Privacy policy

You have the option of not identifying yourself or of using a pseudonym when you deal with us in relation to ordering photos.

However, if you do not identify yourself or you use a pseudonym, we may be unable to provide you with photos or other products as it will be necessary to have certain details in order to complete your order. 

If we do not have enough information to produce your order it may impact the delivery of your order to either the school or a nominated address.

We only collect the personal information necessary to identify students and staff or employees to ensure we provide you, and the school, with photos, packages or products containing the correct subject and personal information.

Personal information will be collected when your child/children’s school provides information required securely to identify them for photography purposes.  The information collected may include but may not be limited to:

• The name of the school the student attends;
• Student’s first and last name;
• Class;
• Year level;
• Student ID and/or library barcode numbers;
• The date of birth for each student.

The information that is gathered online is required for the purpose of fulfilling an order, this information includes but may not be limited to:

• Customer’s first and last name Postal and/or residential address;
• Telephone number;
• Email address;
• You provide your personal information or your child/children’s details to us through other means such as email or by phone. 

If you provide us with Personal Information we have not requested, we will, within a reasonable time, determine whether that information is reasonably necessary for one or more of our functions or activities. If it is not required we will destroy or delete the information.  If the unsolicited information is the same information we could have collected from another source to produce your photography order we will treat that information as outlined in this privacy policy.

Schools or Preschools that appoint Creative School Portraits as their official photographer provide relevant personal information for each student and staff member to enable us to provide a school/preschool photography service.

We rely on the school or preschool to only provide personal information on students whose parent and/or guardian has given permission for their details to be shared for the purposes of school photography.

Individual images will only be supplied to the parents or guardians of the student unless written consent has been provided by the school. Group images will only be supplied to the parents or guardians of students appearing in the photo (or would, but for absence, have appeared in the group photo) unless written consent has been provided by the school. Printed photography products are also supplied to the school for their use such as school records albums containing a copy of each class group photo.

Creative School Portraits will not disclose any information or images to a third party other than our service providers who assist us in providing the information and/or services we are providing to you. To the extent that we do share your personal information with a service provider, we would only do so if that party has agreed to comply with our privacy standards as described in this privacy policy.

We may use or disclose personal information or images without consent where:

• it is for a reasonably expected purpose related to the purposes for collecting the information or image in accordance with this policy;
• we reasonably believe that it is necessary to assist an enforcement body to perform its functions;
• we suspect that unlawful activity has been, is being, or maybe engaged in and the personal information or image is a necessary part of our investigation or reporting of the matter;
• we reasonably believe it is necessary to prevent a threat to life, health or safety;
• we are authorised or required by law to do so (e.g. where the information or image is required by bodies regulating us or in response to subpoenas or warrants);
• we have contracted an external organisation to provide support services and that organisation has agreed to conform to our privacy standards.

We may use your personal information from time to time for our own direct marketing purposes.  Any marketing will be directly related to the purchase of your school photos that we believe may be of interest to you.  Creative School Portraits will not sell or rent your personal details to any third party.

We are not likely to disclose personal information to overseas recipients.

However note that when you use our website we may use “cookies” which is a small text file that our site may place on your computer as a tool to remember your preferences.  You can refuse to use “cookies” by selecting the appropriate settings on your browser, however if you do this you may not have the full functionality of our website.

Our website may contain links to other websites.  We are not responsible for the privacy practices of third parties or their websites.  If you go to other websites from our website, we advise you to be aware of and read their privacy policy.

Our website also uses Google analytics. This is a service which transmits website traffic data to Google services in the United States.  It does not identify individual users or your IP address. However, by using our website you do consent to the processing of data about you by Google in the manner described in Google’s privacy policy and for the purposes set out above.  You can opt out of Google analytics if you disable or refuse the cookie, disable Java script, or use the opt-out service provided by Google.

You acknowledge that no data transmission over the internet can be guaranteed to be secure.  We do not warrant the security of information you provide to us online.

We do not adopt Government related identifiers of individuals such as tax file numbers or Medicare numbers or similar.

To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed. All information and images are stored securely and any electronic material is protected by enterprise-grade firewall security and virus protection and is encrypted in transit. All information and images are kept indefinitely unless we are requested to dispose of them in writing. The archived images are used when we receive requests for reprints of lost or damaged photographs.

Any printed material that is not required to fulfil orders for parents and/or guardians or the school will be securely shredded and disposed of.

Access to our online ordering system is secured by a personalised internet id access code/shoot key for each student.  For security reasons, these codes change every year.  The code only relates to that student for that year.  The codes are shared with the school to allow them to provide personalised codes directly to you if a code is lost or misplaced.

All details relating to credit or debit cards used when making payment are processed via a secure payment gateway and are not provided to, or stored by Creative School Portraits in any format.

We will give you access to your Personal Information when requested in writing unless a specific exception applies.

If access is granted we will not charge for access to your personal information except if the personal information is photographic in nature in which event we will charge our usual fee.

You can change your personal information at any time in writing via email at admin@cspnsw.com.au.  You will be required to provide proof of your identity before we share any information with you or change any of your information.

Any corrections or changes to names must be direct to the school and approved by the school.

For example:

• Changing the given name to a nickname or abbreviation of their given name;
• Changing a surname (from one parent’s to another);
• Adding a surname to the existing surname so it becomes hyphenated.

If the school approves any name changes they will advise us in writing and the changes will be made.  If the changes are requested or approved after the photographs have been completed for the current school year charges will apply for reprints.  This could apply to products and packages for both you and the school.

We reserve the right to modify this privacy policy at any time to ensure it remains up to date, so please review it frequently. Changes and clarifications will take effect immediately upon posting on our website.