Privacy Image Handling and Child Safety Policy - ashleigh elle art

ashleigh elle art is committed to handling photographs of children respectfully, securely and only for the purposes authorised by their parent or guardian.

This policy outlines how images and related information are captured, used, stored, edited and delivered when providing daycare photography services.

Overview

• Children are only photographed with appropriate parent or guardian consent.

• Children are photographed in open or observable areas while remaining under the supervision of Centre educators.

• Images are handled securely and provided to families through private online galleries.

• Photographs are not used for advertising, social media or promotional purposes without separate parent or guardian permission.

• ashleigh elle art will comply with any specific image-retention, privacy or photography requirements of the Centre. 

1. Parent or Guardian Consent

Children will only knowingly be photographed where appropriate parent or guardian consent has been provided. Consent to participate in daycare photography is separate from consent for photographs to be used for advertising, social media, website, portfolio or other promotional purposes. Promotional use will only occur where separate permission has been provided by a parent or guardian. Where a child is distressed, unwilling to participate or clearly indicates that they do not wish to be photographed, they will not be pressured to participate regardless of whether the parent or guardian have provided consent for the child to be photographed. Consent is voluntary and can be withdrawn at any time. 

2. Photography at the Centre

Photography will take place in appropriate, open or observable areas of the daycare centre. Children remain under the supervision and care of centre educators at all times. Children are treated with respect, care and patience. If a child does not want to be photographed, their decision will be respected. The Photographer will comply with reasonable child-safety, visitor, photography and digital-device requirements of the Centre. Photographs will be taken using professional photographic equipment for the purpose of providing the agreed photography service. Personal mobile phones will not be used to photograph children as part of the photography service.

3. Image Transfer and Editing

Following photography, image files will be transferred from camera memory cards to the Photographer's secured computer and storage system for selection and professional editing. Images will be processed using professional photography software including Adobe Bridge, Adobe Lightroom and where necessary Adobe Photoshop. Reasonable steps will be taken to prevent unauthorised access to images during transfer, editing and storage. Children's images will not be transferred or shared through informal messaging services, personal social media accounts or other unnecessary channels.

4. Online Galleries

Finished photographs will be provided to families through Pixieset, a professional photography gallery and ordering platform. Daycare galleries will be private and will not be displayed publicly through the Photographer's website. Access to a child's photographs will only be provided to the relevant parent, guardian or authorised recipient. Where appropriate, gallery passwords, private links and other available security controls will be used to limit unauthorised access. Parents and guardians are responsible for keeping their gallery access details private. 

5. Privacy and Image Use

Photographs and personal information collected in connection with daycare photography will be used only for purposes reasonably related to providing the photography service, including photographing participating children, preparing and delivering galleries, processing orders, producing prints and responding to families regarding their photographs. Children's photographs and personal information will not be sold or provided to third parties for unrelated purposes. Images may be provided to service providers where reasonably necessary to deliver the photography service, such as the online gallery provider and professional print laboratory. Photographs will not be made publicly available or used by ashleigh elle art for advertising, social media, website, portfolio or other promotional purposes without separate parent or guardian permission. Photographs will not be made available to the Centre without parent or guardian permission.

6. Personal Information

Only information reasonably required to provide the photography service will be collected. This may include: • parent or guardian name and contact details; • child's name; • child's daycare room or group; • sibling information where relevant; • photography consent information; and • information required to process and fulfil photography orders. Unnecessary information about children will not be collected. Information collected for daycare photography will not be sold or provided to third parties for unrelated marketing purposes. 

7. Print Orders

Where a family purchases printed photographs, the relevant image files will be provided securely to a professional photographic print laboratory for the sole purpose of producing the ordered products. Only information reasonably necessary to fulfil the order will be provided. Completed print orders will be packaged by the Photographer and delivered to the daycare centre for distribution to the relevant families, unless another arrangement has been agreed.

8. Advertising and Promotional Use

Photographs of children will not be used by ashleigh elle art for advertising, website, social media, portfolio or other promotional purposes solely because a child participated in photography day. Separate parent or guardian permission will be obtained before identifiable photographs are used for these purposes. A child's full name, daycare centre or other unnecessary identifying information will not be published alongside promotional photographs.

9. Image Retention and Deletion

Photographic files may be retained indefinitely by the Photographer as part of a secure photographic archive. This allows families to contact the Photographer in the future regarding lost images, replacement files, reprints or other photography enquiries. Parents or guardians can request the deletion of images at any time. Private online galleries will be removed from Pixieset after the stated ordering period; removal of an online gallery does not mean that the original photographic files have been deleted from the Photographer's archive. The Photographer is happy to comply with any specific image-retention or deletion requirements of the Centre.

10. Security Reasonable safeguards are used to protect children's photographs and related information from loss, misuse, unauthorised access or disclosure. These safeguards include appropriate account security, restricted gallery access and secure handling of photographic equipment and image files. ashleigh elle art will review its security practices periodically and respond appropriately if a suspected loss or unauthorised disclosure of children's images occurs, including notifying affected parties where required.

11. Working With the Centre ashleigh elle art recognises that childcare centres may have their own policies and procedures regarding photography, digital devices, privacy and children's images. The Photographer will work with the Centre to ensure that the photography arrangements are compatible with those requirements. The Centre is encouraged to advise ashleigh elle art of any additional requirements that apply to external photographers before photography day.

ashleigh elle art

info@ashleighelle.art

ashleighelle.art

41 846 791 559 

Last updated: September 2026