Where are my child’s photos stored, and how are they used?
SchoolPix takes student privacy seriously and aims to be clear and transparent about how student photos are stored, processed, and protected.
Where are photos stored?
All student photos are processed and stored on secure systems managed by SchoolPix.
Working image files are stored on Australian-based servers under SchoolPix control. Images are transferred from cameras to these secure systems and removed from cameras once uploaded.
Encrypted backups are maintained to protect against data loss, in line with our privacy and security policies.
Who can access photos?
Access is limited to authorised SchoolPix staff who require access to perform school photography services such as image processing, quality checks, and order fulfilment.
Parents and guardians can view their own child’s images through secure, password-protected galleries. Where schools offer shared or miscellaneous images (such as leaders or sports group photos), these are made available in accordance with school consent settings.
How long are photos stored?
Images are retained to support:
- Family viewing and ordering
- Reprints and replacements
- Ongoing school records and continuity
Photos are not used for any purpose outside of school photography services.
How virtual group photos work
Some schools choose virtual group photos over traditional ones.
Virtual group photos are created by:
- Taking individual full-length photos on photo day
- Removing the background
- Arranging students together in a group layout
This uses standard image editing and layout tools to create a traditional-style group photo when a physical group photo isn’t practical.
Image grouping and matching
To ensure families receive the correct images for their child, SchoolPix uses internal, offline image-matching software to help match and arrange photos when producing school photography products.
This software includes a facial-matching component that operates entirely within a closed, encrypted system and is used solely to correctly group images of the same student.
Important points:
- The process is used solely for internal organisation and accuracy
- It is not used for identification, tracking, or profiling
- It operates offline and does not use external cloud-based services
- Images and facial data are not used to train AI or machine learning models
- Facial matching data is encrypted within the software and is not accessible outside the system
- No image or facial data is shared with third parties
This process exists only to reduce errors and improve accuracy when delivering school photos.
What SchoolPix does not do
SchoolPix does not:
- Monitor or track students
- Use images for behavioural analysis or surveillance
- Share images with third-party AI platforms
- Sell or repurpose student images
- Use images for marketing without consent
- Use images outside the delivery of school photography services
Deletion requests
Parents may request the deletion of their child’s images after the order is completed.
Deletion applies to individual student images held by SchoolPix. In some cases, it may not be technically possible to remove an individual from certain class or group images. Where this occurs, SchoolPix will take reasonable steps to obscure the student’s image or remove identifiable data, in line with privacy requirements.
Because schools may also hold copies of images, deletion requests are managed through a formal process involving both the parent and the school.
A formal deletion request form is available on request.
Independent safety standards
SchoolPix has completed its assessment with ST4S (Safer Technologies 4 Schools) and is awaiting final badging. This page will be updated once certification is issued.