Photo, Video & Media Consent Policy

Effective Date: 17 June 2026

Applicable to: All students (ages 3-8), parents/guardians, staff, and visitors of Ultra

1. Purpose

Ultra (“the School”) regularly captures photographs and videos of children during classroom activities, events, celebrations, and field trips for documentation, communication, and promotional purposes. Because our students are young children, this Policy sets out clear, separate rules for (a) internal/educational use and (b) public use on the School website and official social media, and explains how Parents/Guardians can give, limit, or withdraw consent.

2. Types of Media Covered

• Photographs and videos taken by School staff during classes, events, sports day, annual day, field trips, and online/hybrid classes.
• Photographs taken by professional photographers engaged by the School for official events.
• Group/class photographs used in yearbooks, ID cards, and report cards.

3. Categories of Use

3.1 Internal / Educational Use (No Separate Consent Required)

Photos used for the child’s own portfolio, attendance/ID records, internal newsletters circulated only to that child's class/parent group, and report cards do not require separate consent, as they are necessary for providing educational services.

3.2 Public Use (Requires Explicit, Opt-In Parental Consent)

• Publishing on the School's official website.
• Posting on the School's official social media accounts (Instagram, Facebook, YouTube, X, LinkedIn, WhatsApp status, etc.).
• Use in the School prospectus, brochures, advertisements, or admission marketing material.
• Use by external media (newspapers, local TV) covering a School event.

No child's photo or video will be used for any purpose in Section 3.2 unless the Parent/Guardian has given explicit, opt-in, written consent via the Consent Form in Section 7, and that consent has not been withdrawn.

4. What We Will Never Do

• We will never publish a child's full name together with their photo on public social media or the website without separate, specific consent for that combination.
• We will never share identifying location details (home address, exact home neighborhood) alongside a child's photo.
• We will never provide student photographs to third parties for commercial or advertising use unrelated to the School.
• We will never use a child's image in any way once a Parent has withdrawn consent, except for already-printed physical material (e.g., a yearbook already distributed) which cannot reasonably be recalled.

5. How Consent Works

1. At admission, every Parent completes the Photo & Media Consent Form (Section 7), choosing to ALLOW or NOT ALLOW public use of their child's image.
2. Consent is opt-in: if a Parent does not actively tick ‘Allow’, the default treatment is NOT ALLOW for public use.
3. Parents may change their choice at any time by submitting a written request to the School office or Class Teacher; the change will take effect within 7 working days for future posts.
4. The School maintains an internal ‘Do Not Photograph for Public Use’ list and briefs photographers/event staff and social-media volunteers to check it before any public posting.

6. Withdrawal of Consent

A Parent may withdraw previously given consent at any time by emailing or writing to [School Privacy Contact]. On withdrawal, the School will, within a reasonable period, remove the specific previously posted images of that child from the School's own website and official social media accounts where reasonably practicable. Withdrawal does not affect the lawfulness of use that occurred before the withdrawal.

7. Photo & Media Consent Form

Child's Name: ______________________ Class/Section: ______________________

Please tick ONE option for each row:

• Internal/educational use (ID cards, report cards, internal newsletters): Required for enrollment — no opt-out.
• ☐ I ALLOW my child's photo/video to be used on the School website. ☐ I DO NOT ALLOW
• ☐ I ALLOW my child's photo/video to be used on official School social media (Instagram/Facebook/YouTube, etc.). ☐ I DO NOT ALLOW
• ☐ I ALLOW my child's photo/video to be used in the School prospectus/brochure/print advertisements. ☐ I DO NOT ALLOW
• ☐ I ALLOW external press/media to photograph my child at School events covered by the press. ☐ I DO NOT ALLOW

Parent/Guardian Name: ______________________ Relationship to Child: ______________________

Signature: ______________________ Date: ______________________

8. Parents Photographing Other Children

During School events, Parents may take personal photographs/videos of their own child. Parents are requested not to publicly post photos or videos in which other children are clearly identifiable, out of respect for those families' privacy choices, and the School may request removal of such posts if a complaint is received.

9. Compliance

This Policy operates alongside the School's Privacy Policy and is designed to align with the Digital Personal Data Protection Act, 2023, which requires verifiable parental consent for processing a child's personal data, including images.