Data for School Photographers

When schools book school photo days, the contracted photography company requires a data file of student and staff information to ensure the right photo files are provided to the right family.

As Elk Island Public Schools (EIPS) is subject to the Freedom of Information and Protection of Privacy (FOIP) Act, the Division is required to follow certain procedures in how it collects, uses and discloses personal information. When the school photo day data files of personal information are provided to photography companies, some of these same requirements are extended onto the photography company. All contracted school photography companies are required to:

only use the information for the purpose of providing photography services to the school;
disclose the information only to those who need it for that purpose;
keep the information secure while it's in their possession; and
dispose of the information when it's no longer required.

Requesting a Data File

EIPS has developed an online request form:

to streamline the process of a photography company requesting one or more data files;
to ensure all FOIP Act requirements are met for the Division; and
to provide the requested file securely to the requesting company and ensure the final image files are provided securely back to the Division.

This form is to be completed by an authorized representative of the photography company. It can't be completed by a school staff member on behalf of the company.

If a company will provide photography services for more than one school within the Division, a separate form must be submitted for each school to ensure the proper review and approval by applicable staff. If an additional photography day contract is signed with another school at a later date or if additional data files are required later in the school year, the same photography company can simply submit another form.

2024-25 School Photographer Data Request Form

Requests must be submitted at least one week prior to the date when the photography company needs the data file.

If you have any questions about the data file request process or the online form, contact EIPS’ FOIP Co-ordinator at 780-464-3477 or through the online contact form.