Our Policies
At AEF Photography, the safety, privacy and wellbeing of every child is at the heart of everything we do. We specialise in childcare, preschool and family photography, and we understand the trust placed in us when working with young children and their families. Our policies are guided by the National Model Code for Early Childhood Education and Care developed by ACECQA, and reflect best practice within early learning environments. This page outlines how we work, how consent is managed, and how personal information and images are handled with care and respect.
A Child Safe Approach
AEF Photography is committed to providing a safe, respectful and inclusive experience for all children. We recognise children as active participants who have the right to dignity, choice and protection. Our practices align with the principles of the National Quality Framework and support child safety, ethical conduct and professional behaviour at all times. Children’s comfort and emotional wellbeing always take priority over capturing an image.
Photography in Early Learning Settings
When photographing within childcare and preschool environments, our approach is calm, organised and child led.
- Photography takes place in open, supervised areas only
- No photography occurs in private or sensitive spaces
- Children are never photographed when distressed or uncomfortable
- Participation is always optional and children may decline at any time
- Educators remain present and supervising throughout sessions
Sessions are designed to fit naturally within the centre’s daily routine and minimise disruption.
Consent and Authorisation
Consent through ordering
Consent for photography is provided through the ordering process.
When a parent or legal guardian places an order with AEF Photography, this confirms that they:
- Are the authorised parent or legal guardian of the child
- Consent to the creation and delivery of photographic images of their child
- Have reviewed and accepted our policies
Once an order has been submitted, no additional consent forms are required.
Marketing and promotional consent
Parents and guardians are given a clear option to provide or withhold consent for marketing or promotional use, including use on our website or social media. If marketing consent is not provided, images are used strictly for private gallery delivery and personal purchase only. Marketing or promotional consent may be withdrawn at any time by contacting us in writing. Once revoked, images will no longer be used for future marketing as soon as reasonably practicable.
Respecting Children’s Voices
In line with the National Model Code, we respect children as individuals and active participants in their own experience.
- During photography sessions:
- Children may choose whether they wish to be photographed
- Children may stop at any time
- Their comfort, choice and emotional wellbeing are always respected
A positive experience is more important than the photograph itself.
Privacy and Personal Information
We collect personal information only for purposes related to:
- Session management and communication
- Gallery access and image delivery
- Order processing and customer support
From time to time, we may also use provided email addresses to share information about upcoming photography sessions, seasonal promotions or special offers, such as Christmas portrait sessions or themed photography events. These communications are sent occasionally and are relevant to our photography services. Families may unsubscribe or opt out at any time using the link provided in our emails or by contacting us directly. We do not sell, rent or share personal information with third parties. All personal information is managed securely and in accordance with Australian Privacy Principles.
Image Storage, Retention and Deletion
In accordance with privacy requirements and the National Model Code, images are retained only for as long as reasonably necessary. Our process includes:
- Secure, password protected storage systems
- Online galleries available for a limited viewing period
- Secure archiving of images for up to 12 months following the photography session
- Permanent deletion after this period unless required for legal, contractual or accounting purposes
Where consent has been withdrawn, images are removed from active systems as soon as reasonably practicable. All deletion is performed securely to prevent unauthorised access or recovery.
Image Use and Copyright
All images remain the intellectual property of AEF Photography unless otherwise agreed in writing. Families are granted a licence for personal use, including downloading, printing and sharing with friends and family. Images of children are never used publicly without explicit consent provided through the ordering process.
Working in Partnership with Centres
We value strong, respectful partnerships with early childhood education and care services. We work collaboratively with centre directors, educational leaders and educators to ensure photography sessions align with each service’s policies, routines and child safety practices.
Questions or Concerns
If you have any questions about our policies or would like to discuss your centre’s specific requirements, we are always happy to help. Please contact us via our website for further information.
