This Privacy Policy applies to Personal Information collected by Planetdance Pty Ltd (we, us or our) through our website at www.planetdance.com.au (Website), parent portal, studio activities and other dealings with students and families. It explains how we collect, use, store and disclose your information, and how you can access or correct it or raise a privacy concern.
1 What information do we collect
The kind of Personal Information that we collect from you will depend on how you use our Website and services. The Personal Information which we collect and hold may include:
(a) student and parent or guardian names, dates of birth, addresses, phone numbers, email addresses and emergency contacts;
(b) enrolment, attendance, parent-portal account, billing and payment information;
(c) health information, allergies, injuries, medication requirements and support needs relevant to safe participation;
(d) communications, consent records, incident reports, complaints, child-safety concerns and relevant court orders; and
(e) photographs, video recordings, CCTV footage and information about use of our Website.
We collect only information reasonably necessary for our services and activities. You may make a general enquiry without identifying yourself, where practicable. If you do not provide information needed for enrolment, payment or student safety, we may be unable to provide the relevant service.
2 Types of information
The Privacy Act 1988 (Cth) (Privacy Act) defines Personal Information as information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether or not the information is true or recorded in a material form.
Sensitive Information includes health information and certain other information, such as racial or ethnic origin, religious beliefs and criminal records. We collect Sensitive Information only where reasonably necessary and with appropriate consent, unless collection is otherwise required or permitted by law.
Sensitive Information will be used or disclosed for the primary purpose for which it was obtained, for a directly related purpose you would reasonably expect, with appropriate consent, or where required or permitted by law. Health information is shared with staff who need it to support the student safely.
3 How we collect your Personal Information
We may collect Personal Information when you enter information into the Website or parent portal, complete a form, communicate with us, enrol in or attend classes and events, or provide it to us in another way. We also create records through attendance marking, teaching, incident reporting and CCTV.
Where reasonable and practicable, we collect information directly from you or, for a child, their parent or guardian. Sometimes we receive information from another authorised person, a teacher, an event organiser or an authority. Where required, we will take reasonable steps to make you aware of that collection.
When handling a child’s information or obtaining consent, we consider their age, understanding and capacity, and the authority of any person acting for them.
Cookies
Our Website may use cookies and similar technologies for essential functions, analytics and marketing. These may collect device, browser and usage information and may be linked to other information about you. Cookie durations vary by provider and purpose. You can manage cookies through your browser and any cookie settings offered on the Website. Disabling some cookies may affect Website functions. Third-party services have their own privacy policies.
4 Purpose of collection and disclosure
We collect Personal Information to provide our services, manage enquiries and enrolments, maintain attendance and accounts, communicate with families, arrange performances and events, support student safety and respond to concerns. We also use information to meet legal obligations and, where permitted, keep you informed about our business.
We may disclose relevant information to service providers who assist us with these activities, including Studio Pro, Dropbox, website and communication providers, payment processors, and appointed photographers and videographers. Maintenance and support personnel may access information where needed to perform their duties.
We may also disclose information to relevant competition and examination organisers, venues, professional advisers, insurers and debt collectors where necessary, and to emergency services, police, child-protection authorities or other bodies where required or permitted by law. We limit disclosure to what is reasonably necessary for the purpose.
Direct marketing
We will send electronic marketing communications only with your express or inferred consent, as permitted by law. Using our Website alone does not mean you consent to marketing. We do not use Sensitive Information for direct marketing.
Our marketing communications include a simple way to unsubscribe. You may also contact us to opt out. We will action an unsubscribe request within five working days and retain only the information needed to respect your preference. Essential communications about your enrolment, account, safety or current activities may continue.
Photography and recording
For general studio activities, we record and follow your media consent choices through the parent portal. You can contact reception to update these choices.
Photography and recording form part of troupe training, rehearsals, competitions and studio performances. Acceptance of the relevant media arrangements is a condition of participation and is recorded separately in the troupe or performance agreement before you commit.
These arrangements include photography and recording by the studio and its appointed photographers and videographers. Images and recordings may be shared with participating families and used on our Website, social media and marketing materials to showcase and promote our programs and performances, as expressly authorised in that agreement.
Because these activities involve group participation, we cannot guarantee that an individual student can be excluded from every photograph or recording. The general parent-portal media opt-out does not apply to uses expressly authorised through a separately accepted troupe or performance agreement. This Privacy Policy alone does not record that consent.
