Child Safety Policy
Our Child Safe Policy
Inspire Kindy Photos
1. Purpose and commitment
At Inspire Kindy Photos, we believe every child deserves to feel safe, comfortable and happy while being photographed. Our approach is guided by clear professional standards that align with Australia's National Quality Framework (NQF) and the ten National Principles for Child Safe Organisations.
This policy applies to Tracy and Angie and every team member working under the Inspire Kindy Photos name. It sets out how we work at preschools, childcare centres and kindergartens across Queensland, and is reviewed on a regular basis.
2. Legislation and standards we work within
Inspire Kindy Photos operates in line with the following legislation, standards and frameworks:
●Education and Care Services National Law and National Regulations
●The National Quality Standard (NQS)
●The National Principles for Child Safe Organisations, endorsed by all Australian state and territory governments
●The Working with Children (Risk Management and Screening) Act 2000 (Qld), which requires every team member to hold a current Blue Card before working with children
●The Privacy Act 1988 and the Australian Privacy Principles, which govern how children's images and personal information are collected, stored and used
3. Staff suitability and training
3.1 Working with Children Checks
Every photographer and team member engaged by Inspire Kindy Photos holds a current, valid Queensland Blue Card before attending any childcare or kindergarten service.
●Blue Card details are provided to centre administration ahead of our visit.
●Cards are renewed in line with Queensland legislation and are never allowed to lapse.
●We carry our Blue Cards to every site visit and are happy to present them on request.
3.2 Training and induction
Every team member is trained before working independently at any service. Training covers:
●child safe behaviour and conduct expectations while on site
●age-appropriate ways to interact with and photograph young children
●recognising distress and responding to it appropriately
●this policy, including image handling, consent and privacy obligations
●the specific child safety requirements of the centres we regularly work with
We are committed to completing nationally recognised child safety training in line with current NQF requirements, and to keeping our understanding of child safe practice up to date.
4. How we work on site
4.1 Supervision and location
The safety of children guides every decision we make when planning and running a photography session. We keep to the following at all times:
●Always within sight of a staff member. Our team stays in areas visible to at least one centre educator for the entire visit.
●Approved locations only. We photograph in outdoor playground areas or other spaces approved by the centre director ahead of the session.
●Educator-assisted movement. We ask centre educators to bring children to the photography area from their room. We do not collect children from rooms unsupervised.
●No private areas. We never enter or photograph in bathrooms, change areas or any other private or restricted space.
4.2 Camera equipment and devices
●We use professional, high-quality cameras for all child photography, and this equipment is used for business purposes only.
●Image storage cards are dedicated to business use and are never used for personal photography.
●Personal mobile phones are not used in playground or photography areas during a session. This means we are unable to take calls or new registrations while shooting, which is why registering ahead of time is important.
4.3 Looking after children during sessions
Our approach is always child-led and respectful, and we recognise that every child is different.
●We aim to make each child's experience relaxed and enjoyable, something they want to tell their family about.
●If a child shows signs of distress or discomfort, we stop their session immediately. We never push a child through discomfort to get a photo.
●Before using any props, play equipment or elevated platforms, we check with educators about what is developmentally appropriate for each child.
●Safety mats are placed around any elevated seating or standing areas used for group or class photos.
●We may gently tidy a child's face with a fragrance-free wipe for a clean photo. Any other clothing adjustments are left to centre educators.
5. Consent and registration
Consent is central to how we work. We do not photograph a child without prior parental registration and consent.
●Registering for photos is how parents and guardians give Inspire Kindy Photos permission to photograph their child under this policy.
●Children who are not registered are not photographed, whether individually or as part of a group or class photo.
●Parents can opt out at any time before photo day, and any deposit paid is refunded if cancellation happens before the session. If a parent only wants to opt out of the class photo, an individual photo can still be taken and kept in a private gallery. Please get in touch to arrange this.
●During registration, we ask parents whether they consent to their child's image being used on our website or social media. We respect every decision and never use images of children whose parents have not given this consent. Names are never published alongside images.
6. Group and class photos
6.1 Childcare centres: composite class photos
●Only children with a current registration are included in composite, yearbook-style class photos.
●The composite is made up of individual headshots taken during the session, rather than a separate group sitting.
●A registered parent who does not want their child included in the composite can let us know in their registration.
