Privacy Policy

Modular Media (ABN 15 046 323 128) creates video, photography, websites, digital newsletters and marketing strategy for schools. Our office is in Ballarat, Victoria, and we work with school communities across metropolitan and regional Australia.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Because we work inside schools, we also work to each school's own privacy, consent and child-safe policies.

When you enquire. Your name, school, email address, phone number if you give it, and whatever you tell us about what you're looking for.

When you become a client. Contact details for the staff we work with, billing details, and the material needed to do the work — such as the content, images and distribution lists for your newsletter.

Photography and video. Images and footage of students, staff and school events, captured on your school's premises at your school's request.

When you visit this site. Standard analytics data — pages viewed, approximate location, device and browser type, and how you arrived. This is collected through Google Analytics and is not used to identify you personally.

This matters most to the families we photograph, so we are specific about how it works — and about where responsibility sits.

• The school holds the consent records. Schools collect and maintain photo permissions from families. We do not hold those records and have no way to know which students cannot be shown unless the school tells us.
• The school must tell us, before we shoot. It is the school's responsibility to provide us with clear, current information about any student whose face cannot appear in the material we produce, and to update us if that changes.
• We work hard to honour it. Given that information, we do our very best to avoid those students while filming and photographing, and to exclude them when we edit and select images.
• Nothing is published until the school signs off. We do not publish or share any material publicly — and neither should the school — until the school has reviewed it and confirmed that no student who cannot be shown appears in it.
• The final check is the school's. In a class photo, an assembly or a busy playground, a face can appear at the edge of frame or in the background. Because only the school knows who its families are and what each has consented to, the school must review every deliverable thoroughly before it is sent, posted or printed. Final responsibility for what is published rests with the school.
• Our own use. We only use school imagery in our portfolio, on this website or in our marketing with the school's permission. If a school withdraws that permission, we remove the images.

If you are a parent with a concern about an image of your child, contact your school — they hold the consent record and control what is published.

We use personal information to respond to enquiries, quote and deliver the work, send your newsletter to the recipients you nominate, invoice you, and keep in touch about your project. We do not sell personal information, and we do not add enquirers to a marketing list without asking.

When we run a digital newsletter for your school, the family email addresses in that list belong to the school, not to us. We hold them only to send the editions you ask us to send.

Our newsletter platform records whether an edition was opened and which links were clicked, so your school can see engagement. We report this in aggregate. We do not use school family lists for our own marketing, and we do not share them with anyone. When a school stops working with us, we delete the list on request.

We use a small number of established service providers to run our business, and some hold data on our behalf:

• Website hosting and content delivery
• Google Analytics, for website traffic reporting
• Our email newsletter delivery platform
• Vimeo, which hosts the films embedded on this site
• Cloud storage and backup for photography and video files
• Accounting software, for invoicing

Some of these providers store data on servers outside Australia. We only use providers with appropriate security and privacy commitments.

This site uses Google Analytics, which sets cookies to understand how visitors move through the site. It tells us which pages are useful; it does not tell us who you are.

You can block or delete cookies in your browser settings, or install Google's opt-out add-on, and the site will keep working normally. Embedded Vimeo players may also set cookies when you play a film.

We keep personal information in secured, access-controlled systems and limit access to the people who need it. We keep enquiry records while there's a reasonable chance you'll want to hear from us, and client records for as long as we work together plus the seven years Australian tax law requires. Project files and imagery are kept so we can re-supply them to your school, unless you ask us to delete them.

You can ask us what personal information we hold about you, ask us to correct it, ask us to delete it, or ask to be removed from any list. Email info@modularmedia.com.au and we'll respond within 30 days at the latest, usually much sooner.

If you're not satisfied with how we've handled a privacy concern, you can raise it with the Office of the Australian Information Commissioner at oaic.gov.au.