PRIVACY POLICY.

WHO WE ARE

This Privacy Policy applies to Podium Martial Arts Pty Ltd (ABN 97 702 077 405), trading as Podium Martial Arts, referred to in this policy as "Podium", "we", "us" or "our".

We provide martial arts programs, including Taekwondo-based training, for children, teenagers, adults and families in the Moreton Bay region of Queensland, Australia.

This policy applies to personal information collected through our website, enquiries, trials, enrolments, classes, events, membership systems and other interactions with our business.

INFORMATION WE COLLECT

Depending on how you interact with Podium, we may collect the following kinds of personal information:

• Names, dates of birth, addresses, email addresses and phone numbers.
• Parent, guardian and emergency contact information.
• Enquiry details, class preferences, goals and information provided through our website forms.
• Membership and enrolment records, class attendance, belt ranks, grading results and training progress.
• Billing details, transaction records and payment-related information necessary to administer memberships.
• Relevant medical conditions, allergies, injuries, disabilities, accessibility requirements and other health information needed to support safe participation.
• Photographs, videos and testimonials where these are collected for an authorised purpose.
• Website technical information, such as device type, browser, IP address and website interactions, where collected by our website and service providers.

We aim to collect only information reasonably necessary for our activities or otherwise permitted by law.

HOW WE COLLECT INFORMATION

We generally collect personal information directly from you, or from a parent or guardian where the information relates to a child.

Information may be provided when you:

• Complete an enquiry, trial or enrolment form.
• Contact us by phone, email, social media or in person.
• Register for classes, memberships, gradings or events.
• Update your member information.
• Participate in our programs or communicate with our team.
• Visit our website or interact with embedded third-party services.

We may also receive information from an authorised parent or guardian, an emergency contact, a payment service provider or another person where collection is lawful and appropriate.

HOW WE USE YOUR INFORMATION

We may collect, hold, use and disclose personal information for purposes including:

• Responding to enquiries and arranging trial classes.
• Assessing suitable classes and supporting individual student development.
• Managing enrolments, memberships, attendance, payments and accounts.
• Delivering martial arts classes, gradings, events and related services.
• Communicating with students, parents and guardians about scheduling, progress and important operational matters.
• Supporting student health, safety, wellbeing and emergency response.
• Improving our programs, administration and customer experience.
• Sending promotional communications where permitted by law.
• Meeting legal, regulatory, accounting and insurance obligations.

We may use software to assist with administrative tasks such as reminders, enquiries and membership management. Where required by law, we will provide information about automated processes used in decisions that could significantly affect an individual's rights or interests.

If we wish to use personal information for a materially different purpose, we will obtain consent where required or otherwise ensure that the use is lawful.

CHILDREN AND HEALTH INFORMATION

Many Podium students are children. We take particular care when collecting, using and storing information about children and young people.

We generally seek relevant information from a parent or guardian when enrolling a child, and involve the child in decisions about their information where appropriate to their maturity and understanding.

Health information is sensitive. We may request relevant medical, injury or accessibility information to help us understand a student's needs, make reasonable adjustments and support safe participation.

We will seek appropriate consent before collecting sensitive information unless another lawful basis applies. Access to this information is limited to people who reasonably need it for safety, program delivery or administration.

In an emergency, we may share relevant information with emergency services, medical professionals or other appropriate people where authorised or permitted by law.

PHOTOS, VIDEOS AND TESTIMONIALS

Photographs and videos may be taken during classes, special events, gradings and other Podium activities.

Where we intend to use identifiable images or testimonials for marketing, promotional materials, our website or social media, we will seek appropriate permission, including parent or guardian permission where required.

We respect the choices of students and families who do not wish to participate in promotional photography.

You may contact us to withdraw your membership and permission for future promotional use. We will take reasonable steps to honour requests to stop using identifiable images in future promotional materials, although it may not always be possible to recall materials already lawfully published or distributed.

SHARING INFORMATION AND OVERSEAS DISCLOSURE

We do not sell personal information to data brokers or advertisers.

Where reasonably necessary to operate Podium, personal information may be disclosed to:

• Authorised employees, instructors and service providers.
• GymDesk, which supports our website, enquiry management, membership administration and related services.
• Payment processors, banking providers and financial service providers involved in transactions.
• Email, SMS, hosting, website and cloud technology providers.
• Insurance providers, professional advisers and regulators where reasonably necessary or required.
• Emergency services or relevant authorities where permitted or required by law.

Some technology providers and their subcontractors operate outside Australia. This may involve disclosures to recipients in the United States, and potentially other countries in which our service providers operate.

Where personal information is disclosed overseas, we will take steps required by applicable Australian privacy laws to protect that information.

You may contact our Privacy Officer for further information about overseas service providers and the countries involved.

OUR WEBSITE AND COOKIES

Our website and third-party services may use cookies and similar technologies to support website functionality, security, enquiry forms, performance and the visitor experience.

Technical information may include your IP address, browser type, device information, pages visited and interactions with website features.

Our website may contain services or content provided by third parties, such as GymDesk, Google Maps and Cloudinary-hosted images. Those providers may process information under their own privacy notices.

You can usually control or block cookies through your browser settings, although some features may not work correctly if certain cookies are disabled.

If we introduce additional analytics or advertising technologies, we will review our notices and consent practices as required.

SECURITY AND RETENTION

We take reasonable technical and organisational measures to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure.

These measures may include appropriate account permissions, access controls, staff awareness, secure systems and procedures for responding to privacy incidents.

We retain personal information only for as long as reasonably necessary for lawful business purposes, or for any longer period required by applicable laws, insurance obligations or legitimate recordkeeping needs.

When information is no longer needed and there is no legal requirement to retain it, we will take reasonable steps to securely destroy or de-identify it.

If a data breach occurs, we will assess and respond to it and make notifications where required by law.

MARKETING COMMUNICATIONS

From time to time, we may share information about Podium programs, events, offers and community news.

We will only send electronic marketing communications where we have consent or another lawful basis to do so. Marketing messages will include a way to unsubscribe where required by Australian law.

You can opt out of marketing communications at any time by using the unsubscribe option provided or contacting us directly.

Operational communications, such as important class updates, account information or safety notices, may still be sent where appropriate.

ACCESS AND CORRECTION

You may request access to personal information we hold about you, or ask us to correct information that is inaccurate, incomplete, out of date or misleading.

Requests can be sent to our Privacy Officer using the details at the end of this policy.

We may need to verify your identity or authority before releasing or changing information, particularly where records relate to a child.

We will respond in accordance with applicable law. If we cannot grant a request, we will explain our reasons where required.

PRIVACY QUESTIONS AND COMPLAINTS

If you have a question or concern about how we have handled personal information, please contact our Privacy Officer.

We encourage you to describe your concern and provide relevant details so that we can investigate it.

We will acknowledge and assess complaints, seek any additional information needed, and aim to provide a response within 30 days.

If you are dissatisfied with our response, or your complaint remains unresolved, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC), subject to its complaint requirements.

CHANGES TO THIS POLICY

We may update this Privacy Policy to reflect changes in our operations, services, technology or legal obligations.

The most recent version will be published on our website with the date of the last update.

We encourage you to review this page occasionally.