Filming and Recording Policy

This policy outlines your responsibilities and rights when it comes to filming and recording within the Pilates ITC learning environment. It ensures that all recordings are conducted respectfully, ethically, and in alignment with privacy laws and educational standards.

• Filming/Recording: Any video, audio, or photographic capture of people, content, or activities within Pilates ITC learning environments.

• Learning Environment: Includes in-person classes, online sessions, workshops, assessments, and any other Pilates ITC educational setting.

• Active Learning Environment: Refers specifically to a Course Delivery Day, Teaching Clinic, or Practical Assessment—any structured, educator-led session where learning outcomes are being actively delivered or assessed.

• Personal Use: Refers to recordings used privately for study or reflection, not shared publicly or commercially.

• Public Use: Refers to recordings shared on social media, websites, or other public platforms.

• Accessibility Purpose: Refers to recordings approved for students with a professionally diagnosed disability, used to support equitable access to learning.

• Explicit Consent Explicit consent refers to a clear, informed, and voluntary agreement given by an individual to participate in or be included in a recording, activity, or communication. This consent must be:

  • Clearly communicated—either in writing or verbally, without ambiguity

  • Informed—the individual understands what they are consenting to, including how the recording will be used, shared, and stored

  • Voluntary—given freely, without pressure, coercion, or manipulation

  • Specific—covers the exact context, purpose, and scope of the consent (e.g., social media use, educational sharing)

  Consent must be obtained before any recording takes place and can be withdrawn at any time. If withdrawn, the recording must no longer be used or shared.

This policy applies to you as a student enrolled in any Pilates ITC course, whether attending in person or online. It also applies to any guests or third parties you may involve in your learning experience.

Your Responsibilities

• You are not permitted to film or record content of an active learning environment either in person or online unless you have a professionally diagnosed disability and require recordings for accessibility purposes or it is for self-mastery review purposes. This means:

  • You may briefly film yourself only, for the purpose of reflecting on a specific exercise.

  • No other course participants may be filmed, including in mirrors or reflections.

  • This must be a quick, momentary capture—not a tripod setup or extended filming.

  • These recordings may be used for personal feedback or shared publicly (e.g., on social media), as long as they comply with this policy and do not include other individuals—unless explicit, informed, and uncompromised consent has been obtained from all parties featured.

• Outside of the active learning environment (e.g., breaks, social gatherings), Pilates ITC cannot control content capture. However, we ask that students:

  • Be mindful of the privacy of others.

  • Seek consent when filming, recording, or taking images in a group setting.

  • Respect the learning environment and the comfort of fellow students.

We love the idea of our students sharing their learning journey with the world—but we must balance this with the privacy and experience of others. We welcome students to work within these respectful constraints.

If you have a disability that requires filming an active learning environment as part of your accessibility needs, you may apply for permission by following the steps below:

Submit your request in writing to the Student Support Team at least 14 days prior to the scheduled Course Delivery, Teaching Clinic, or Practical Assessment Day.

Your request must include:

• A formal diagnosis from a qualified medical professional.

• A letter of request from the same medical professional outlining the need for recording as an accessibility support.

Your request will be reviewed and considered based on:

• Verification of documentation.

• Approval from the Training Manager.

• Approval from the Educator delivering the session.

• Consideration of any students who may decline to be filmed on the day.

If approved, you’ll receive written confirmation from a Student Support Team member, along with any specific conditions or instructions related to the recording.

Additional Responsibilities

• You must respect the Privacy Act 1988 (Cth) and ensure that any recording does not breach another person’s privacy or confidentiality.

• You must comply with ASQA guidelines and the Standards for RTOs 2025, particularly Standard 5, Clause 5.2, which relates to the protection of student information and ethical conduct.

• Educators and fellow students have the right to decline being recorded.

• Pilates ITC reserves the right to revoke permission to record at any time if it is deemed disruptive, unethical, or in breach of this policy.

• Any misuse of recordings may result in disciplinary action, including removal from the course or reporting to relevant authorities.

• All intellectual property—including course content, active learning environment, and any approved recordings (for accessibility purposes)—must not be shared, posted, or distributed publicly. Recordings approved for personal accessibility purposes are strictly for private use and must not be shared externally under any circumstances.

• Recordings that document a personal journey may be shared on social media, provided explicit consent has been obtained from all individuals featured. The post must comply with this policy and the related policies listed below, and Pilates ITC must be clearly credited or referenced in the content.

• You must ensure that recordings do not misrepresent Pilates ITC, the educators, or our courses.

• You are responsible for securely storing any recordings you make.

• Recordings must not be stored on shared or public drives unless approved.

• Pilates ITC may request access to recordings if needed for compliance or investigation purposes.

This policy should be read in conjunction with the following Pilates ITC policies and frameworks:

• Privacy Act 1988 – outlines how personal information and images are used in accordance with relevant legislation.

• Social Media Policy – governs the appropriate sharing and distribution of content, including recordings, on public platforms.

• Student Code of Practice – sets expectations for respectful behaviour, including interactions with peers and educators.

• Copyright Policy – defines the appropriate use, ownership, and protection of intellectual property, including course materials, recordings, and student submissions..

If you have questions or need support, please don’t hesitate to reach out. Our friendly Student Services Team is here for you. Visit our Contact Us page for details.

This policy aligns with the following compliance frameworks:

• Standards for RTOs 2025 – Standard 5, Clause 5.2: Ensuring ethical conduct and protection of student information.

• Privacy Act 1988 (Cth): Governing the collection, use, and disclosure of personal information.

• ASQA (Australian Skills Quality Authority): Regulating training providers to ensure quality and integrity in vocational education.

Disclaimer: This Policy / Procedure when printed, this becomes an uncontrolled document. 

Policy# P-COU-053

Version Control Table