Photography and Video Policy

Effective from 1 September 2026

Swim Mechanix recognises the importance of protecting the privacy, dignity and safety of children, customers and staff when photographs or recordings are taken at our facilities or activities.

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This policy applies to photographs, video recordings, audio recordings, live streaming and other forms of image or sound capture.

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1. Photography and video by Swim Mechanix

With the applicable consent, authorised Swim Mechanix staff may take photographs or video recordings for purposes including:

• student profiles within the Swim Mechanix App or Customer Portal;

• recording swimmer progress or achievements;

• staff training and professional development;

• program and service improvement;

• Swim Mechanix advertising and promotional materials;

• the Swim Mechanix website, social media and electronic communications; and

• other purposes explained when consent is requested.
   

Only authorised staff may take or upload photographs and recordings on behalf of Swim Mechanix.
 

Staff must use approved equipment, systems and storage locations wherever reasonably practicable.

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2. Consent

Permission is required before Swim Mechanix uses identifiable photographs or recordings of a child for training, advertising or promotional purposes.

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A parent or legal guardian may provide or decline consent through the applicable Swim Mechanix consent process.

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Where reasonably practicable, Swim Mechanix will also endeavour to remind families and confirm consent on the day when planned promotional photography or video recording takes place.

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The failure to obtain an additional confirmation on the day does not invalidate consent already provided. However, a child or parent may ask not to participate in a particular photograph or recording.

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Children will not be forced to participate where they indicate that they are uncomfortable or do not wish to be photographed or recorded.

Declining promotional photography or video consent will not affect a swimmer’s eligibility to participate in regular Swim Mechanix programs.

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3. Use of photographs and recordings

Photographs and recordings will only be used for the purposes authorised by the applicable consent or as otherwise permitted or required by law.

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Approved content may be:

• stored within a student or family profile;

• viewed by authorised Swim Mechanix staff;

• used in internal training materials;

• published on the Swim Mechanix website or social-media channels;

• included in newsletters, advertisements or promotional material; or

• provided to an authorised service provider assisting Swim Mechanix with approved content.

Where content is used publicly, Swim Mechanix will take reasonable steps to avoid publishing unnecessary identifying information about a child.

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A child’s full name will not ordinarily be published with promotional content unless separate approval has been obtained or there is a reasonable and authorised purpose.

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No payment or royalty is payable for the authorised use of photographs or recordings.
 

4. Withdrawing consent

A parent or guardian may withdraw photography or video consent for future use by:

• updating the applicable consent preference where available;

• emailing hello@swimmechanix.com.au; or

• contacting Swim Mechanix.
   

We will take reasonable steps to stop future use after the request has been received and processed.
 

Withdrawal will not ordinarily affect photographs, recordings or materials that were lawfully created, published, printed or distributed before the request was received. However, Swim Mechanix will consider reasonable requests to remove existing online content where practicable.
 

5. Photography and recording by customers

Customers may photograph or record their own child only where:

• prior approval has been obtained from Swim Mechanix;

• the activity does not interfere with instruction or create a safety risk;

• other children are not identifiable without appropriate consent; and

• all directions given by Swim Mechanix staff are followed.
   

Customers must not:

• photograph or record another person’s child without permission from their parent or guardian;

• photograph or record Swim Mechanix employees or contractors without their consent;

• record entire classes or activities where other children or staff are identifiable;

• live stream a lesson or activity without prior written approval;

• use photography or recording equipment in a disruptive, unsafe or inappropriate manner; or

• continue recording after being directed to stop.
   

Swim Mechanix may restrict or prohibit photography and recording at any time to protect safety, privacy or the proper operation of a lesson or facility.
 

6. Smart glasses and concealed recording devices

Camera-equipped smart glasses are not permitted to be worn or used at Swim Mechanix facilities or during Swim Mechanix lessons, programs or activities.
 

This includes smart glasses capable of taking photographs, recording video or audio, or live streaming, regardless of whether the wearer states that the recording function is turned off.
 

Hidden, concealed or disguised cameras and recording devices are also prohibited.
 

Any person wearing or using smart glasses or another concealed recording device may be directed to remove the device from the facility. Failure to comply may result in the person being required to leave and may affect their continued access to Swim Mechanix services.
 

7. Changerooms and private areas

Photography, video recording, audio recording and live streaming are strictly prohibited in:

• changerooms;

• bathrooms;

• toilets;

• shower areas; and

• any other area where a person would reasonably expect privacy.
   

Mobile phones, cameras, smart glasses and other recording-capable devices must not be used in these areas.

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Any suspected recording in a private area should be reported to Swim Mechanix staff immediately.

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8. Staff obligations

Swim Mechanix staff must:

• check applicable consent information before planned photography or recording;

• endeavour to confirm consent on the day where reasonably practicable;

• respect a child or parent who declines to participate;

• avoid capturing children who do not have the required consent;

• only use content for an authorised purpose;

• protect photographs and recordings from unauthorised access or disclosure;

• avoid storing authorised content on personal devices longer than reasonably necessary for approved uploading or transfer; and

• report accidental or inappropriate photography, recording or disclosure.
   

Staff must not use photographs or recordings of swimmers on personal social-media accounts or for an unauthorised purpose.
 

9. Storage and privacy

Photographs and recordings may be stored in iClassPro, approved business systems, secure cloud services or authorised media-management platforms.
 

Access will be limited to staff and service providers who reasonably require it for an authorised purpose.
 

Photographs, recordings and associated personal information will be managed in accordance with the Swim Mechanix Privacy Policy and Child Safety and Wellbeing Policy.
 

10. Reporting a concern

Concerns about photography, recording, smart glasses, privacy or the use of an image may be raised with:

• a Swim School Coordinator;

• another Swim Mechanix staff member;

• hello@swimmechanix.com.au; or

• 08 6255 7740.
   

Swim Mechanix will take concerns involving children or recordings in private areas seriously and may notify police, child-protection agencies or other authorities where appropriate or required.
 

11. Changes to this policy

Swim Mechanix may update this policy when our programs, technology, consent practices or legal obligations change.

The current version will be published on the Swim Mechanix website and will show its effective or revision date.

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