Photography Agreement
Alistair Chenery Photography | Centre agreement
This agreement covers a candid photography visit at the centre, Sports events, General Portraits and private family viewing with optional purchases. The attached Photography Privacy and Retention Policy forms part of this agreement. Each participating family must receive that policy and complete its own consent form before photography.
Centre name __________________________________________________
Centre address __________________________________________________
Centre contact and email __________________________________________________
Photography date and visit duration __________________________________________________
Photographer: Alistair Chenery, trading as Alistair Chenery Photography
Email: cheneryphoto@gmail.com Website: www.acphoto.co.nz
1 Purpose and service
The photographer will capture children naturally during their usual play and learning activities, edit selected photographs and offer families prints or digital downloads through private ShootProof galleries. There is no hosting fee for the centre and no obligation for families to purchase. Prices, delivery arrangements and purchase terms must be available before families order. No minimum number of images or photograph of every activity is guaranteed.
2 Consent and participation
The centre will distribute the attached policy and consent form, record each family’s choices and securely give the photographer the information needed to identify participating children. General enrolment consent does not replace consent for this photography service. A blank, missing or unclear response means no permission for that activity.
Before the visit, the centre and photographer will agree a discreet way to identify children who must not be photographed, without excluding them from normal activities. Staff will communicate relevant safety restrictions without sharing unnecessary family information. The photographer will follow those restrictions and check consent before sharing any image.
3 Child wellbeing and supervision
Centre staff remain responsible for supervision and care throughout the visit. The photographer will follow the centre’s visitor, safeguarding and health and safety requirements. A child’s refusal, discomfort or distress will be respected even where a parent has consented. There will be no pressure to pose or participate, and no photography during toileting, changing, undressing or other private care.
4 Gallery access and photographs with other children
Individual photographs will be placed in family-specific password-protected galleries or access groups. A single shared centre password must not give every family access to all individual photographs. Access details will be sent only to verified parents or guardians, directly or through the centre’s approved process.
A photograph containing more than one identifiable child may be shown and sold to the authorised families of those children only if every child’s consent includes this sharing. Otherwise it must be omitted, cropped or edited so the non-consenting child is no longer identifiable. A centre-wide group photo requires a separately agreed audience and consent before publication. Password protection reduces risk but cannot prevent all copying or redistribution.
5 Use by the centre and promotional use
The centre does not automatically receive or gain permission to use children’s photographs. Any supply for learning records, newsletters, a website or social media requires a separate written agreement defining the images, audience, purpose, retention and relevant family permissions. Staff appearing recognisably must also receive information and consent to the relevant use.
Photography consent and purchases do not authorise advertising, portfolio use, social media posts, stock licensing or AI training. Public promotional use requires a separate image-specific permission identifying the selected photograph, channels, audience and duration. The parent form only asks whether a family would like to be contacted about that separate permission.
6 Privacy responsibilities and concerns
The photographer is responsible for images and information held for this photography service. The centre is responsible for consent records and information it holds, and for any copies lawfully supplied to it. Neither party may use this agreement to waive a child’s or parent’s statutory privacy or consumer rights.
Each party will promptly tell the other about relevant consent changes, safety concerns or suspected privacy breaches, secure affected information and coordinate an appropriate response. Each remains responsible for any legally required notification to the Privacy Commissioner and affected people. Privacy requests should go to cheneryphoto@gmail.com or the centre contact above.
7 Agreement and changes
The policy on the following pages, including the completed storage details, must be supplied before consent is collected. Changes to the visit can be agreed in writing. Any change to image purposes, audience or retention that materially affects consent must be communicated and new permission obtained where needed. If the visit is cancelled, the parties will agree a replacement date; no centre cancellation fee applies under this agreement.
The authorised centre representative and photographer accept this agreement and attached policy.
Centre representative name and role __________________________________________________
Centre signature and date __________________________________________________
Photographer signature and date __________________________________________________
Photography Privacy and Retention Policy
For centres and parents or guardians | Applies to the agreed photography visit
1 What we collect and why
Alistair Chenery Photography collects photographs, a child’s name or gallery identifier, consent choices and relevant contact details to organise the visit, match images to the correct family, provide private viewing, fulfil purchases and handle requests. We collect only what is needed. Ordering also involves payment and delivery information handled by the relevant service providers. We do not need a child’s birth date or a full copy of their enrolment record.
The centre supplies participation and identification information with parent or guardian authority. Families may provide contact and order information directly. Participation is optional. Declining photography or declining to buy does not affect the child’s access to centre activities. Without the necessary identification or contact information, we may be unable to provide gallery access or fulfil an order.
2 Who can see the information
Access is limited to the photographer, any authorised assistance needed for the stated service, the relevant family and service providers needed for secure storage, gallery delivery, payments or printing. The centre receives only what is necessary for consent and coordination unless separately authorised. A print provider receives only the images and delivery details needed to fulfil an order. Images with other children follow the consent rules in the centre agreement and parent form.
3 How we protect it
The photographer will restrict access to devices and accounts, use strong passwords and available multi-factor authentication, transfer files securely, check recipients before delivery and remove unnecessary identifying metadata from published files. Camera cards will be cleared after secure transfer and verification of working copies. Images will not be left in personal sharing albums or accessible to unauthorised household members. No image will be submitted to generative AI services or used for facial recognition or AI training under this agreement.
4 Storage and service details
The photographer must complete and verify these details before the centre signs and before parents give consent. Parents may request further information about providers and overseas handling. Relevant Privacy Act obligations for any overseas storage or disclosure must be assessed before use.
Gallery provider: ShootProof
Intended gallery service: ShootProof. Confirm account, privacy settings and current service terms before use.
