Safe Use of Images and Videos of Children in Early Childhood Education and Care Policy Example

Thanks to the new National Model Code and upcoming regulatory changes under the National Quality Framework (NQF), early childhood services across Australia must now implement robust policies for the taking, use, storage, and destruction of images and videos of children. Here's a sample policy template aligned with the latest updates, effective from 1 September 2025.

Purpose

To safeguard children’s privacy, dignity, and safety by regulating the capture, use, storage, and destruction of images and videos in accordance with:

The National Model Code (July 2024)
NQF Child Safety Reforms (effective 1 Sept 2025)
National Quality Standard (NQS) refinements (effective 1 Jan 2026)

Scope

Applies to:

All educators, staff, volunteers, and visitors
All centre-based early childhood services under the NQF
All devices capable of image/video capture (phones, tablets, cameras, smartwatches, etc.)

Image and Video Capture

Only service-issued devices may be used to take images/videos of children.
Personal devices (phones, smartwatches, etc.) must be stored away and not carried while working directly with children.
Images/videos may only be taken for approved educational purposes, documentation, or with explicit parental consent.

Consent and Authorisation

Written parental/guardian authorisation must be obtained prior to:
- Capturing images/videos
- Using images/videos for documentation, displays, portfolios, or promotional materials
Consent forms must specify:
- Purpose of use
- Duration of storage
- Right to withdraw consent

Storage and Access

All images/videos must be stored:
- On secure, encrypted service-approved platforms
- With restricted access (only authorised staff)
No use of personal cloud storage, USBs, SD cards, or external hard drives
Metadata and location data must be disabled on devices

Destruction and Retention

Images/videos must be deleted:
- Upon child’s exit from the service (unless retained for legal or educational recordkeeping)
- When consent is withdrawn
- After the documented retention period expires
Destruction must be irreversible (e.g., secure wipe protocols)

Use of optical surveillance devices (e.g., CCTV) must be:
- Clearly disclosed to families
- Used only for safety and security purposes
- Governed by separate surveillance policies

Staff Training and Accountability

All staff must complete annual training on:
- Child-safe digital practices
- Privacy and data protection
- Ethical documentation
Breaches of this policy will trigger disciplinary action and may be reported to regulatory authorities

Review and Continuous Improvement

This policy will be reviewed annually or upon regulatory updates
Feedback from educators, families, and children will inform revisions
Policy implementation will be monitored through internal audits and quality assessments