Comprehensive Compliance Policy: Kinder & Childcare Photography

In compliance with the National Model Code developed by Australian Children’s Education and Care Quality Authority (ACECQA)

Effective Date: 1 July 2025
Last Updated: 30 September 2025 (Version 2.0)

1. Purpose

Vision Portraits is committed to safe, ethical, and regulation-compliant photography services in Early Childhood Education and Care (ECEC) settings. This policy ensures:

· Full alignment with the National Model Code for Taking Images or Videos of Children and ACECQA guidelines;

· Protection of children’s dignity, rights, and safety;

· Clear protocols around consent, device use, storage, staff responsibilities, and more;

· Incorporation of Vision Portraits’ current practices as published on our Compliance Policy page.

2. Scope

Applies to:

· All Vision Portraits staff, contractors, and subcontractors engaged with kinders, childcare centres, or early learning environments;

· All equipment, devices, images and video capture, transfer, access, and storage;

· All interactions with parents/guardians, centres, and children regarding photography

3. Key Principles

1. Child Safety First — prioritising wellbeing, privacy, and dignity in all interactions.

2. Consent & Transparency — clear, informed consent; ability to withdraw; transparency about how images are used.

3. Use of Approved Devices Only — no personal devices; all equipment controlled and secure.

4. Purpose-Limited & Restricted Use — photography only for pre-agreed purposes; no hidden uses.

5. Secure Handling & Storage — strong data protection; limited access; retention only as needed.

6. Staff Training & Accountability — all staff trained; clear roles and responsibilities; reporting and monitoring.

7. Centre & Family Engagement — keeping centres and families fully informed and involved.

4. Use of Approved Company-Issued Devices Only

Only company-issued approved photography devices are used. No personal phones/tablets or memory cards are used under any circumstances. Devices are dedicated to professional use; internally encrypted; tracked; regularly audited.

5. Parental Consent

Parents/guardians provide consent via registration through Eventbrite. Consent includes separate opt-in for promotional/advertising use. Consent is digitally recorded, timestamped, and stored securely. Parents may withdraw consent by contacting Vision Portraits. No child will be photographed/promoted without this recorded consent.

6. Supervised Photography On-Site

Photography is always:

  • Pre-arranged with the centre’s leadership,

  • Carried out under supervision by childcare educators,

  • Conducted only in authorised and approved areas of the centre.

Our team signs in and out of each session and complies with all centre-specific procedures.

7. Purpose-Limited Photography

Photography is carried out only for specific, pre-agreed purposes, such as:

  • Individual and group portrait sessions,

  • Celebrations and milestone events,

  • Documenting learning with educator involvement.

Images are not used for advertising or other purposes without explicit consent via the Eventbrite registration process.

8. Image Storage and Security

Photos delivered through ShootProof are uniquely and individually password protected. Each family can only access their child’s gallery. Centres and parents must agree at the time of registering for photos about the storage in alignment with Australian Privacy Principles. Access restricted to parents who registered & authorised Vision Portraits personnel. Images retained only as necessary; and securely deleted within 60 days.

9. Strict Content Restrictions

We never photograph:

  • Children in a state of undress (including during nappy changes, swimwear, or toileting),

  • Children who are visibly distressed or emotionally vulnerable,

  • Any scenario that may compromise a child's dignity or safety.

10. Training and Policy Compliance

Team members receive regular training in child safe standards, ethical photography, digital privacy/security. Random spot checks and reviews to ensure adherence.

11. Policy Access and Review

Policy is shared with partner centres, included with Eventbrite documentation, made available on request. Reviewed annually or when legislation/guidance changes. Version controlled and dated.

12. Statement of Assurance and Contact

Vision Portraits assures that with current company-controlled devices, clear digital consent workflows (via Eventbrite), responsible data handling (ShootProof), and robust staff training and oversight, we fully comply with ACECQA’s evolving standards and the National Model Code.

For any questions, requests (e.g. to withdraw consent, review stored images), or to access a parent-friendly summary of this policy:

· Email: info@visionportraits.com.au

· Phone: 03 8689 0033