The information we hold depends on how you deal with the academy. It includes:

We collect this information to run the academy and to keep you safe while you train. In practice that means registering and renewing your membership, organising classes, gradings and private sessions, taking care of you if you are injured, contacting you or your emergency contact if something happens, sending you academy news you asked for, and keeping our records and accounts in order.

We only collect what we need for those purposes. If you leave a field blank, we work with what you do give us, though a missing email address or phone number can make it harder for us to reach you or your emergency contact.

Injuries and medical conditions are the most sensitive thing we hold, and we treat them that way. We ask for this information only so that our coaches know how to train you safely and can respond if you are injured. It is optional, and you can tell us in person instead of on the form if you prefer.

Health information is kept with your member record and is seen only by the academy staff who need it to train you safely. It is not used for marketing and is not shared except in an emergency, with the people treating you, or where the law requires it.

When a child trains with us, we collect their details from a parent or guardian, together with the guardian contact details and emergency contact we need. A parent or guardian can ask to see, correct or remove their child’s information at any time by contacting us.

Where you register more than one family member, the details of each person are held separately on their own record.

Member records are restricted to academy admin staff. Coaches are not given a login to the member system; they receive the session details they need, including any injury information that affects a student’s safety, by email or in a printed brief.

Members signed in to the site can see their own record, and a parent or guardian can see the records of the family members they registered. No member can see another member’s information.

We use trusted third-party services to keep the academy running. These include the platform that hosts this website and stores our records, our email service, our calendar service for bookings, and the social media accounts whose public posts appear on our site.

These providers handle information on our behalf and only for the purposes we set. We do not sell your personal information, and we do not share it for anyone else’s marketing.

We may also have to disclose information where the law requires it, or to protect someone’s safety in an emergency.

We take reasonable steps to protect the information we hold: access to member records is limited to admin staff, sign-in details are never shared between members, and our records sit on a hosted platform with its own security controls.

No system can be guaranteed to be completely secure. We cannot promise that information can never be accessed, altered or lost — what we can promise is that we limit who can see it, keep it only while we need it, and act quickly if something goes wrong.

We keep personal information only for as long as we need it for the purposes above, or for as long as the law or a contract requires. When it is no longer needed, we delete it or remove the details that identify you.

As a general guide, we keep a current member’s details while they train with us, and for a reasonable period afterwards in case of a query about their membership, a grading, or an injury or insurance matter. Financial and business records that support our tax returns are kept for the period the Australian Taxation Office requires, which is generally five years.

You can ask us to delete information we no longer need to keep. If we are required to hold on to it, we will tell you why.

You can ask us to show you the information we hold about you, to correct anything that is wrong or out of date, to remove a photo, or to stop contacting you. Email us at the address below and we will help, usually within a few days.

Academy news and bulk emails always include an unsubscribe link, and you can change your mind at any time. Unsubscribing from news does not stop the messages we need to send you about your own membership, a booking, or your child’s training.

If you would rather not give us a home address, or would rather not tell us about a medical condition on the form, that is your choice. Let us know in person so our coaches still know how to train you safely.

If the information we hold is ever lost or accessed by someone who should not have it, we will contain the problem, work out who is affected and how serious it is, and tell the people affected promptly. Where the law requires it, we also report the matter to the Office of the Australian Information Commissioner.

The public pages of this website do not ask you to create an account or hand over personal details to read them. The timetable and the Instagram strip are served from information we already store, so browsing them does not send your details anywhere.

If we switch on website statistics, they are used only to understand how the site is being used, in aggregate. They are not used to identify you.

Photos of members appear on our website and social media only where the member, or a parent or guardian for a child, has agreed to it. You can withdraw that consent at any time and we will take the photo down from what we control.

If we change how we handle personal information, we update this page and change the date at the top. If the change is significant, we will also let members know directly.

For anything to do with this policy — a question, a request to see or correct your information, or a concern about how we have handled it — contact the academy and we will look into it with you.

If you are not satisfied with how we have dealt with your concern, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).