Families with privacy, safety or court-order concerns must contact a director before committing to participation. Consent can be withdrawn for future use by contacting us. We will discuss the implications and whether workable participation arrangements remain available. We will stop future uses that rely on the withdrawn consent and take reasonable steps to remove material from channels we control. We cannot guarantee recovery of material already distributed or independently shared by others.
5 Security access and correction
Storage and access controls
We take reasonable steps to protect Personal Information from misuse, interference, loss and unauthorised access, modification or disclosure. Records are held electronically, including in Studio Pro and Dropbox, and in secure paper records where needed, such as emergency contact backups.
Access is limited to those who need the information for their work. Routine incident and complaint records are available to relevant administrative staff. Child-safety records and particularly sensitive complaints are restricted to directors and those assigned to handle the matter. A person who is the subject of a complaint will not have access to its case folder, but may receive relevant information through the review process so they can respond fairly.
CCTV
CCTV is used for safety, security and incident review. It records video without audio. Routine footage is retained for 48 hours. Relevant footage may be preserved for longer where needed for an incident, complaint, safeguarding concern, investigation or legal requirement. Access and disclosure are restricted to authorised persons and lawful purposes.
Retention
We retain Personal Information for as long as it is reasonably needed for the purposes described in this policy and to meet applicable legal requirements. Financial, health, incident and child-safety records may require different retention periods. Relevant records are preserved while a complaint, investigation or legal matter requires them. A director approves disposal of confidential records. When information is no longer needed and retention is not required, we take reasonable steps to securely destroy or de-identify it.
Access and correction
You may request access to the Personal Information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Families can update their own details through the parent portal or contact reception for assistance.
Requests concerning incident reports, complaint files or other sensitive records must be sent to our main email address and will be referred to a director. We may need to verify your identity and authority before releasing information. We assess requests individually, including requests for a student’s own records, and protect other people’s information. The Assigned Parent arrangement for billing and routine communications does not override applicable law or court orders.
We respond within a reasonable time and any applicable legal timeframe. If we cannot provide access or make a requested correction, we will explain our reasons and available complaint options, except where the law prevents us from doing so.
6 Complaint procedure
If you have a complaint about how we handle your Personal Information, please contact us using the details below. Include what happened, when it happened and the outcome you are seeking. Reception will refer privacy complaints to a director. If the complaint concerns that director, another director or a coordinator will arrange an independent response.
We may seek further information to clarify your concerns. We will consider the complaint, explain the outcome and, where appropriate, take steps to rectify the problem in consultation with you.
If you remain dissatisfied, or have not received a response within 30 days, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au. Health information concerns may also be directed to the NSW Privacy Commissioner through the Information and Privacy Commission NSW at www.ipc.nsw.gov.au. Each authority can advise whether the matter falls within its jurisdiction.
7 Documentation and response timelines
We will acknowledge a privacy complaint within two business days and aim to provide a substantive response within 30 calendar days. If additional time is required, we will explain the delay and advise when you can expect a response. We record the complaint, relevant communications, findings and action taken, with access and retention managed as described above.
Staff must report suspected privacy incidents to a director immediately, including information sent to the wrong person, lost confidential files or unauthorised access. The director coordinates containment, assessment and documentation, and any notifications to affected people or regulators required by law. Please contact us promptly if you become aware of a possible privacy incident.
8 Overseas transfer
Some of our service providers are based overseas or store, process or access Personal Information overseas, including in the United States of America. These arrangements may support our parent portal, website, communications and file storage.
We take reasonable steps required by applicable privacy law to protect information handled overseas. We do not require you to waive your rights under Australian law. You may contact us for further information about our service providers and overseas handling arrangements.
9 How to contact us about privacy
If you have any queries, seek access to or correction of your Personal Information, or have a complaint about our privacy practices, please contact:
Director
Planetdance Pty Ltd
Email: info@planetdancemenai.com.au
Phone: 0456 778 867
Website: www.planetdance.com.au
A copy of this Privacy Policy is available free of charge on our Website or from reception.
10 Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The current version will be available on our Website. Significant changes will be communicated to affected families by email and/or the parent portal, including when they take effect. Changes affecting fees or enrolment commitments will be communicated sufficiently before the relevant withdrawal deadline to allow families time to consider them. Urgent safety or operational changes may take effect sooner, with families notified as soon as practicable.