MEDIA, PHOTOGRAPHY & VIDEOGRAPHY POLICY

1. Who this policy applies to

This policy applies to media created by or for The Campfire Crew Pty Ltd, trading as The Campfire Crew, during our guided self-drive 4WD tag-along camping tours, customer communications, website content, social media content, booking-platform listings, advertising and promotional activity. In this policy, “we”, “us” and “our” means The Campfire Crew Pty Ltd and our directors, guides, workers, contractors, photographers, videographers, drone operators, editors and authorised representatives. “You”, “customer”, “guest” and “participant” means any person who books, attends, appears in or participates in a Campfire Crew trip or activity.

2. Why we capture media

The Campfire Crew uses photography and videography to document trips, provide memories for customers, promote future tours, show the destination and group atmosphere, build our website and social media presence, create paid or organic advertising, prepare partner or booking-platform material, and keep internal safety or incident records where needed. Media may include photographs, video, drone footage where lawful and permitted, action camera footage, phone footage, audio attached to video, group images, convoy and vehicle footage, campsite footage, beach and destination footage, customer reviews, testimonials and safety or incident-related records.

3. Media consent and customer preferences

Photography and videography may take place during the trip. Customers may be asked during booking, before departure or during the trip to select a media preference. The usual options are full media consent, limited media consent, or no identifiable promotional media. Full consent allows identifiable photos, video, audio or likeness to be used for promotional, advertising and commercial purposes. Limited consent may allow private trip galleries or non-advertising use only. A no-identifiable-media preference means we will take reasonable steps not to intentionally capture or publish identifiable promotional media of that customer, except where media is required for safety, incident, legal, insurance or operational purposes.

Because trips occur in group, outdoor and public settings, we cannot guarantee that a customer will never appear incidentally in the background of wide-angle, crowd, campsite, convoy, landscape or public-location footage. Customers who opt out should tell us before the trip and remind the photographer, videographer, guide or trip leader during the trip where reasonably necessary.

4. How media may be used

Where consent has been given, or where use is otherwise lawful, The Campfire Crew may use media showing a customer on Instagram, TikTok, Facebook, YouTube, our website, booking-platform listings, email marketing, paid digital advertising, printed promotional material, trip highlight reels, customer galleries, internal training, partner presentations, media packs and public-relations material. A customer’s image, likeness, voice or appearance may appear in edited or unedited content, including reels, stories, posts, advertisements, website banners, trip pages, newsletters, promotional videos and campaign material.

Customers are not entitled to payment, royalties, approval rights, discounts, refunds or compensation for media use unless we expressly agree otherwise in writing. Although we may capture professional media, we do not guarantee that every customer will receive individual photos or videos, and not receiving a particular photo or video does not entitle a customer to a refund.

5. Opting out, withdrawal and removal requests

A customer may opt out of identifiable promotional media before a trip by contacting us in writing. A customer may also withdraw consent at any time, and withdrawal applies to future use where reasonably practicable. If consent is withdrawn, we will take reasonable steps to stop future promotional use of identifiable media of that customer.

Withdrawal of consent does not automatically require us to remove, recall or destroy material that has already been lawfully published, printed, shared or used in an active campaign. We will consider removal requests reasonably and in good faith. Removal requests should include the customer’s full name, trip details and a link, screenshot or clear description of the content.

6. Safety, privacy and restricted media

Safety always comes before media. Customers must not take risks, ignore guide instructions, distract drivers, enter unsafe areas or pressure others for a photo or video. We may refuse to capture or publish media that appears unsafe, unlawful, embarrassing, exploitative, misleading, culturally inappropriate, environmentally harmful or inconsistent with our brand and safety standards.

We will not intentionally capture or publish customers in toilets, showers, changing areas, private sleeping areas without permission, medical treatment situations, nudity, distress, injury or other vulnerable or private contexts. We will also avoid filming restricted cultural areas, culturally sensitive locations, Traditional Owner restricted areas, private areas, closed tracks, protected wildlife, injured wildlife, emergency incidents or other sensitive locations, and we will follow land-manager, ranger, permit and cultural restrictions.

7. Drone media

Drone use is subject to aviation law, location rules, weather, safety, privacy, cultural heritage considerations, land-manager rules, permit conditions and staff judgment. Drone activity may be cancelled or restricted at any time. We will not intentionally use drones to film private areas, toilets, showers, changing areas, medical situations or sleeping areas.

8. Customer galleries and participant content

We may share trip photos or videos with participants through a gallery, link, folder, group chat or similar method. Customer galleries are for personal use only and must not be used for commercial purposes, brand partnerships or unlawful purposes without our written permission. Participants may take their own photos and videos during trips if they do so safely, respectfully and lawfully. Participants must not photograph, film or record others in private, changing, sleeping, medical, distressing or vulnerable situations.

If a customer tags The Campfire Crew, sends us content, uploads content to a Campfire Crew group chat or otherwise provides us with media, the customer grants us non-exclusive, royalty-free permission to repost, share, edit, use and display that content for Campfire Crew promotional purposes, unless the customer states otherwise in writing.

9. Editing, storage, third-party platforms and legal media

The Campfire Crew has creative control over media captured by or for us. We may edit, crop, colour-grade, format or caption media for branding, advertising, safety, privacy or quality purposes. Identifiable photographs and videos are personal information and will be handled in accordance with our Privacy Policy. We store media on business devices and cloud platforms and take reasonable steps to protect it from unauthorised access, misuse, loss or disclosure. Media may be retained for marketing, historical, operational, legal, insurance or compliance purposes.

If media is uploaded to social media, booking platforms or other third-party platforms, it is also subject to that platform’s terms and practices. We are not responsible for how third-party platforms manage content after upload. Media captured for vehicle damage, equipment damage, injury, hazards, incidents, legal, insurance or compliance purposes may be retained as an internal record and will not be used for advertising.

10. Reviews, testimonials and alcohol-related media

If a customer provides a review or testimonial, we may ask for permission to use it for marketing. With permission, we may publish the customer’s first name, general location, image and review text. We may edit testimonials for spelling, grammar, length or clarity but will not intentionally change their meaning. We will not knowingly use promotional media showing excessive intoxication, unsafe alcohol use, unlawful conduct or anything that may embarrass or unfairly represent a participant.

11. Breach, changes and contact

If a participant breaches this policy, we may ask them to delete content, stop recording, leave a media area, restrict future bookings or remove them from an active trip where reasonably necessary. We may update this policy from time to time, and the version published or provided for the relevant booking will apply unless a change is required by law, safety, insurance, permit conditions or operational requirements.

Questions, media preference changes and removal requests should be sent to The Campfire Crew Pty Ltd at info@thecampfirecrew.com.au or by WhatsApp on +61 494 760 800.