Open and transparent management of personal information
SchoolPix and our associated partners will only use any personal or business information you have supplied so we can fulfil our regulatory obligations, maintain our business processes as it relates to providing you with photography products and perform financial transactions. Your personal information will not be used, misused, sold, rented or divulged to any third party except where required to provide services to you including fulfilling your order or as required by law.
We use this information in ways that it is necessary for us to conduct business with you and this includes:
- Fulfilling orders for photos and other products placed by the customer;
- Customer service enquiries;
- Customer surveys;
- Product updates and offers from time to time;
- Information on photography day;
- Updates on the delivery status of your order.
Anonymity and pseudonymity for parents and/or guardians
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.
Collection of solicited personal information
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 includes but may not be limited to:
- The name of the school the student attends;
- Student’s first and last name;
- Year level;
- Student ID and/or library barcode numbers;
- The date of birth for each student.
SchoolPix requests the school provide the date of birth for each student to ensure their security when using our online ordering system. It allows families to order using our “Student Search” function when the personalised code that is provided to them isn’t available. The date of birth is a unique identifier and without it, we cannot verify the student’s identity. The search function will only work if the student’s name, school, class and date of birth match the information we received from their school.
For extra security, any orders placed using this function will be delivered to the school with all the other orders and cannot be sent to a nominated address.
It is also used on student’s ID cards if required by the school.
- You create an account on our online ordering system to place your order. This information includes but may not be limited to:
- 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.
Dealing with unsolicited personal information
Notification of the collection of personal information
Schools or Preschools that appoint SchoolPix 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.
If any child is under a Child Protection Order and that order contains a non-photography clause, we instruct the school not to provide us with any personal information about that child.
Use or disclosure of personal information
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, posters, id booklets and various other products.
SchoolPix will not disclose any information or images to a third party other than
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 or other offers relating to photographic or printed products that we believe will be of interest to you. SchoolPix will not sell or rent your personal details to any third party.
To request that we stop direct marketing to you simply click the “unsubscribe” link in any email we send to you for direct marketing purposes. We will comply with such requests within a reasonable time.
Cross-border disclosure of personal information
Given we are a Victorian based school photographer we are not likely to need to disclose personal information to overseas recipients.
In addition to our in-house online ordering system, SchoolPix also uses an online ordering service that uses servers outside Australia to store personal information provided by you when you complete information fields when placing an order on their system. This information is only used to directly supply the Service to which you have requested. They are bound by the Australian Privacy Principles as they operate within Australia.
Adoption, use or disclosure of government related identifiers
We do not adopt Government related identifiers of individuals such as tax file numbers or Medicare numbers or similar.
Quality of personal information
The personal information we hold is the information that was provided to us by you or your child’s school or preschool. Schools and preschools are required to provide updated information each year to ensure its quality and accuracy.
Security of personal information
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.
Our database contains information on staff, students, customers, parents and/or guardians. Access to the database is only available to SchoolPix staff and is controlled by industry-standard authentication controls.
Access to our online ordering system is secured by a personalised internet id number 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. We will never share your child’s code with anyone else that may request it (grandparent, etc.) without permission from you or in certain circumstances from your child’s school.
Digital files of portrait images (not groups) are stored for parents and/or guardians to access on a secure network also located in Hallam. External access to the images is only available to parents and/or guardians using the unique personalised code.
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 SchoolPix in any format.
Access to personal information
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.
Correction of personal information
You can change your personal information at any time. If any of your personal information is incorrect you can update it in your online ordering account. Simply go to https://order.schoolpix.com.au and log in to your account. Go to your “Personal Details” located under your name in the top right corner.
Alternatively, you can request changes in writing via email at email@example.com. 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.
SchoolPix web pages may contain links to other sites. SchoolPix assumes no responsibility for the content or the privacy policies and practices of such websites. SchoolPix encourages you to read the privacy statements of these linked sites; their privacy practices may differ from ours.
If you believe SchoolPix has breached the Australian Privacy Principles please contact us at firstname.lastname@example.org.
We will acknowledge the receipt of your complaint within 2 business days and then investigate your complaint. We will keep you up to date and inform you of our outcomes within 14 days.