Inclusion, quality, and digital practice
QA1, QA2, QA5, QA6, And QA7
Safe Use Of Digital Technologies And Online Environments
Digital tools can support learning, communication, documentation, and service operations, but they must be used in ways that protect children’s safety, privacy, dignity, rights, and digital footprint.
Child Safe Digital Practice
Digital Safety Is Child Safety
Digital technologies include service devices, tablets, cameras, computers, online platforms, apps, storage systems, communication tools, learning technologies, and any device or system that can capture, store, send, or access information.
Staff must use digital technologies in ways that support learning, documentation, and communication while protecting children’s images, personal information, privacy, dignity, safety, rights, and digital footprint.
Approved Tools
Use Service Devices
Approved photos, videos, records, learning documentation, and family communication must use NERPSA-approved devices, platforms, and systems.
Personal Devices
No Child Images Or Information
Personal devices must not be used to photograph, video, record, store, send, or share child images, child information, learning documentation, or service records.
Privacy
Protect Information
Children’s images, names, locations, routines, family information, learning stories, and records must be handled carefully and securely.
Before Creating Or Sharing Digital Information
Check First
Do Not Rely On Habit Or Convenience
Before any child-related image, video, record, learning documentation, message, or digital information is created, stored, accessed, sent, uploaded, displayed, or shared, staff must check what expectations apply.
Is this a NERPSA-approved service device or system?
Is the image, video, documentation, message, or record necessary?
Is current consent in place, and are there any restrictions?
Is the child’s dignity, privacy, safety, and context protected?
Is geotagging or location data turned off for child images?
Is storage, access, retention, and deletion occurring through an approved NERPSA process?
Is the intended audience appropriate?
Could this create unnecessary risk, exposure, embarrassment, identification, or digital footprint?
If Anything Is Unclear, Do Not Proceed
If you are unsure whether a device, platform, image, video, documentation, storage location, or sharing method is approved or appropriate, pause and seek guidance before proceeding.
Quick Guide
Device Decision Guide
Open this guide before using any device, platform, app, storage location, or communication channel around children or child-related information.
Personal Devices
Clear Expectation
Personal Devices Are Not For Service Use Involving Children
Personal phones, tablets, smart watches, cameras, laptops, USBs, SD cards, removable storage, personal cloud accounts, personal messaging apps, and personal email accounts must not be used for service functions involving children.
This includes child photos, videos, recordings, learning documentation, child records, family communication, storage, transfer, printing, editing, or sharing.
Do Not Use
Personal Devices Must Not Be Used For Child Images Or Information
If you need a personal device for a limited health, family, safety, or personal alert reason, seek guidance from the Responsible Person, Nominated Supervisor, person in day-to-day charge, Education Manager, NERPSA Manager, or approved provider representative. Approval for a personal alert does not allow service use, child images, documentation, storage, or child information access.
Photos, Videos, And Children’s Images
Use Service Devices Only
Approved photos and videos of children must only be taken on NERPSA-approved service devices.
Check Consent First
Before taking or using child images, check current consent and any restrictions recorded for the child.
Turn Off Location Data
Geotagging and location services must be disabled on service devices when capturing images or videos of children.
Use Approved Storage
Images and videos must be stored, accessed, transferred, retained, and deleted according to NERPSA procedure.
Protect Dignity And Context
Do not take or use images that expose, embarrass, shame, identify, isolate, or misrepresent a child, or show children in vulnerable moments.
Ask If Unsure
If you are unsure whether an image, video, platform, storage method, audience, or purpose is appropriate, pause and check before proceeding.
Photo Review Guide
Before Using A Child Image
Open this guide before using a child photo or video in learning documentation, displays, communication, records, newsletters, websites, apps, or any other format.
Digital Technologies In The Program
Learning
Use Technology Intentionally
Digital tools should have a clear purpose. They may support documentation, communication, creativity, inquiry, accessibility, inclusion, and learning when used thoughtfully.
Supervision
Stay Actively Involved
Children’s use of digital technology must be actively supervised. Staff should consider content, time, privacy, interaction, accessibility, and whether the technology supports the learning intention.
Online Environments And Digital Footprints
Digital Footprint
Children Have Rights Online Too
Children’s images, names, voices, stories, work samples, locations, routines, and family information can create a digital footprint. Staff must think carefully about what is captured, why it is needed, who can access it, where it is stored, and how long it is kept.
Digital documentation should be meaningful and respectful. It should not prioritise quantity over quality, or convenience over children’s rights, privacy, safety, and dignity.
Information Security And Privacy
Secure Practice
Use Approved Systems Only
Staff must use approved NERPSA systems for child information, staff information, family information, photos, videos, records, and communication.
- Do not send child information or images to personal email, personal cloud storage, or personal messaging apps.
- Do not store child images or service documents on personal devices or removable storage.
- Do not share passwords or leave devices unlocked where others can access information.
- Report privacy concerns, lost devices, accidental sharing, unauthorised access, or suspected data breaches promptly.
If Something Goes Wrong
Report Promptly
Digital Safety Concerns Must Be Raised Early
If a device is lost, an image is shared incorrectly, information is sent to the wrong person, a child image is found on a personal device, a password is compromised, or a digital practice does not feel safe, staff must raise the concern promptly.
Seek guidance from the Responsible Person, Nominated Supervisor, person in day-to-day charge, Education Manager, NERPSA Manager, or approved provider representative. Early reporting helps NERPSA protect children, families, staff, privacy, records, and service systems.
NERPSA Policies Connected To This Section
Policy Connection
Policies That Support Safe Digital Practice
Key connected policies include Safe Use of Digital Technologies and Online Environments, Child Safe Environment and Wellbeing, Code of Conduct, Privacy and Confidentiality, Supervision of Children, Educational Program, Enrolment and Orientation, Compliments and Complaints, and Incident, Injury, Trauma and Illness.
Use the current NERPSA policies on the main NERPSA website and follow local service procedures. If something is unclear, keep children supervised and ask before proceeding.
Useful Resources
ACECQA National Model Code
Guidance on taking images and videos of children while providing education and care.
Open ResourceACECQA Digital Technologies
Policy guidance for safe use of digital technologies and online environments.
Open ResourceeSafety Early Years
Online safety resources for young children, families, and early years educators.
Open Resource
Required Induction Activity
Check Before Creating Or Sharing Digital Information
Before any child-related image, video, record, learning documentation, message, or digital information is created or shared, think about what device, consent, privacy, storage, access, and sharing expectations apply.
Choose one example from this page, such as taking a child photo, using a service device, documenting learning, communicating with a family, or storing child information. Think through the checks you would complete before proceeding.
Safe Digital Practice Protects Children
Digital technology must be used intentionally, safely, and respectfully. Service devices, approved systems, consent, privacy, active supervision, secure storage, careful sharing, and professional judgement all help protect children’s safety, dignity, rights, and digital footprint.