Child Safety & Photography Policy
Little Wombat Portraits – Preschool and Childcare Photography Services
1. Purpose & Scope
This policy outlines Little Wombat Portraits commitment to maintaining the highest standards of child safety when photographing children at kindergartens, preschools, and childcare services. We are dedicated to ensuring full compliance with the following:
All relevant child safety standards in the state or territory where our services are delivered.
The specific child safety, privacy, and photography policies of each early childhood service we work with.
Applicable laws, including the Australian Privacy Principles and Working with Children legislation.
This policy applies to all Little Wombat Portraits photographers, assistants, and any subcontractors engaged by the company.
2. Guiding Standards
Our practices are guided by the following key standards and frameworks:
The Victorian Child Safe Standards, with particular emphasis on Standard 9 – ensuring safe physical and online environments.
The National Model Code for Taking Images or Videos of Children, as developed by ACECQA.
The eSafety Commissioner’s Guidelines for protecting children in online spaces.
3. Roles & Responsibilities
As visiting photographers, we commit to the following:
Adhering to all supervision and access protocols established by the host service at all times.
Entering only those rooms or outdoor areas that have been approved by the service.
Taking photographs exclusively in designated safe areas such as play zones or outdoor spaces — never in bathrooms, change rooms, or sleep/rest areas.
Ensuring we are never alone with a child — an educator or authorised staff member will always be present during photography sessions.
Complying with any additional service-specific requirements, such as ID checks, sign-in/out procedures, or photography restrictions.
4. Consent & Documentation
Online registration consent will be obtained from parents or guardians prior to any photography session.
Our consent forms will clearly communicate:
o The purpose of the photography.
o Where and how the images may be used, including any online galleries.
o That consent can be withdrawn at any time.
No child will be photographed without recorded consent. All consent must be submitted directly through our official registration process.
5. Image Capture Practices
Only professional equipment owned by Little Wombat Portraits will be used — personal mobile phones or unapproved devices are strictly prohibited.
Children will only be photographed while fully clothed.
All images will be taken respectfully, in appropriate settings, and never in a way that could be deemed unsafe or inappropriate.
Children will never be asked to remove clothing beyond what is reasonable for the session. Minor adjustments — such as removing hats or jumpers — may be requested for comfort, visibility, or to prevent shadows on the face, but under no circumstances will children be photographed in a state of undress.
All photography will take place in areas where educators have clear visual supervision at all times.
6. Storage, Security & Retention
All images will be stored on encrypted, password-protected systems, with access limited to authorised business personnel only.
Online galleries will be secured using unique, private links. Where possible, sharing and commenting features will be disabled.
Identifying information (such as full names or addresses) will not be displayed alongside images unless explicitly authorised in writing.
All metadata, including GPS location data, will be removed prior to uploading or sharing any images.
Images will be retained only for 6 months to complete orders or meet legal and business obligations. Once this period ends, they will be securely deleted.
7. Online Safety
In line with Child Safe Standard 9, we assess and manage risks to children’s safety in both physical and digital environments.
We use only secure, reputable online platforms that meet high standards for data protection and privacy.
Children's images will never be posted on public social media without explicit, separate written consent.
8. Staff Screening & Training
All Little Wombat Portraits team members hold a valid Working with Children Check (WWCC) or the equivalent required in the relevant state or territory.
Our team receives regular training on child safety, mandatory reporting obligations, and best practices for online safety.
9. Incident Reporting
Any breach of this policy, suspected misuse of images, or child safety concern will be reported immediately to:
The nominated child safety officer at the host service.
Relevant statutory authorities, where required by law.
We adhere to the 24-hour reporting requirement for serious allegations of abuse, in line with national child safety reforms.
10. Policy Review
This policy will be reviewed annually, or earlier if there are changes in legislation or if new child safety risks emerge. Any updates will be communicated promptly to all host services.
Summary of Commitments
Area Commitment
Consent Children will only be photographed with prior online registration consent from a parent or guardian.
Supervision Photographers will never be alone with a child — an educator or authorised staff member must always be present.
Location Photography will only occur in approved play areas; never in bathrooms, change rooms, or sleep/rest areas.
Clothing Only fully clothed children will be photographed. Hats or jumpers may be adjusted or removed for comfort or visibility.
Equipment Only professional, approved equipment will be used — personal devices are strictly prohibited.
Storage Images will be stored on encrypted, password-protected systems with controlled access.
Online Images will be shared via private, secure galleries. No public sharing without separate, explicit consent.
Reporting Any safety concern or policy breach will be reported immediately to the relevant parties.