1. Purpose of this Policy
This Policy outlines how creative assignments are commissioned and delivered for the HEADTURNED Foundation. It exists to ensure:
- safe and ethical working practices;
- clarity around intellectual property and licensing;
- welfare-first behaviour around animals and habitats;
- accurate representation of the Foundation’s work;
- fair treatment and recognition of contributors; and
- secure handling of any personal or private information.
2. Who this Policy Applies To
This Policy applies to all individuals producing creative content for the Foundation, including:
- wildlife photographers and drone operators;
- documentary filmmakers and editors;
- writers, journalists, and storytellers;
- graphic designers, illustrators, and digital artists;
- sound recordists, production crew, and field assistants;
- volunteers or community members contributing media; and
- any partner organisation supplying creative material.
3. Assignments & Creative Briefs
All assignments are issued through a written brief that outlines:
- the goals of the work and expected outputs;
- any required shot lists or narrative themes;
- safety and welfare requirements specific to the location;
- permissions needed for access, drone use, or interviewing individuals;
- timeframes, logistics, and delivery formats; and
- licensing, usage rights, and payment arrangements.
Contributors must adhere to the brief and raise concerns if conditions change, if risks increase, or if unexpected activities could compromise welfare, privacy, or ecological integrity.
4. Animal Welfare, Habitat Protection & On-Site Conduct
No shot or scene is more important than the wellbeing of animals, habitats, or people. Contributors must:
- avoid disturbing wildlife or altering natural behaviour;
- follow guidance from sanctuary or conservation staff at all times;
- avoid loud noises, bright lighting, or intrusive proximity;
- comply with restricted-access areas and sensitive habitats;
- avoid feeding or interacting with wild animals unless authorised;
- follow drone-flight restrictions, altitude limits, and weather rules;
- respect private areas for staff, visitors, or vulnerable individuals.
Any breach of welfare protocols may result in removal from the site and termination of the assignment.
5. Copyright, Licensing & Intellectual Property
Unless explicitly transferred in writing, creative contributors retain copyright in their original work. The Foundation is normally granted a licence to use the work for:
- website, articles, media library, social posts;
- education and conservation storytelling;
- fundraising, campaigns, exhibitions and printed materials;
- public relations and press releases;
- internal training, reporting, and documentation.
Additional licensing (for example, exclusive usage, commercial distribution, or third-party syndication) must be agreed separately.
6. Accurate & Ethical Representation
Contributors must present the Foundation’s work truthfully. Images or stories should not be altered in ways that mislead the public or misrepresent animal conditions, habitat states, or the Foundation’s operations.
Editing that enhances clarity (such as colour correction or cropping) is acceptable. Editing that fabricates events, distorts context, or stages artificial scenes is not permitted.
7. Privacy, Consent & Safeguarding
Any media involving people—including volunteers, visitors, staff, and community members—must follow safeguarding and privacy obligations. This includes:
- obtaining informed consent before filming or photography;
- avoiding identifiable images of children without written guardian consent;
- not filming in private or sensitive areas without permission;
- respecting requests to pause, avoid, or delete footage;
- complying with all data protection legislation.
8. Safety, Risk Management & Insurance
Contributors must follow all safety briefings and risk assessments applicable to the site. They are responsible for assessing personal and equipment risks and for holding appropriate insurance for specialist activities (such as drone operation, climbing, or fieldwork near wildlife).
9. Payment, Expenses & Deliverables
Where assignments are paid, contributors will receive a written agreement detailing:
- fee structure or day rate;
- usage rights included in the fee;
- delivery deadlines and format requirements;
- any reimbursable travel or accommodation costs;
- conditions for cancellation or rescheduling.
Volunteers or community contributors may have simplified agreements, but safeguarding, welfare, and usage principles still apply.
10. Ending a Collaboration or Assignment
The Foundation may end an assignment at any time if welfare, safety, or ethical concerns arise, or if a contributor breaches the terms of this Policy. Where work has been completed, payment and licensing obligations will follow the signed agreement.
11. Updates to this Policy
This Policy may be updated periodically to reflect new practices, tools, legal requirements, or conservation needs. The most current version will always be published on this page.