Gallery hosting or processing countries: ShootProof stores its cloud data on Amazon Web Services (AWS), specifically utilizing Amazon Simple Storage Service (Amazon S3) - Atlanta, Georgia, United States.
Working storage and backup providers or locations: Amazon Web Services (AWS),
Print and payment providers where applicable: HC Pro is an Australian professional photographic and commercial printing laboratory located in Horsham, Victoria HC Pro has been in operation for over 60 years, having been founded in 1959
Standard Shipping (5–10 business days) Express Delivery (1 to 4 business days)
Shipping$16.21 (NZ) Shipping$36.16 (NZ)
no tracking Tracking
Photo Retention and Privacy Requests
5 How long we keep photographs
These are service limits, not statutory minimum retention periods. We will delete information sooner if there is no longer a lawful need to retain it.
· Rejected photographs: delete blurry, duplicate and other rejected images after editing and quality checks are complete.
· Selected RAW files: delete within three months after final edited photographs are first made available to the family, once orders and issues are resolved.
· Online gallery: available for three months from its opening date. The access message will give the closing date, and we will send a reminder approximately two weeks before closure where we have a working contact address.
· Final edited photographs: retain securely for up to 12 months from the gallery opening date to support reorders and replacement downloads, then delete. Reorders do not automatically restart that period.
· Promotional images: not permitted under this agreement. A separate image-specific permission must set a duration and review date. Any authorised continuing use must be reviewed at least annually.
· Consent and administrative records: retain only the minimum evidence needed while images are held or an issue is unresolved; review at final image deletion and delete unless a documented lawful reason remains.
· Invoices and required tax records: retain for at least seven tax years as required. This does not require keeping the children’s photographs for that period.
6 Deletion and backups
Deletion covers active copies on computers, external drives, galleries and other cloud storage, including trash or recovery areas where accessible. Copies in restricted backups will be removed or expire within the completed backup period on the preceding page. They will not be used for ordinary access or reorders. If a backup is restored, scheduled deletions will be reapplied. Providers’ deletion processes will be checked; closing a gallery alone is not treated as deletion.
A relevant complaint, legal obligation or unresolved order may justify keeping only the necessary information longer. We will document the reason and review it regularly, deleting the information once that reason ends. A centre’s or family’s own downloaded copies are outside the photographer’s control and must be managed by their holder.
7 Changing your mind and requesting information
Parents or guardians may contact cheneryphoto@gmail.com to change consent, request removal, ask for access to personal information or request correction. We may verify identity and authority before acting, and protect other children’s information when responding. Access and correction requests will be handled under the Privacy Act, generally with a decision within 20 working days unless a permitted extension applies.
We will stop future photography or sharing covered by withdrawn consent and remove relevant images from galleries and other channels we control as soon as reasonably practicable, unless a documented lawful reason requires retention. We cannot guarantee recovery of printed material, screenshots or copies already downloaded by authorised families or shared by others.
8 Downloads and complaints
Please download and back up purchased images promptly. Do not share gallery passwords or post or distribute an image showing another child without that child’s parent or guardian’s permission. Privacy concerns may be raised with the photographer or centre, or with the Office of the Privacy Commissioner at www.privacy.org.nz. Purchasing does not waive privacy rights.
What you keep/Timeframe
Blurry, duplicate or rejected photos - Delete once editing and quality checks are complete
RAW files of selected photos - Delete 3 months after final delivery, once orders and any issues are resolved
Password-protected ShootProof gallery - Keep open for 3 months, with a reminder before closing
Final edited photos - Keep securely for 12 months for reorders or replacement downloads, then delete
Photos used in your portfolio or advertising - Keep under separate, specific permission and review annually
If a provider or storage arrangement changes materially, we will inform the Centre and affected families before the change where practicable.
Parent or Guardian Consent Form
Return this page to the centre before the photography visit. If you don’t your child will still have their photo taken and the centre will follow up with you. Keep the privacy policy for your records. Please complete one form per child.
Centre __________________________________________________
Photography date __________________________________________________
Child name __________________________________________________
Parent or guardian name __________________________________________________
Email or approved gallery contact method __________________________________________________
1 Individual photography and private family gallery
[ ] YES [ ] NO
I authorise Alistair Chenery Photography to photograph my child during ordinary play and learning, edit the images and make individual photographs available in a private family-specific gallery for optional purchase. I authorise the centre to securely provide the minimum identification, consent and contact details needed for this service.
2 Photographs including other participating children
[ ] YES [ ] NO
I also authorise photographs containing my child with other participating children to be viewed and purchased by the authorised families of the children shown. I understand those families may obtain a print or digital copy that includes my child. Every identifiable child must have this permission before the image is shared. Choosing NO here does not prevent individual photography if I selected YES above.
3 Optional contact about promotional permission
[ ] YES [ ] NO
You may contact me to ask about specific images for your portfolio or advertising. This is permission to contact me only. It does not permit publication or promotional use. A separate permission identifying the image, channels and duration is required. Declining has no effect on the photography service or purchases.
4 Acknowledgement
I have received and read the Photography Privacy and Retention Policy, including the completed storage and backup details. I understand the gallery is open for three months, selected RAW files are kept for up to three months after delivery, and final edited photos are kept for up to 12 months from gallery opening, subject to the policy’s limited exceptions and backup expiry. I can change my choices by contacting the photographer or centre. My child will not be pressured to participate.
I confirm I am a parent or guardian with authority to make these choices. I will privately tell the centre about any relevant restriction or safety concern. A blank choice is treated as NO. If I choose NO to individual photography, my child must not be included in the photo service regardless of other answers.
Signature __________________________________________________
Date __________________________________________________
Privacy contact: Alistair Chenery Photography
cheneryphoto@gmail.com www.acphoto.co.nz