1. Purpose

This policy governs photography, video, audio recording, social media, publication and use of Programme Materials during WNU Programmes. It is intended to protect Participants, speakers, mentors, hosts, WNU, WNA and Programme intellectual property while allowing appropriate communications and alumni engagement.

2. Scope

This policy applies to all Participants, Sponsors, speakers, mentors, staff, alumni, hosts, contractors and guests involved in WNU Programme activities. It should be read alongside the AI Use and Programme Integrity Policy where AI tools are used for note-taking, transcription, drafting, summarisation, analysis or any other Programme-related purpose. It applies to in-person and online sessions, Technical Visits, working groups, social activities, platforms, communications channels and post-Programme use of materials or media.

3. WNU Photography and Filming

WNU or WNA may take photographs, video, audio or other recordings during Programme activities for educational, archival, reporting, promotional, alumni, communications or public engagement purposes, in accordance with applicable data protection requirements and any consent process notified to Participants.

Participants should notify WNU as early as possible if they have concerns about being photographed, filmed or identified. WNU will consider reasonable opt-out requests in good faith, but may not be able to remove a Participant from all incidental group images, event shots or archived materials.

4. Participant Photography and Social Media

Participants may share appropriate general reflections on their Programme experience, subject to this policy, the Code of Conduct, privacy expectations, host-site rules and WNU instructions.

Participants must not publish or share images, video, audio, names, identifying information or personal information about other Participants, speakers, mentors, hosts, staff or third parties without appropriate consent. Particular care should be taken with group images, informal settings, cultural activities, working group discussions and Technical Visits.

5. Recording Sessions

Participants must not record, livestream, transcribe, photograph slides, capture screens, use AI note-taking tools, or otherwise reproduce Programme sessions, lectures, working group discussions, mentor sessions, assessments or private discussions unless WNU has given prior permission and any relevant speaker, host or Participant consent has been obtained.

WNU may prohibit or restrict recording at any time, including for confidentiality, export control, safety, intellectual property, speaker preference, host-site, safeguarding or Programme integrity reasons.

6. Programme Materials

Programme Materials are provided for personal learning and participation in the Programme only. Participants must not copy, publish, upload, distribute, sell, adapt, train AI systems on, or otherwise share Programme Materials without WNU's prior written permission, except where WNU expressly permits this.

Programme Materials may include presentations, recordings, exercises, templates, assessments, case studies, working group materials, online content, speaker materials, handouts, images, technical information and other resources made available as part of the Programme.

7. Confidential and Sensitive Information

Participants must protect confidential, commercially sensitive, security-sensitive, export-controlled, personal or otherwise restricted information shared during the Programme. This includes information shared by speakers, hosts, mentors, Participants, working groups or Technical Visit sites.

Where a speaker, host, mentor, WNU staff member or other contributor identifies content as confidential, off the record, not for attribution, not for publication, or subject to restricted use, Participants must comply with that restriction.

8. Technical Visits and Restricted Sites

Photography, filming, recording, publication and use of mobile devices during Technical Visits are subject to host-site rules and WNU instructions. Participants must not photograph, film, record, publish or share any Technical Visit content unless expressly permitted by the host and WNU.

9. Speaker and Third-Party Content

Speakers, hosts and other third parties retain any rights they hold in their materials unless otherwise agreed. WNU access to or sharing of speaker materials does not imply permission for Participants to reuse, publish or distribute those materials.

10. Breach of This Policy

Breach of this policy may result in removal of content, warning, Behavioural Modification Request, Compliance Assessment, exclusion from activities, removal from the Programme, ineligibility to graduate, withdrawal of alumni access, notification to a Sponsor or employer, and legal or regulatory action where appropriate. No refund will be provided where removal or ineligibility results from breach of this policy, except where WNU decides otherwise at its sole discretion.

11. Data Protection

Personal data will be handled in accordance with the applicable WNA or WNU privacy notice. Requests relating to personal data, including access, correction or deletion requests, should be directed to the contact identified in the applicable privacy notice.

12. Review and Modification

This policy is subject to periodic review and may be updated by WNU where required for legal, operational, safeguarding, safety, security, academic or Programme quality reasons. Any material changes affecting current Participants will be communicated promptly.