Privacy Policy

This Privacy Policy outlines how Active Gym Pty Ltd (ABN: 76627895130), Keja Project Services Pty Ltd (ABN: 36648999160), and SPORTS CONNECT (W.A.) Pty Ltd (ABN: 96678018883) (collectively referred to as “Active Gymnastics”, “Active”, “we”, “our”, or “us”) collect, use, store, and disclose your personal information.

We are committed to protecting your privacy and managing personal data in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Who We Are

Active Gymnastics operates gymnastics programs across Western Australia, with locations at:

• O’Connor: Unit 11 / 352 South Street, O’Connor 6153 WA
• Jandakot: Unit 3 / 30 Biscayne Way, Jandakot 6164 WA

For privacy-related questions or concerns, you can contact us at:
📧 [email protected] | 📞 0417 503 517

2. What Information We Collect

Customers & Gymnasts:

• Names, dates of birth, gender
• Contact details (email, phone number, address)
• Health and medical information (e.g., allergies, injuries, other important medical details)
• Emergency contact details
• Class preferences and history
• Communications and chat transcripts
• Consent forms and agreements

Staff & Job Applicants:

• Personal contact details
• Bank and superannuation details
• Tax file numbers
• Employment history
• Accreditation and certifications (e.g., Gymnastics Australia, First Aid, WWCC)
• Availability and rosters
• Performance reviews and employment records

3. How We Collect Information

We collect information through:

• Online registration forms (e.g., via iClassPro)
• Website interactions and cookies
• In-person conversations and physical forms
• Emails, chats (e.g., Crisp.Chat), and phone calls
• Employment onboarding processes
• CCTV recordings at our physical locations

4. Use of Your Information

We use personal information to:

• Enrol students and manage classes
• Communicate with parents and guardians
• Coordinate staff rosters and HR processes
• Provide safe and inclusive programs
• Respond to emergencies
• Process payments (via Integrapay/Payrix)
• Send marketing communications (via MailChimp)
• Conduct analytics and improve our services
• Conduct business activities and operations
• Meet legal and regulatory obligations

5. Child Privacy and Parental Consent

We take special care when collecting data about children.

• All children under 18 are registered under a parent or guardian account.
• Child data is only accessible to authorised staff who need it to ensure child safety and program support.

6. CCTV Usage

CCTV operates at our O’Connor and Jandakot facilities for:

• Security purposes
• Monitoring safety and conduct within the gym

Footage may be viewed by authorised staff or law enforcement, if necessary. We do not use CCTV recordings for marketing purposes.

7. Third-Party Services We Use

We use trusted third-party providers to help operate our business. These services may store or process your data in Australia or overseas:

While we take care to work with secure platforms, each provider has their own privacy policy and terms.

8. Security of Your Information

We take your privacy seriously and implement the following security measures:

• Role-based access for staff
• Multi-factor authentication (MFA)
• Single sign-on (SSO) for supported systems
• Password managers for secure credentials
• Audit logs for critical systems
• HTTPS encryption for our websites
• Data encryption where possible in transit and at rest

9. How Long We Keep Your Data

We retain your data:

• As long as it’s needed to provide services to you
• Or until you request its deletion

Some data (e.g., financial, legal, or employment records) may be kept for a minimum period as required by law.

10. Your Rights & Choices

You have the right to:

• Access and review the data we hold about you
• Correct inaccurate data
• Request deletion of your data (where legally possible)
• Opt out of marketing communications via unsubscribe links or by contacting us

11. Overseas Data Transfers

Some services we use may store or process data overseas. This includes (but is not limited to) platforms like MailChimp, Microsoft, and Meta. While we take care to choose reputable providers, their data storage locations and privacy practices may vary. You can refer to their policies for more information.

12. Data Breaches

In the unlikely event of a serious data breach, we will:

• Notify the Office of the Australian Information Commissioner (OAIC) if required
• Notify affected individuals where there is a risk of serious harm
• Take immediate steps to mitigate and investigate the breach

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal obligations, or third-party providers. The latest version will always be available on our website.

14. Contact Us

For privacy-related inquiries, access requests, or data deletion: 📧 [email protected]
📞 0417 503 517