policy is for Apex Football Group and persons acting for or on its behalf in connection with the permitted purposes.

It does not give unrelated individuals or businesses an unrestricted right to commercially exploit a player's image.

25. Ownership of media

Unless otherwise agreed, media created or commissioned by Apex Football Group may be owned by Apex Football Group or licensed to Apex Football Group by the photographer, videographer or other creator.

A player's appearance in media does not transfer ownership of the underlying photograph, video or production to the player or parent.

Nothing in this section affects the player's privacy rights or other rights provided by law.

26. No compensation for ordinary media use

Unless Apex Football Group expressly agrees otherwise in writing, players and parents are not entitled to:

• appearance fees;
• royalties;
• advertising fees; or
• other payment

because permitted media containing a player is used in accordance with this policy.

Concerns, and how this policy fits

27. Media concerns

Parents, legal guardians or players who have a concern about particular media should contact Apex Football Group.

Concerns may include:

• inappropriate content;
• inaccurate identification;
• safeguarding issues;
• publication concerns;
• requests regarding future use; or
• requests concerning content controlled by Apex Football Group.

Apex Football Group will consider the circumstances, player welfare, applicable permissions and any legal obligations when responding.

28. Relationship with the Privacy Policy

Photographs, video and audio may constitute personal information where an individual is identifiable.

The collection, storage and disclosure of personal information associated with media should therefore be read together with the Privacy Policy.

29. Relationship with the Player Safety & Safeguarding Policy

This policy operates together with the Player Safety & Safeguarding Policy.

Where there is a conflict between obtaining promotional content and protecting the safety or wellbeing of a player, player safety takes priority.

30. Changes to this policy

Apex Football Group may update this Media & Recording Policy for future registrations to reflect changes in:

• technology;
• media platforms;
• Apex Super League operations;
• Apex Football Group services;
• child-safety practices; or
• applicable law.

The version applying to an existing registration will ordinarily be the version agreed when that registration was entered into.

Apex Football Group will communicate material changes affecting existing participants where reasonably appropriate.

31. Contact

Questions or concerns regarding photography, videography or media use may be directed to:

• Apex Football Group
• ABN 34 672 323 867
• Email: [email protected]