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Your photo consent paperwork, already written.

Four free templates for Australian childcare centres, early learning services and schools: a photo consent form that asks families a separate question for each way a photo gets used, the same form for schools, the consent register your team checks before posting, and a social media and photography policy that covers what actually goes wrong. No email, no sign-up, no watermark.

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Written against ACECQA and OAIC guidance. A starting point, not legal advice.

Photo consent forms, a register and a policy.

Take whichever ones you need. A photo consent form for a childcare centre and one for a school, the consent register that tracks what every family said, and a social media and photography policy for the whole team. Every file is editable: replace the bracketed placeholders with your own details, delete what does not apply, and run it through your usual approval process before you adopt it.

Consent form

Child photo and video consent form

For Australian childcare centres, early learning services, long day care, preschool and kindergarten.

The thing most photo consent forms get wrong is asking one blanket question. This one gives a family ten separate decisions, because agreeing to a learning story is not the same as agreeing to Instagram.

  • Ten uses, each with its own yes or no, from internal documentation through to enrolment advertising
  • A conditions box for families who want something specific, like back of head only
  • Plain wording on withdrawing consent, and an honest note that a public post cannot always be recalled
  • Storage, deletion and two parent or guardian signature blocks
Download the form

Word document, 13 KB. Free to edit and rebrand.

Consent form

Student photo and video consent form

For primary, middle and high schools.

Built on the same structure as the childcare form, with the four things schools need that centres do not, and a section that asks the student themselves.

  • Eleven uses including the yearbook, external media and third-party event photographers
  • A section for the student's own view, where age and stage allow
  • Follows the consent structure used in the NSW and Victorian education department photography policies
  • Class or year level fields, principal details and a conditions box
Download the form

Word document, 14 KB. Free to edit and rebrand.

Spreadsheet

Photo consent register

For childcare centres and schools. Opens in Excel, Google Sheets or Numbers.

The form is what a family signs once. The register is what your team checks before every post, which is the step that actually keeps the wrong photo off the feed.

  • One row per child, one column per use, so anyone can read a row in two seconds
  • A status column that flags who is overdue for their annual re-confirmation
  • A quick check tab: pick a child, see their permitted uses
  • Four worked example rows, including a withdrawn family, to show how it is meant to be filled in
Download the register

Excel workbook, 17 KB. Three tabs, no macros.

Policy

Social media and photography policy

For early learning services. Adaptable for schools.

Eleven sections covering the awkward parts most policies skip: what happens when separated parents disagree, what to do when a child without consent turns up in the background, and what staff may not post from their own accounts.

  • A before-publishing checklist, including stripping location data from the file
  • Service-issued devices only, with the narrow exceptions written out
  • A child's own comfort overrides a signed form, in plain words
  • Two person sign-off, breach handling and a version history table
Download the policy

Word document, 18 KB. Free to edit and rebrand.

A form asks the question once. The register is what somebody checks before every single post.

Most services have the first part. The gap is almost always between the filing cabinet and the phone in someone's hand at four o'clock.

  1. Ask, at enrolment

    The family fills in the consent form, one decision per use. Give them the option to say yes to the parent app and no to Instagram, because plenty of them want exactly that.

  2. Record it where the team can see it

    Every answer goes on one row of the register. A form in a folder helps nobody at posting time. A row someone can read in two seconds does.

  3. Check it before the photo goes out

    Run the policy's checklist over every photo: consent checked for every child in frame, anyone without it cleared or cropped, no full names, no location data left in the file.

The templates are the easy half.

Paperwork does not fail at the paperwork. It fails on a Thursday afternoon when someone has eleven good photos, four minutes, and no realistic way to check nine children against a spreadsheet by eye.

That is the part Tickaboo is built for. Blur, turn away, remove or replace any child in a photo in seconds, so the photos you can post stop being only the dull ones. Blurring is free forever, on every plan, and it runs on your own device.

Matching photos against your register automatically is the piece we are still building, and we would rather say that than pretend otherwise.

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Photo consent questions we get asked.

Yes. Download them, edit them, put your own logo on them and use them at your service. There is no charge, no licence and no attribution required. We would rather be the Australian company whose templates you actually use than one more gated PDF.

No. The files download straight from this page. There is no form, no sign-up and no follow-up sequence waiting for you.

No, and be wary of anyone who says their template is. These are starting points, written against publicly available ACECQA guidance on taking images and videos of children, the OAIC's position that consent must be voluntary, informed, current, specific and unambiguous, and the consent structure used in Australian state education department photography policies. They help you meet your own obligations. They do not replace advice about your own service, and you should review them under your usual approval process before you adopt them.

Use the childcare form if you run an early learning service, long day care, preschool or kindergarten. Use the school form for primary, middle and high schools. The school version adds the yearbook, third-party event photographers, class or year level fields, and a section that records the student's own view where their age and stage allow.

Re-confirming once a year is the practice these templates are built around, because consent has to be current to be worth anything. The start of the year is the natural moment. The register has a last re-confirmed column and a status flag so you can see at a glance who is overdue, rather than finding out when a parent asks.

Yes. It is an .xlsx file, so it opens in Excel, Google Sheets, Numbers and LibreOffice. The quick check tab uses standard lookup formulas that carry across, and there are no macros in it.

The policy template covers this under incidental capture. The short version: a photo taken for one child that happens to catch a child without consent for that channel does not get published unless the second child is cropped out, turned away or blurred beyond recognition. You can do the blurring for free in your browser with our face blur tool, without an account.

Written by Clayton Hackett, founder of Tickaboo

I have run marketing for Australian childcare centres for more than ten years, through Goober Marketing Pty Ltd on the Gold Coast. These templates come from watching the same photo consent problem turn up on nearly every account. They are drafted against publicly available ACECQA guidance on taking images and videos of children, the OAIC's consent principles, and the photography policies published by the NSW and Victorian education departments. They are a starting point, not legal advice.

Published 1 September 2026. Sources last checked 1 September 2026. We re-check these against current guidance every quarter and will say plainly when something changes.

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