At SchoolPix, we take the responsibility of photographing young children very seriously. Our practices are designed to safeguard children’s safety and dignity, respect family wishes, and fully comply with preschool policies, privacy laws, and the National Model Code for Taking Images in Early Childhood Education and Care. To ensure clarity and transparency, we have created a Preschool Photography Services Agreement.
The overview below highlights the key points of the agreement, showing how we work closely with preschools and families to ensure that photography is conducted safely, respectfully, and responsibly.
How Images Are Used and Stored
- All images are transferred directly from cameras to the secure SchoolPix server after each session.
- Images are deleted from cameras and memory cards once safely stored.
- Photos are stored only to allow families to view and order prints.
- Images are never stored on personal devices or unapproved storage systems.
- Families can access individual activity photos via secure, password-protected online galleries.
- Group photos are not published online. Printed copies are available for families. No images are used for marketing or promotional purposes without express written consent from parents or guardians.
Compliance with Preschool Policies and Laws
- SchoolPix adheres to all applicable preschool rules regarding child safety, photography, and data handling.
- All activities comply with the National Model Code for Taking Images or equivalent legislation.
- Every SchoolPix staff member holds a valid Working With Children Check (WWCC). Our Child Safety Policy and compliance documents are available anytime through the SchoolPix Connect Preschool Knowledge Hub.
Child Safety, Wellbeing, and Photo Day
- Children’s safety, dignity, and wellbeing come first.
- Staff are trained in inclusive, respectful, and child-safe practices.
- Preschools manage children’s clothing and appearance on Photo Day, and SchoolPix supports sun safety policies (e.g., hats outdoors).
- If a child is anxious or distressed, staff and photographers will adjust their approach, which may result in limited or no photos of that child.
Group Photos
- At least 75% of children in a group must have consent for a traditional group photo to proceed.
- If fewer than 75% provide consent, a composite group print will be created instead.
- Group photos require the support of preschool staff and can take up to 20–30 minutes. Children without consent must be supervised separately by staff during this time.
Consent and Permissions
Consent is essential for every child. Preschools can choose one of two methods:
- Preschool-Provided Consent
- The preschool collects parental permission (either as part of the child’s enrolment process or through individual forms sent to parents and guardians prior to photography day). If using a form, you can download this sample to use or edit.
- Once consent has been collected, preschools must provide SchoolPix with a complete list of children’s names at least 4 weeks before photo day, clearly indicating which children do and do not have parental consent to be photographed.
- SchoolPix-Obtained Consent
- Families register consent directly through the SchoolPix Parent Portal, where families give consent online by placing an Early Bird order or consent registration using the child’s unique code found on the “How to Order” flyer.
Each preschool photographed from September 26, 2025, onwards must complete a SchoolPix Preschool Photography Services Agreement at least four weeks before photography. Your Account Manager will email it to you for signing.
Consent Requirements
- Preschools are encouraged to actively promote consent among families.
- A minimum of 75% consent is required per session for Photo Day to proceed. If not met, Photo Day may be rescheduled or cancelled.
- Whichever consent option is selected, Preschools must provide a complete list of children’s names and group/room allocations at least 4 weeks in advance so that SchoolPix can prepare personalised flyers with unique IDs for each child.