●Composite class photos for childcare centres are offered as prints only and are not shown in online galleries.
6.2 Kindergartens: traditional group photos
●Children are arranged together in an age-appropriate, seated or standing group photo, with safety mats placed around any elevated surfaces.
●Every child included in a group photo must have consent. If a child is not registered with us, the centre or kindy is responsible for obtaining signed permission from that family before the session.
●We recommend that only first names, or no names at all, are printed alongside a class photo to protect children's privacy, and fully support centres who choose not to use names.
●Class and group photos are not available in online galleries. They are delivered as prints only, for private family use, and should not be shared publicly on social media or other online platforms.
●Centres that would prefer not to offer a class photo can request packages that leave this product out.
7. Storing and protecting images
We look after children's images with the same care we bring to looking after children themselves.
●Digital image files are stored on encrypted, password-protected devices held securely by our business.
●Our website is hosted by an Australian provider, and private online galleries are stored on Australian servers.
●Each family receives a unique passcode giving access only to their own child's photos and any relevant class photos. Families cannot see other children's images.
●Where a friendship photo is requested, we ask for written permission from the parents of every child pictured before it is shared in any gallery.
●We keep images for 12 months from the date of the session, to allow for late purchases or to help families who have lost their files. After this period, images are permanently deleted, and we let families know ahead of time so they can download anything they need. If a centre asks us to use a shorter retention period, we're happy to accommodate this.
●Images are never sold, licensed or used commercially. They are only used on social media or our website where a parent has specifically consented to this.
8. Raising a concern
We take every concern seriously and aim to respond promptly and openly.
8.1 How to raise a concern
●During a session: if an educator, parent or child raises a concern while we're on site, we stop and address it straight away.
●After a session: concerns can be raised by phone or email at any time using the contact details below.
●Concerns about a team member's conduct on site can be raised directly and confidentially with Tracy or Angie.
8.2 What happens next
●We acknowledge every concern within two business days.
●We look into the concern, speak with the relevant people, and come back with what we've found.
●Where a concern involves a child safety matter, we follow the reporting obligations under Queensland child protection legislation and support the centre with any notifications required.
●We let the person who raised the concern know the outcome and any action taken, where appropriate.
9. How we align with the 10 National Child Safe Principles
The table below sets out how Inspire Kindy Photos operates in line with each of the ten National Principles for child safety.
# | National Principle | How Inspire Kindy Photos meets this |
1 | Child safety is embedded in leadership, governance and culture. | This policy is reviewed regularly, every team member is briefed before attending a service, and child safety is the first thing we consider when planning a session. |
2 | Children are informed of their rights and taken seriously. | If a child seems distressed or unwilling, we stop their session straight away. No child is ever coaxed or pressured into being photographed. |
3 | Families are informed and involved. | Parents give explicit consent through registration before any photography takes place, and this policy is available on our website for families to read at any time. |
4 | Equity and diverse needs are respected. | Every child is photographed with the same care and patience, and we follow each centre's guidance on additional needs or cultural considerations. |
5 | People working with children are suitable and well supported. | Every team member holds a current Blue Card, is trained before working unsupervised, and keeps up to date with recognised child safety practices. |
6 | Complaints and concerns are handled with children's wellbeing in mind. | Concerns raised on site are addressed immediately, and we have a clear process for responding to concerns raised afterwards. |
7 | Staff are equipped with the right knowledge and skills. | Our team is trained in child safe conduct, age-appropriate interaction, recognising distress, consent requirements and secure image handling. |
8 | Physical and online environments support safety. | We only work in areas visible to centre staff, do not use personal phones on site, and store images in private, password-protected, Australian-hosted galleries. |
9 | Our approach is reviewed and improved over time. | This policy is reviewed regularly and updated to reflect feedback from centres and families and any changes in guidance or legislation. |
10 | Policies and procedures are clearly documented. | This document is our formal child safety policy, available to centres and families on request and via our website. |
10. Reviewing this policy
This policy is reviewed regularly, and always after any significant incident, change in legislation or feedback from the centres we work with.
●Current version: 9 July 2026
●Next scheduled review: 9 Jan 2027
●Policy owner: Tracy & Angie, Inspire Kindy Photos
If you have any questions about this policy, or would like to talk through our child safety practices in more detail, please get in touch:
●Phone: 0440139606
Email: info@inspirekindyphotos.com.au
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