Image Retention & Deletion Policy

Purpose

Sunflower Studios is committed to protecting the privacy, safety, and personal information of all children and families we photograph. This policy outlines how photographic images are stored, retained, accessed, and securely deleted.

Collection of Images

Images are only captured where parent or guardian consent has been provided through our approved booking and permission process.

All photography is conducted by authorised Sunflower Studios team members using approved equipment and systems.

Storage of Images

All images are stored on secure, password-protected systems and cloud-based platforms approved by Sunflower Studios.

Access to images is restricted to authorised personnel who require access to perform their role, including image processing, quality control, customer service, and order fulfilment.

Images are never stored on personal devices or shared through personal accounts.

Image Retention Period

Images are retained for a maximum period of 12 months from the date of photography.

This retention period allows families sufficient time to:

• Access their gallery.
• Place orders.
• Request re-downloads of purchased digital images.
• Resolve any customer service enquiries.

Where a centre agreement, legal requirement, or specific client arrangement requires a shorter retention period, the shorter period will apply.

Image Deletion

At the conclusion of the retention period, all images are permanently and securely deleted from:

• Active storage systems.
• Online galleries.
• Backup systems, where reasonably practicable.

Deletion processes are undertaken in a manner that prevents recovery or unauthorised access to images.

Parent Requests for Deletion

Parents or legal guardians may request the deletion of their child's images at any time by contacting Sunflower Studios in writing.

Upon verification of the request, images will be removed from active systems within 30 days, unless required to be retained for legal, contractual, or order fulfilment purposes.

Image Sharing

Images are provided only to the child's parent or legal guardian through secure delivery methods.

Sunflower Studios will never use a child's image for advertising, marketing, social media, promotional materials, or publications without separate, explicit parental consent.

Data Security

Sunflower Studios takes reasonable steps to protect all images from misuse, interference, loss, unauthorised access, modification, or disclosure.

Any suspected privacy breach involving photographic images will be investigated immediately and managed in accordance with our Privacy and Child Safety procedures.

Policy Review

This policy is reviewed annually and updated as required to ensure compliance with applicable privacy legislation, child safety requirements, and industry best practice.