School Partnership Terms
Public summary for educational institutions in the United States and Canada
Effective Date: 09/22/2026 | Last Updated: 09/22/2026
1. Purpose and Contract Priority
These School Partnership Terms provide public information about school and academic photography Programs offered by Art of Portraits. They are not the complete School contract. A participating institution must execute a School Photography Partnership Agreement, Program proposal, statement of work, or other approved contract. A signed agreement controls if it conflicts with this public summary.
2. Eligible Organizations
· Preschools, elementary schools, middle schools, and high schools
· Charter schools, private schools, academies, colleges, universities, and districts
· Athletic organizations, arts Programs, parent organizations, educational foundations, and specialty schools
Availability depends on geography, schedule, anticipated participation, production requirements, and acceptance of applicable contracts.
3. Available Services
· Student picture day and yearbook portraits
· Senior, graduation, faculty, staff, and identification portraits
· Sports, team, media-day, graduation, performing-arts, academic, awards, and event coverage
· School marketing photography, Family galleries, retakes, and makeup days
· Fundraising or give-back Programs
Signed Program documents identify the actual services included.
4. No-Cost Programs
Some standard Programs may be provided at no direct cost to the school. This applies only to expressly included services. Custom work, extra photography days, expedited production, extended travel, custom products, special screening, school-requested changes, or third-party charges may cost extra. Families may voluntarily purchase products directly from Art of Portraits. Minimum participation, sales, or fundraising are not guaranteed unless stated in the signed agreement.
5. Art of Portraits Responsibilities
· Provide photographers and standard equipment
· Coordinate picture-day operations and assist with scheduling
· Provide approved Family communications, galleries, ordering, payment processing, and customer support where included
· Fulfill print and digital orders and deliver agreed yearbook Images and data
· Provide agreed retake, makeup, fundraising reporting, and payment services
· Follow applicable campus procedures and maintain reasonable privacy and security safeguards
6. School Responsibilities
· Appoint an authorized representative and approve dates and schedules
· Provide a safe, suitable space and School staff supervision
· Manage student movement, discipline, and release from activities
· Distribute approved notices and ordering information
· Provide accurate rosters, yearbook requirements, and Student restrictions
· Obtain approvals for which the School is responsible
· Review yearbook data and corrections and communicate accessibility needs
· Follow applicable district procurement, contracting, privacy, and security requirements
Art of Portraits does not assume custody or disciplinary supervision of Students.
7. Student Privacy and FERPA
Student information is limited to the authorized Program and related Family services, such as scheduling, Image association, galleries, ordering, yearbook delivery, retakes, support, Program administration, fraud prevention, and legal compliance. Art of Portraits does not knowingly sell protected student information, use it for targeted advertising, create unrelated Student profiles, use identifiable Student Images to train public AI models without express permission, or use an identifiable minor in general advertising without an appropriate release.
The institution is responsible for determining the legal basis for student-information disclosure and communicating directory-information opt-outs, media and photography restrictions, gallery restrictions, custody or safety limitations, required accommodations, and return or deletion requirements. If the institution relies on a FERPA exception, the signed agreement should address authorized purpose, access limits, redisclosure, and deletion or return.
8. Canadian School Programs
Canadian Programs will be administered according to applicable federal and provincial privacy requirements. Depending on the parties and activity, PIPEDA or private-sector privacy laws in Alberta, British Columbia, or Quebec may apply, along with public-sector or education-specific provincial requirements applicable to the school or board. Those institutional requirements must be identified before information is transferred.
Canadian information may be processed in the United States. The signed agreement should identify approved purposes, safeguards, cross-border disclosures, service-provider requirements, retention, and return or deletion. Quebec-specific assessments and governance duties will be addressed where applicable.
9. Family Ordering and Yearbook Services
Where Family ordering is offered, purchases are voluntary unless the school clearly states otherwise, Families generally order directly from Art of Portraits, and the school does not process payments or refunds. Products and downloads are governed by the Student and Family Photography Terms.
For yearbooks, the school supplies specifications, rosters, naming requirements, and deadlines; Art of Portraits supplies agreed Images and data; and the school reviews names, grades, classrooms, and classifications. The school and its publisher remain responsible for final layout, publication, printing, and distribution.
10. Retakes, Screening, and Campus Safety
Signed Program documents identify whether a retake or makeup day is included. Availability depends on calendar, photographer availability, attendance, Program size, and policy. Neither Party guarantees every Student will be photographed.
Personnel will follow applicable visitor, identification, check-in, and safety procedures communicated in advance. Background checks, fingerprinting, vaccination documentation, special training, or district credentials must be identified during contracting. Services may be paused where conditions create a material safety or security risk.
11. Fundraising and Give-Back Programs
A qualifying Program may use a percentage of gross or net qualifying sales, a fixed amount per order, a participation-based amount, a fixed sponsorship, or an approved in-kind contribution. The signed Fundraising Addendum identifies the calculation, Measurement Period, qualifying and excluded transactions, deductions, reporting, payment timing, payment recipient, refund and chargeback adjustments, and restricted use of funds. No minimum is guaranteed unless expressly stated. Purchases should not be described as tax-deductible unless qualified tax counsel confirms that treatment.
12. School Name, Images, and Promotional Use
The school may authorize limited use of its name, logo, colors, and marks for Program materials, galleries, ordering pages, and communications. The school retains ownership of its marks. Broader public promotion requires approval where specified.
Art of Portraits retains copyright unless a signed agreement states otherwise. The school may receive a limited license for yearbooks, identification, internal records, newsletters, websites, social media, recognition, and noncommercial communications. The license does not automatically permit resale, sublicensing, commercial advertising, or transfer to unrelated third parties.
School participation does not automatically authorize promotional use of an identifiable minor. Such use requires an appropriate release and compliance with school policy and law.
13. Security Incidents and Contract Documents
Art of Portraits maintains safeguards appropriate to the Services. If a confirmed incident triggers a legal or contractual notice duty, Art of Portraits will notify the school and reasonably cooperate. The signed agreement may add notification deadlines, security controls, subprocessor rules, data-location terms, destruction certificates, audit provisions, and insurance requirements.
Applicable signed amendments, privacy addenda, the School Photography Partnership Agreement, Fundraising Addendum, Program proposal, statement of work, and order forms control over this public summary in the order stated by the parties’ contract.
14. Requesting a Partnership
Schools may request a consultation concerning scope, population, dates, yearbook requirements, Family ordering, retakes, student privacy, background screening, insurance, fundraising, retention, and U.S. or Canadian requirements.
Art of Portraits | 12668 Hoover Street, Garden Grove, CA 92841 | (877) 874-6867 | info@artofportraits.com
Art of Portraits | 12668 Hoover Street, Garden Grove, CA 92841 | (877) 874-