PRIVACY POLICY

 

1. Introduction

This Privacy Policy explains how [MARTIAL ARTS CLUB NAME] (“the Club”, “we”, “our”, or “us”) collects, uses, stores, and protects your personal information and sensitive information.


We are committed to complying with:

The Privacy Act 1988 (Cth)

The Australian Privacy Principles (APPs)

The Notifiable Data Breaches (NDB) Scheme

Any applicable State or Territory child safety, health, and sporting regulations

This Privacy Policy applies to all members, students, parents/guardians, instructors, contractors, volunteers, event participants, and visitors who engage with the Club through classes, events, websites, apps, competitions, seminars, camps, retreats, or other services.


2. Definition of Personal Information

“Personal information” has the meaning given in the Privacy Act 1988 (Cth) and includes information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not and whether recorded in material form or not.

This may include:

  1. Name
  2. Address
  3. Telephone number
  4. Email address
  5. Date of birth
  6. Emergency contact information
  7. Payment and billing details
  8. Photographs or video recordings
  9. Training history and participation records


3. Types of Information Collected

3.1 Personal Information

We may collect the following personal information:

  1. Full name
  2. Residential and postal address
  3. Mobile and telephone numbers
  4. Email address
  5. Date of birth
  6. Emergency contact details
  7. Parent or guardian details (for minors)
  8. Membership history
  9. Attendance and grading records
  10. Competition participation records
  11. Billing and payment information


3.2 Sensitive Information and Health Information

Sensitive information is defined under the Privacy Act 1988 (Cth) and includes health information and information relating to professional or sporting associations.


As part of operating a martial arts and wellness organisation, we may collect sensitive information including:

  1. Medical history
  2. Injury records
  3. Allergies and allergic reactions
  4. Medications taken
  5. Physical limitations or disabilities
  6. Heart rate and fitness data
  7. Weight and body composition data
  8. Physical assessments
  9. Accessibility requirements
  10. Fitness and wellness goals
  11. This information may be collected for:
  12. Training safety
  13. Emergency response
  14. Event participation
  15. Tournament eligibility
  16. Camps, retreats, and seminars
  17. Insurance compliance
  18. Risk management
  19. Providing appropriate instruction and modifications


Sensitive information will only be collected with your consent unless otherwise permitted or required by law.


3.3 Information Collected from Website or Mobile App Use

If you use our website, online systems, or mobile applications, we may collect information through:

  1. Cookies
  2. Analytics tools
  3. Device identifiers
  4. Website traffic monitoring technologies
  5. These technologies help us:
  6. Improve website performance
  7. Understand visitor behaviour
  8. Enhance user experience
  9. Secure online systems
  10. Recognise returning users


Cookies generally do not personally identify you, but may identify your browser, device, or internet service provider.

You may disable cookies through your browser settings, although some website functions may become unavailable.


4. How We Collect Information

We may collect personal information when you:

  1. Apply for membership
  2. Attend classes or events
  3. Register for seminars, camps, retreats, or tournaments
  4. Subscribe to newsletters or publications
  5. Purchase products or services
  6. Complete waiver or incident forms
  7. Use our website or mobile applications
  8. Contact us by phone, email, social media, or online forms
  9. Participate in surveys or promotional activities
  10. Where practical, we will collect information directly from you or your parent/guardian.


5. Purpose of Collection

We collect and use personal information for purposes including:

  1. Managing memberships
  2. Delivering martial arts instruction
  3. Maintaining student records
  4. Processing payments
  5. Conducting grading assessments
  6. Managing tournaments and events
  7. Ensuring health and safety during training
  8. Emergency response and medical assistance
  9. Managing insurance obligations
  10. Incident reporting and risk management
  11. Communicating with members and families
  12. Improving our services and programs
  13. Complying with legal and regulatory obligations


6. Children and Minors

Where members are under 18 years of age, personal information may be collected from parents or legal guardians.

