Helderberg Dog Coaching Centre
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Photo and Media Release

Photo and Media Release

Effective Date: 7 June 2026 Version: v3 Document ID: hdcc-photo-media-2026-06-07 Status: Active

NOTICE UNDER CONSUMER PROTECTION ACT SECTION 49

This is a consent form, not a mandatory waiver. The registration form will require you to make an explicit choice (yes or no) for each tier — there is no skipping. You can refuse any tier and still participate in coaching. Your participation in HDCC is NOT conditional on agreeing to social-media or marketing use of your image.

1. What We Capture

At Helderberg Dog Coaching Centre (HDCC), we record sessions to help your dog learn and to share what we do. This includes:

  • Photographs
  • Video recordings
  • Audio recordings (including commands and conversation during sessions)

These recordings may be made by Zelda Simon, Elzabi van Wyk, Sarah Davies (in her photographer and social-media collaborator capacity), or by HDCC-authorised guest contractors.

2. How We Use Your Content (Tiered Consent)

We separate our use of your images into three tiers. The registration form will require an explicit yes-or-no choice for each tier (you cannot skip). You can change any choice at any time by emailing helderbergdogcoachingcentre@gmail.com.

Tier A — Internal Coaching and Progress (Recommended)

  • Purpose: Review your dog's behaviour, provide feedback to you (including marked-up screenshots from video), and use as internal coaching reference material.
  • Visibility: Only HDCC Staff (Zelda, Elzabi, Sarah) and you. Not shared publicly.
  • Tagging: No tagging on a photograph or video will be specifically done. Normal social-media profile tagging may occur if you re-post HDCC content under your own profile.
  • I consent to Tier A
  • I do not consent to Tier A

Tier B — HDCC Social Media and Website

  • Purpose: Posting on the HDCC website (helderbergdogcoaching.co.za) and on all social media channels used by HDCC at any given time — currently Facebook (@HelderbergDogCoaching) and Instagram (@helderbergdogcoaching), and any further channels (e.g. TikTok, YouTube) that HDCC may adopt in future.
  • Visibility: Publicly visible on the internet.
  • Tagging: No tagging on a photograph or video will be specifically done. Normal social-media profile tagging may occur if you re-post HDCC content under your own profile.
  • I consent to Tier B
  • I do not consent to Tier B

Tier C — External Marketing

  • Purpose: Paid adverts, printed flyers, brochures, third-party press articles or interviews.
  • Visibility: Publicly visible in advertising channels and print media.
  • I consent to Tier C
  • I do not consent to Tier C

Refusing Tier B or Tier C does not affect Tier A — internal coaching feedback continues regardless, as it is essential to the service.

3. Identifying Information

We are careful about what we identify in published content:

  • We will use your dog's call name in social posts but will not publish your full name unless you give separate written consent.
  • Your face may appear in group footage where capture is unavoidable. We will use reasonable effort to avoid close-up identification.
  • We will never publish your home address, phone number, email address, or ID number.

4. Annotated Coaching Feedback (Tier A specific)

For conditioning clients in particular, your dog's video footage may be screenshot, marked up with annotations (arrows, circles, notes), and returned to you as coaching feedback. This use is part of Tier A and does not require Tier B or Tier C consent.

The annotated screenshots are shared only with you, kept in your account's feedback section, and are subject to the same Privacy Policy retention rules as other dog/handler personal information.

5. Your Right to Withdraw Consent

You may withdraw consent for any tier at any time by emailing the Information Officer at helderbergdogcoachingcentre@gmail.com.

  • What we will do: Remove your content from HDCC-controlled channels (website, social media) as soon as reasonably possible (within 30 days).
  • What we cannot guarantee: If third parties have already re-shared, downloaded, or printed our content, we cannot always retrieve it. We will make a reasonable effort to ask them to remove it. We cannot guarantee removal from their channels.
  • Printed materials: Once flyers or brochures are printed, they cannot be recalled.
  • Tier A internal use continues even after withdrawal of Tier B or Tier C consent because it is necessary for safety and the service we are contracted to provide.

6. Children Under 18

If a person under 18 appears in HDCC footage (whether they are the handler or a household member visible at the Site), a parent or legal guardian must provide separate consent on the registration form. This complies with POPIA sections 34 and 35 (special treatment of children's data).

7. Copyright and Licence

  • Ownership: HDCC retains the copyright in all photographs, video, and audio created by our staff and collaborators (including Zelda Simon, Elzabi van Wyk, and Sarah Davies). Where Sarah Davies is the principal photographer or videographer, photo credit is given as "Sarah Davies at HDCC" alongside the HDCC brand.
  • Your Licence to HDCC: By consenting above, you grant HDCC a non-exclusive, perpetual, royalty-free licence to use, reproduce, edit, and display the content for the purposes you have specifically consented to.
  • Your Personal Use: You may freely share photos and videos taken by HDCC of your own dog (e.g. re-posting to your personal social media), provided you credit HDCC where reasonable and do not use the content commercially.

8. No Payment

This is a free consent. You will not receive any payment, royalty, or fee for the use of your image. You do not retain commercial rights to footage created by HDCC.

9. HDCC Content Standard

HDCC operates on the premises of the Seventh Day Adventist School. We commit that all content shared on our channels will be:

  • Family-rated.
  • Apolitical.
  • Free from religious or political recruitment.
  • Free from sexualised content.
  • Free from content that would be embarrassing or harmful to any handler or dog.

10. Data Protection

Your personal information in this release form (consent choices, your name, your dog's name, signature) is processed in accordance with our Privacy Policy and POPIA section 11(1)(a) (your consent as lawful basis).

11. Electronic Acceptance

This form is signed electronically as part of HDCC registration. Under Electronic Communications and Transactions Act (ECTA) section 13, your drawn-pad signature combined with your account email confirmation is a valid electronic signature for this consent.

12. Validity and Duration

Your consent remains valid until you withdraw it in writing or by email. Tier-specific consent can be amended at any time.

13. Changes to This Form

When we change this Photo and Media Release we will:

  1. Send you an email from legal-notices@helderbergdogcoaching.co.za (a no-reply address used only for legal notices) with a link to the updated document and a summary of what changed.
  2. Update the "Effective Date" and "Document ID" at the top.
  3. Honor a 30-day grace period during which you may modify or withdraw consent without affecting your active HDCC services.

14. Information Officer Contact

Name: Zelda Simon Role: Responsible Party / Information Officer Operational Email: helderbergdogcoachingcentre@gmail.com Legal Notices: legal-notices@helderbergdogcoaching.co.za (no-reply) Address: Annandale Drive, Somerset West, Western Cape

Document ID: hdcc-photo-media-2026-06-07 | Version: v3 | Effective: 7 June 2026

Helderberg Dog Coaching Centre · helderbergdogcoachingcentre@gmail.com · +27 72 602 3318