Photo & Data Management

We are proudly an “in house” preschool photography service.  From capture to delivery, your photos do not leave our studio for editing OR printing.  Read below find out how we keep your images and data safe.

Firstly permission….

Purchasing a photo pack gives Photoplay Studios permission to photograph your child.  Without payment, a child’s photo is not taken.  We take the photos necessary to fill your ordered photo pack.

What do you do after the images are captured on photo day?

All photos are downloaded to our computer hard drive, we do not load images to cloud based services.  Staff reviewing or packaging images are the same staff who are on site photographing children.  They all hold WWCC and RRHAN certificates.

All image printing happens IN OUR OFFICE, files are not sent out to a 3rd party printing provider.  Images do not leave the office until they are ready to be delivered back to your centre.

Do you use any form of Artificial Intelligence (AI) or Facial Recognition Technology?

No, our image handling process is, and always has been a manual process.

NO AI assistance, NO face recognition software to cull, match or sort files.  All this is done by a Photoplay Studios team member.

Data Security

Do you ever share, sell, or monetise student or parent data in any way?

No, we do not.

What data do you need for photo day, before, during, and after and why?

• We ask centres for class rolls to check spelling & assign children to the correct class photos as part of our production process
• We need your child’s first & last name and their class to put child in their group photo and prepare photo order
• We need a parent/guardian name, email and phone number in the event we need to contact your about your order

What happens when data is collected in our e-commerce process and how is it safeguarded?

We retain the photo orders placed through our online system for 6 months.  This assists with any inquires post photo day. After this time, data is deleted from our system.  We do not have parents create accounts to place an order with us.  Our e-commerce platform sits behind firewalls, we use Commonwealth Bank B-Point as our merchant partner with their security systems in place.

Are any subcontractors, vendors, or cloud providers given access to student data?

Subcontractors – child’s name and room on physical paperwork ON photo day, no digital student data provided.

Vendors – We have no external vendors as part of our production process

Cloud Providers – we partner with “Shootproof” to deliver digital images post photo day – see details below

Shootproof

ShootProof is a comprehensive, cloud based platform for photographers to deliver client images.

We provide each photo order with a unique access code to download your child’s image/s. A parent would need to share that code for a 3^rd party to access their child’s digital file/s.  Files are available in shootproof for 60 days only, after which time they are removed from the system.  Parents need to download their child’s photo within that time.

• Infrastructure: ShootProof utilizes Amazon Web Services (AWS), specifically Amazon S3, for storing user images, which offers high durability and reliability.
• Encryption & Safety: Data is stored behind firewalls. While no online platform is 100% immune to breaches, ShootProof employs industry-standard measures to prevent unauthorized access, accidental loss, or alteration.
• AI Protection: ShootProof blocks generative AI crawlers from using hosted photos in training models, protecting intellectual property.
• GDPR & Privacy: The platform is compliant with GDPR standards, allowing users to manage, export, or delete data, and offering Data Processing Addendums for users in the EEA.

Lastly….

Only the images used to create photo packs are stored on our local hard drives for a total of 12 months, after which time they are deleted from our system.  All the additional files (that were NOT used to fill a photo pack) taken on photo day to capture a child are deleted once photo packs have been printed and sent to your centre.

If a parent reaches out via email prior to this 12 month holding period to have their child’s photo deleted from our system, we are happy to abide by your wishes at all times.