Parents and guardians consent to the collection and use of the child’s information for purposes reasonably necessary to:

  1. Deliver martial arts instruction
  2. Ensure student safety
  3. Manage participation in classes and events
  4. Respond to medical emergencies
  5. Maintain child safeguarding obligations


The Club is committed to maintaining child-safe practices and handling children’s information with additional care and security.


7. Photography, Video, and Media Consent

For artcles, during classes, tournaments, seminars, camps, and events, photographs and video recordings may be taken for:

  1. Training analysis
  2. Promotional material
  3. Social media content
  4. Website publication
  5. Educational resources
  6. Historical records


Where required, consent will be obtained from members or parents/guardians before identifiable images are used publicly.

You may withdraw consent for promotional use of images at any time by contacting the Club in writing.


8. Data Storage and Security

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


Security measures may include:

  1. Encryption of digital records
  2. Secure cloud-based systems
  3. Password-protected databases
  4. Multi-Factor Authentication (MFA)
  5. Restricted staff access based on role
  6. Secure disposal of physical records
  7. Staff privacy and confidentiality training
  8. Only authorised personnel are permitted to access personal information required for their duties.


9. Disclosure of Information

We do not sell personal information.

We may disclose personal information to trusted third parties where reasonably necessary, including:

  1. Payment processors
  2. Booking and membership platforms
  3. Insurance providers
  4. Medical personnel in emergencies
  5. Government or regulatory authorities
  6. Professional advisors
  7. Event organisers
  8. Sporting or martial arts governing bodies
  9. IT and cybersecurity providers


Any third-party service providers engaged by the Club are expected to comply with Australian privacy obligations and only use information for authorised purposes.


For security reasons:

We will not request credit card details over the phone.

Membership enquiries will only be discussed with authorised persons.

Identity verification may be required before releasing information.


10. Overseas Disclosure

Some third-party technology providers or cloud storage services may store information overseas.


Where overseas disclosure occurs, we will take reasonable steps to ensure that providers handle personal information in accordance with Australian privacy standards.


11. Direct Marketing Communications

We may send newsletters, event information, promotions, and updates regarding Club activities.

You may opt out of receiving marketing communications at any time by:

Using the unsubscribe facility in emails

Contacting the Club directly


We will comply with applicable spam and electronic communications laws.


12. Access and Correction

You may request access to your personal information held by the Club and request corrections if information is inaccurate, incomplete, or outdated.

Requests should be submitted in writing using the contact details below.

We may require identity verification before granting access.


13. Retention of Information

We retain personal information only for as long as reasonably necessary to:

  1. Provide services
  2. Meet legal obligations
  3. Resolve disputes
  4. Maintain insurance records
  5. Protect the Club’s legal interests


Information no longer required will be securely destroyed or de-identified where appropriate.


14. Data Breach Notification

If an eligible data breach occurs that is likely to result in serious harm, we will:

  1. Take immediate steps to contain the breach
  2. Conduct an assessment within the legally required timeframe
  3. Notify affected individuals where required
  4. Notify the Office of the Australian Information Commissioner (OAIC)


Where appropriate, specialist cybersecurity providers may be engaged to investigate and assist with remediation and recovery.


15. Data Quality

We take reasonable steps to ensure that personal information is accurate, complete, and up to date.

You are responsible for informing us if your details change or if any information held by us is incorrect.


16. Complaints

If you believe your privacy has been breached, you may contact us using the details below.

We will investigate complaints and respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the:

Office of the Australian Information Commissioner

or visit: OAIC Website


17. Contact Details - GO TO OUR WEB PAGE


18. Policy Updates

This Privacy Policy may be updated from time to time to reflect legal, operational, or technological changes.

The latest version will always be available through the Club’s official communication channels.



© 2026 Martial Arts & Wellness Industry Compliance Standards. 
Developed for the Martial Arts Australia