When do we ask for photo and video permission?
We ask a parent or legal guardian for clear permission before identifiable promotional use. The proposed media, audience and purpose should be understandable before a decision is made. A general enrolment agreement or attendance at an event is not permission for every later publication.
Does one approval cover all media?
No. Agreement to a private progress photo does not automatically allow a public video, a printed brochure or a testimonial. If a proposed use combines images, sound, a name and written feedback, consider those details together and specify any limits.
Can my child decline at the time?
A child's discomfort should be respected even where a parent has previously agreed. Children should not be pressured to be photographed, filmed or recorded for promotion when they do not wish to participate.
What uses can a parent agree to or decline?
| Private learning review | An image or recording used for the learning or review purpose explained at collection. |
| Communication with your family | Sharing your child's activity or work privately with you; not permission to distribute it to unrelated families. |
| Website or social channels | Identifiable media published on the particular Abacus Experts channels approved. |
| Printed material and displays | Approved images or comments used in brochures, posters, centre displays or event material. |
| Group media | Your child appearing alongside others; attendance alone does not establish promotional permission. |
You may allow an approved photograph while declining use of a name, voice or video. Explain the permitted media and purpose clearly. Where a proposed publication cannot respect the agreed limits, that identifiable media should not be used for that publication.
What should a media permission record explain?
Before deciding, ask what will be collected, why it is needed, who will see it and where it may appear. A clear description helps distinguish a direct message to your family from a public post that may reach an unknown audience.
Which details make a child identifiable?
A face is not the only identifier. A name on a worksheet, spoken information, a caption or a combination of details can reveal identity. Removing a name does not necessarily make a recognisable image anonymous. Consider the picture, audio and accompanying text together.
Can I limit the channel or purpose?
Yes. Tell us which use is allowed and which is excluded. Approval for one channel should not be interpreted as permission for an unrelated channel or a different campaign. Ask for clarification if the proposed description is too broad for you to make an informed choice.
How may approved media be used?
Consented media may explain a teaching approach, show an activity or share an approved learning experience. It must stay within the agreed purpose. Cropping, captions and other editing should not misrepresent a child, create a false result claim or portray the child in a humiliating or inappropriate way.
We avoid unnecessary identifying details such as home addresses, school information and private schedules. A full name should not be published without specific approval. A parent's agreement to publish a comment does not automatically permit an accompanying child photo.
What are the rules for online class recordings and group photos?
Recording by Abacus Experts
If a class recording is planned, the purpose and intended access should be explained before collection and the required permission obtained. A learning recording is not automatically available for promotional publication. Ask if you are uncertain whether identifiable children will appear.
Recording by families
Parents and learners must not record, screenshot, repost or share another child, parent or trainer without permission. Keep class links private and check the camera background. A parent's choice for their own child does not provide permission for other participants in the same image.
For a concern about group media, identify the item and your child without circulating images of other children more widely than necessary. The presence of several participants does not remove the need to consider each relevant permission.
How do I withdraw or change media consent?
- Contact us. Use the email address or phone number above.
- Describe the change. Say whether you are withdrawing all promotional permission or limiting a particular type of media, channel or purpose.
- Help locate the item. Include a page link, post date or short description when available.
- Complete appropriate verification. We may confirm that you are the parent or legal guardian and ask enough information to understand the request.
After verification, we stop new use covered by the withdrawn consent and remove content from channels we control where reasonably possible. If only part of a previous permission is changing, say what remains allowed so the instruction is clear.
What should I avoid sending?
Do not send identity documents or detailed private information in the initial message unless there is a specific need and an appropriate way to provide it. A link or description can often start the discussion without forwarding additional images.
Can every copy of a public image be removed?
Removing an item from a channel controlled by Abacus Experts is different from removing every copy elsewhere. Previously distributed print materials, third-party shares, downloaded copies and caches may not disappear immediately or completely. We will explain any known limitation, including records that need to be retained.
These limitations do not mean a concern should go unreported. Send the known location and explain what you want reviewed. Avoid assuming either that the original publication is the only copy or that removal is impossible everywhere.
How do I report media used outside my permission?
Email a link or description and explain whether the concern involves an unapproved channel, identifying detail, purpose or portrayal. If a third-party account published it, identify that account as well. Please avoid forwarding the media widely while raising the concern.
For broader information handling, read our privacy policy. For wider safety and conduct concerns, read the child safeguarding policy. Those policies answer different questions from promotional-media permission.
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