Version 3.1 | Last reviewed: September 2026 | Next review date: September 2027
This is the privacy policy of Queensland School Photography Pty Ltd (ABN 75 166 370 047) (referred to as "we" or "us").
We respect and protect the privacy of our customers. This privacy policy tells you how we collect and use information.
We do not collect Personal Information about you if you are merely browsing our website.
By using https://www.qldschoolphotography.com.au/index.html (our website), you accept the terms of our Privacy Policy. Before you place an order or download a photo, we will ask you to read and agree to this Privacy Policy and our Terms and Conditions.
The kinds of Personal Information we may collect and hold includes, but is not limited to:
• Photographic and video images of individuals captured during school photo day
• Full name of the student and/or the student's parent/s or guardian/s
• The year and class of the student
• The school the student attends
• Telephone number
• Email address
• List of staff names at the school
• List of teachers names at the school
• The principal’s and deputy principal’s names
• Customer payment transaction references (note: we do not store credit card details; those are passed directly to our payment providers via encrypted connections. All payment gateways are PCI-DSS compliant)
• Other details you provide to us
This Personal Information will be collected:
• If you enter your details and order online
• From a participating school via student roll
• If you complete your details on a company order envelope and submit that to us;
• If you provide your details to us through other means
For formal and graduation events, photography may include individual portraits as well as candid and group photographs taken throughout the event. Parents and guardians who purchase a photo package are provided with a unique access key to view and purchase available images.
Due to the nature of formal and graduation events, some photographs, such as group, table, or candid images, may include other students in addition to your child. By purchasing formal or graduation photography packages, parents and guardians acknowledge that access may extend to a broader selection of event photographs, not limited exclusively to images of their own child.
Parents or guardians seeking to have a specific image restricted or removed should contact us at schools@qldschoolphotography.com.au or 07 3216 6777.
Information is held on QSPs own ICT infrastructure in Australia. We maintain a database of students, customers and parents and/or guardians on our own internal servers and our online ordering platform, which are all based in Australia. Only authorised Queensland School Photography staff may access this database.
Physical access to our office is restricted to QSP staff by electronic pass security controls and security cameras. The QSP network is protected by enterprise grade firewall and antivirus protection.
We will collect, hold, use and disclose Personal Information for the primary purpose of:
• Fulfilling orders for photos and other products placed by the customer
• Completing and processing school photo orders
• Service and order enquiries
We may engage third-party services (sub-processors) to assist in our business operations. We take reasonable steps to ensure that sub-processors we engage follows the same level of security and privacy standards as required by Queensland School Photography.
The following table:
| Sub-Processor | Website | Contact Information | Data Types | Purpose | Processing Basis | Countries Where Data Is Processed | Privacy Policy URL |
|---|---|---|---|---|---|---|---|
| Timestone Software | https://www.timestone.com.au | info@timestonesoftware.com | Student first name, last name, school, photographs; Parent/guardian name, email, phone number | Online ordering platform, order management. | Primary purpose: fulfilling the photography order placed by the parent/guardian | Australia | timestone.com.au/privacy.html |
| Fat Zebra/SecurePay | https://www.securepay.com.au | support@SecurePay.com | Cardholder name, payment card details, billing details, transaction reference. QSP does not store payment card data. | Payment gateway; processes card payments for online orders. | Primary purpose: processing payment for the order the payer has requested. | Australia | securepay.com.au/privacy-policy |
| PayPal | https://www.paypal.com/au | auexecutiveescalations@paypal.com | Cardholder name, payment card details, billing details, transaction reference. QSP does not store payment card data. | Payment gateway; processes card payments for online orders. | Primary purpose: processing payment for the order the payer has requested. | Australia and the United States | paypal.com/au/legalhub/paypal/privacy-full |
| Microsoft Corporation | https://www.microsoft.com/en-au | https://www.microsoft.com/en-ca/privacy/faq | Names, emails of parents/guardians and school staff | Communications platform used for customer service. | Primary purpose: responding to customer and school enquiries about photography services. | Australia and the United States | microsoft.com/en-au/trust-center/privacy |
| NEXTDC | https://www.nextdc.com | privacy@nextdc.com | No direct access to personal data. Provides physical infrastructure only. | Our web host provider, where our website is hosted. | Not applicable; physical infrastructure only. | Australia | nextdc.com/privacy-policy |
| Cloudflare | https://www.cloudflare.com | privacyquestions@cloudflare.com | IP addresses, website traffic data (no personal order data passes through Cloudflare) | Content delivery network for the QSP website. | Primary purpose: securing and delivering the QSP website to visitors. | Australia | cloudflare.com/privacypolicy |
By using www.qldschoolphotography.com.au ("our website") or placing an order with us you accept the terms of our Privacy Policy and Terms and Conditions.
