Child Safety, Privacy & Image Management Policy
(Amendment 05 March 2026)
1. Purpose
This policy outlines the procedures followed by Playgroup Photos when conducting photography sessions within Early Learning Centres (ELCs).
The purpose of this document is to demonstrate compliance with the principles outlined in the National Model Code of Practice for Early Childhood Education and Care and the privacy obligations set out under the Australian Privacy Act 1988.
Playgroup Photos recognises that childcare centres, families, and governing bodies expect the highest standards of:
Child safety
Data protection
Cultural respect
Professional conduct
2. Consent & Participation
Playgroup Photos photographs only children whose families have provided consent.
Consent may be obtained through:
• Centre-issued consent forms
• Playgroup Photos digital registration system
• Written confirmation from the centre
If consent is withdrawn:
• Images will be removed from the gallery
• Images can be permanently deleted upon request
Deletion requests are actioned as soon as practicable.
3. Photographer Conduct & Child Safety
All Playgroup Photos photographers are required to:
Hold a valid Working With Children Check (WWCC)
Follow the direction of centre educators at all times
Never photograph children unsupervised
Remain within designated photography areas approved by the centre
Photographers do not assume supervisory responsibility for children.
Centre staff remain responsible for:
Child supervision
Clothing requirements (such as sun hats or uniforms)
Behavioural guidance
Cleanliness of children (such as clean hands & faces, clothing and hair)
4. Photography Environment
Playgroup Photos specialises in natural environment photography commonly conducted within outdoor play spaces or centre learning areas.
Sessions are designed to:
• Be relaxed and child-led
• Avoid disruption to normal centre routines
• Capture authentic childhood moments
Children are never required to participate if they are uncomfortable.
5. Image Storage & Data Security
All images captured during Playgroup Photos sessions are handled in accordance with strict data security procedures.
Images are:
• Uploaded to secure encrypted storage systems
• Stored on professional photography infrastructure
• Never permanently stored on personal devices
Access to images is restricted to:
• authorised Playgroup Photos staff
• the child’s family via secure gallery access
Playgroup Photos does not publicly share identifiable images without explicit consent.
6. Image Ownership & Copyright
All photographs taken by Playgroup Photos remain the copyright of Playgroup Photos.
Families purchase:
• digital usage rights
• printed products
Centres may be provided selected images for promotional use only with family permission.
Images may not be:
• redistributed
• copied for commercial use
• downloaded from galleries without authorisation
7. Cultural Sensitivity
Playgroup Photos respects cultural protocols including those relating to:
• Aboriginal and Torres Strait Islander children
• culturally sensitive imagery
• family privacy preferences
If a centre advises that a child should not be photographed or publicly displayed for cultural reasons, this instruction will be respected immediately.
8. Privacy Protection
Playgroup Photos complies with the Australian Privacy Principles (APPs) under the Privacy Act.
We commit to:
• protecting family information
• limiting access to personal data
• preventing unauthorised image distribution
Parent contact details provided through registration are used solely for:
• gallery delivery
• order communication
9. Image Retention
Images are retained only as long as required for:
• gallery access
• reorders
• customer service
Images may be permanently deleted upon written request from a parent or guardian.
10. Centre Collaboration
Playgroup Photos works collaboratively with Early Learning Centres to ensure photography days run smoothly and safely.
Centres may:
• review photography areas in advance
• provide guidance on child participation
• request adjustments to photography procedures
Our goal is to create a positive experience for children, families, and educators alike.
11. Compliance Confirmation
Playgroup Photos confirms that its photographers adhere to the policies outlined in this document and operate in accordance with our published Terms & Conditions.
We believe that this structured framework provides stronger safeguards than generic statutory declarations and reflects the professional standards expected by Early Learning Centres and families.