PHOTOGRAPHY AGREEMENT AND CONSENT
1. Purpose of Photography
Gingersnaps Geelong has been engaged to photograph children at the kindergarten. The photographs will be made available for parents/guardians to purchase through a secure online portal. The purpose of this agreement is to seek consent for photographing your child and to explain the terms of image access and purchase.
1.1 Only children with a signed agreement and completed payment will be photographed. Any child attending the session without both will not be photographed under any circumstances.
2. Consent to Photograph and Sell Images
By signing this agreement, I (the parent/guardian) authorise Gingersnaps Geelong to photograph my child during the agreed photography sessions at the kindergarten.
2.1 The photographs will be made available for purchase via a secure link sent directly to the parent/guardian’s email.
2.2 The secure link will only be sent to authorised parents/guardians. Any misuse of the link (such as sharing it with unauthorised individuals) may result in access being revoked.
2.3 No unauthorised third parties will receive access to the photographs.
3. Optional Consent for Marketing/Promotional Use
You can choose whether to allow Gingersnaps Geelong to use your child’s images for marketing, promotional material, website galleries, or social media pages. This consent is optional and will not affect your ability to purchase photographs.
3.1 You may withdraw your consent at any time by contacting Gingersnaps Geelong.
Please indicate your preference by selecting yes or no at the bottom of this form.
4. Privacy and Security of Images
Gingersnaps Geelong will handle all photographs in accordance with the Privacy and Data Protection Act 2014 (Victoria). Your child’s images will be securely stored and only accessible via a unique, secure link sent to the parent/guardian.
4.1 Photographs will not be shared with any third parties beyond the kindergarten unless explicit consent is provided for promotional purposes (see Clause 3).
4.2 Gingersnaps Geelong will take reasonable steps to ensure privacy and security, preventing unauthorised access, modification, or disclosure.
5. Package, Deposit and Refunds
To participate, families purchase the $60 base package, which acts as a deposit and minimum spend. This payment secures your child’s place to be photographed and includes a private gallery with five digital images.
5.1 The deposit is considered a minimum spend and contributes to the costs of organising and running the photography (e.g. administration, photographer wages, scheduling, and preparation).
5.2 Families who wish for their child to be included in the class group photo must purchase the $60 base package as well as the $20 class photo add-on. Without both payments, the child will not be photographed in the class group photo. The $20 add-on includes a copy of every class or composite group photo in which the child appears — there are no additional charges if they are photographed in more than one group.
5.3 Refunds will only be considered in limited circumstances and at the discretion of Gingersnaps Geelong. Refunds will not be provided for change of mind, non-attendance, or outcomes already addressed under Clause 7 (Image Quality and Session Variability). Consideration may be given where a child is unable to attend due to genuine, unforeseen circumstances.
5.4 If Gingersnaps Geelong is unable to deliver the service (e.g. cancellation of the photography week by Gingersnaps Geelong), a full refund will be offered.
6. Gallery Delivery, Downloads and Storage
6.1 Private online galleries will be delivered to parents/guardians within 4 weeks of the original photography date.
6.2 It is the responsibility of the parent/guardian to download their selected images and to purchase any additional items if desired.
6.3 Image galleries and original files will remain available for 12 months from the date of delivery. After this time, files may no longer be available for download or purchase.
6.4 Gingersnaps Geelong will not be held responsible for storing or providing access to image files beyond the 12-month period.
6.5 Reminders will not be issued prior to expiry.
7. Image Quality and Session Variability
Gingersnaps Geelong will make every reasonable effort to capture the best possible images of each child. However, several factors may influence the outcome of the photographs:
7.1 The cooperation and mood of the child during the session may affect the images captured.
7.2 Environmental factors such as weather or the availability of certain spaces may require photographs to be taken either indoors or outdoors.
7.3 Photos of different children may vary, as they may be taken during different activities or under different conditions, based on scheduling and logistics.
7.4 While efforts will be made to produce high-quality images, Gingersnaps Geelong cannot guarantee identical outcomes across all sessions.
8. Withdrawal of Consent
8.1 Consent to photograph may be withdrawn at any time by contacting Gingersnaps Geelong.
8.2 Images already purchased or used for promotional purposes prior to the withdrawal may continue to be used.
9. Liability
9.1 Gingersnaps Geelong will exercise reasonable care and professionalism during the photography sessions to ensure the safety and wellbeing of the children.
9.2 Gingersnaps Geelong is not responsible for supervising children; this remains the responsibility of the kindergarten staff during all sessions.
9.3 All photographers engaged by Gingersnaps Geelong hold a valid Victorian Working with Children Check accreditation.
9.4 Gingersnaps Geelong shall not be held liable for any injury, loss, or damage occurring during the sessions unless such incidents arise directly from negligence on the part of Gingersnaps Geelong.
9.5 Gingersnaps Geelong is not responsible for delays, cancellations, or failures caused by events beyond its control (e.g., severe weather, health emergencies, or kindergarten closures).
10. Agreement
I have read, understood, and agreed to the terms outlined in this agreement, including that participation in the class group photo requires payment of both the $60 base package and the $20 add-on.