Before you can view, order or download photos through our website, you must verify your email address and agree to our current Privacy Policy and Terms and Conditions by ticking the consent checkbox. You cannot continue until you have given consent.
You have the option of not identifying yourself or of using a pseudonym when you deal with us. However, if you do not identify yourself, we will be unable to provide you with the product and service, as it is necessary to have certain details in order to complete any order.
We will only collect Personal Information if it is reasonably necessary for one or more of our functions or activities necessary to provide you with the product and service.
We request that you do not provide us with any Personal Information which we do not request from you.
Personal Information collected for a particular purpose must not be used or disclosed for another purpose unless the individual has consented.
Our website contains links to external websites. We have no control over and take no responsibility for the privacy practices or content of those sites. We recommend you review the privacy policy of any external website you visit.
We take reasonable steps to protect any information you submit to us online; however, we cannot guarantee the absolute security of any information transmitted to us over the internet.
Order records and production data are retained at least seven years. After the applicable retention period data is securely deleted.
We will give you access to your Personal Information upon request. However there are circumstances where we may not be unable to provide access, including where:
• providing access would endanger the life, health or safety of any person or pose a risk to public safety
• it would unreasonably affect the privacy of other individuals
• the request is considered frivolous or without merit
• the information is related to current or anticipated legal proceedings between us
• providing access would reveal our position in any ongoing negotiations in a way that could disadvantage us
• we are prevented from doing so by law
• an Australian law or court order requires us to withhold it
• we have reasonable grounds to suspect serious unlawful activity and providing access could hinder any investigation
• it could interfere with the activities of a law enforcement body
• it would disclose commercially sensitive information
You can request correction of Personal Information we hold that is inaccurate or incomplete. Contact us at schools@qldschoolphotography.com.au . Once we have verified your identity we will update your personal information accordingly.
If we are unable to correct your information we will let you know in writing, including the reason for our decision.
You may request the deletion of all Personal Information we hold about you. All requests are handled within 90 days. Contact us at schools@qldschoolphotography.com.au
If you believe we have breached the Australian Privacy Principles contact us at schools@qldschoolphotography.com.au . We will investigate and respond within 90 days.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, and obligations. The version number and "last reviewed" date at the top of this policy will reflect the most current revision.
When we update either document, we will notify users by:
• displaying a notice on our website
• emailing registered schools and customers with an open order; and
• for material changes (changes that affect how we collect, use, disclose or protect your Personal Information), giving at least 30 days' notice before the change takes effect.
Where we make a material change, one that affects how we collect, use, disclose, or protect your Personal Information. We will provide notice at least 30 days before the change takes effect, via website notice/ email to registered schools.
Users are required to review and consent to the latest Privacy Policy and Terms and Conditions before they can continue using our services.
Continued use of our website or services after a change takes effect constitutes acceptance of the updated privacy policy.
Queensland School Photography Pty Ltd ABN 75 166 370 047
Phone: 07 3216 6777 Email: schools@qldschoolphotography.com.au
