Playball Australia Privacy Policy

Effective Date: 1 March 2026
Last Updated: 1 March 2026

Introduction

Playball Australia (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, store, disclose and protect personal information about children, families, coaches, staff, contractors, and other individuals who interact with our programs and services.

By enrolling in our programs, using our services, or engaging with us, you consent to the collection, use and disclosure of personal information as described in this policy.

The types of personal information we collect depend on the nature of your relationship with us.

2. What Personal Information We Collect

2.1 Children and Families

  • Child’s name, date of birth, gender and photograph
  • Parent/guardian names and contact details (phone, email, address)
  • Emergency contact information
  • Health and medical information (allergies, medical conditions, dietary requirements, immunisation status)
  • Cultural background and language spoken at home (where relevant)
  • Child developmental information and participation records
  • Payment and billing information
  • Parenting arrangements, court orders and custody information (where required for child safety)
  • Attendance records and program participation data
  • Feedback, complaints and communications with us

2.2 Coaches, Staff and Contractors

  • Name, contact details and date of birth
  • Employment history, qualifications and certifications
  • Working With Children Check (WWCC) and police check details
  • Tax file number and superannuation details
  • Performance records and training completion
  • Referee contact details
  • Bank account details for payment purposes

2.3 Business Contacts and Partners

  • Name, position and organisation details
  • Contact details (email, phone, business address)
  • Communications and correspondence records
  • Contract and agreement information

3. How We Collect Personal Information

  • Enrolment and registration forms (online and paper-based)
  • Direct communications (in person, phone, email, SMS)
  • Program delivery and session attendance
  • Our website, online portals and mobile applications
  • Surveys, feedback forms and questionnaires
  • Photographs and video recordings during programs and events
  • Social media interactions and marketing platforms
  • Third-party platforms and service providers (e.g. booking systems, payment processors)
  • Early childhood services, schools and education providers
  • Government agencies and regulators (where authorised)
  • Background checking services for employment screening

Where practicable, we collect personal information directly from you. In some circumstances, we may collect information from authorised third parties.

4. Why We Collect Personal Information

4.1 Legal Authority and Purposes

  • Enrol children in Playball programs and manage participant records
  • Deliver safe, high-quality movement and sport programs aligned with the EYLF
  • Communicate with families about programs, attendance and child progress
  • Ensure child safety, wellbeing and duty of care compliance
  • Respond to medical emergencies
  • Meet legal, regulatory and child safety obligations
  • Process payments and manage billing
  • Recruit, employ and manage coaches, staff and contractors
  • Conduct background and Working With Children checks
  • Train and support coaches
  • Develop, improve and evaluate programs
  • Conduct research and analysis to enhance outcomes
  • Send marketing communications (with consent)
  • Manage complaints, disputes and legal matters
  • Fulfil contractual obligations
  • Apply for grant funding and meet governance requirements

4.2 Sensitive Information

  • Ensure child safety and wellbeing
  • Make reasonable adjustments for children with additional needs
  • Respond to medical conditions, allergies and dietary requirements
  • Comply with duty of care and child safety laws
  • Support inclusive and equitable access

Sensitive information is collected only with consent or where permitted by law and handled with enhanced security.

5. How We Use Artificial Intelligence

  • Content creation and communication support
  • Data analysis and reporting
  • Customer service chatbots
  • Marketing personalisation
  • Administrative automation and document processing

5.1 Automated Decision-Making

As of the date of this policy, Playball Australia does not use automated decision-making systems that significantly affect individual rights or interests.

If introduced in the future, we will update this policy and provide transparency, safeguards and human review options.

6. How We Store and Protect Personal Information

  • Secure physical storage
  • Password-protected and encrypted systems
  • Role-based access controls
  • Secure cloud-based platforms
  • Regular security reviews
  • Staff privacy training
  • Confidentiality agreements
  • Secure disposal of records

While we take reasonable steps to protect information, no system can be guaranteed 100% secure.

7. How Long We Keep Personal Information

7.1 Retention Periods

  • Child and family records: minimum 7 years
  • Employment records: 7 years after employment ends
  • Financial records: 7 years
  • Incident and complaint records: as required by law
  • Marketing consents: until withdrawn

8. How We Disclose Personal Information

8.1 Service Providers and Partners

  • Early childhood services and schools
  • Franchise and licensed operators
  • IT and cloud service providers
  • Payment processors
  • Marketing service providers
  • Professional advisers
  • Background checking agencies

8.2 Legal and Regulatory Disclosures

  • Government and regulatory authorities
  • Law enforcement and emergency services
  • Child protection services
  • Courts and tribunals
  • Grant funding bodies

8.3 Consent-Based Disclosures

  • Healthcare providers
  • Child development support services
  • Media organisations
  • Authorised third parties

9. Overseas Disclosure of Personal Information

  • Overseas cloud and IT service providers
  • International communication platforms
  • International franchise partners

We take reasonable steps to ensure overseas recipients provide comparable privacy protections.

10. Marketing Communications

  • Email newsletters
  • SMS notifications
  • Social media advertising
  • Promotional materials

10.1 Your Rights

  • Unsubscribe via email links
  • Reply STOP to SMS
  • Contact us directly
  • Update account preferences

11. Website and Online Privacy

11.1 Cookies and Tracking Technologies

  • Remember preferences
  • Analyse website usage
  • Improve functionality
  • Deliver targeted advertising

11.2 Third-Party Links and Services

We are not responsible for external websites and encourage you to review their privacy policies.

11.3 Social Media

Information shared via social media platforms is subject to their privacy policies.

12. Your Rights: Access, Correction and Complaints

12.1 Access to Your Personal Information

  • Contact us using Section 14 details
  • Specify the information requested
  • Provide proof of identity

12.2 Correcting Your Personal Information

You may request corrections to inaccurate or outdated information. We respond within 30 days.

12.3 Making a Privacy Complaint

  • Contact our Privacy Officer
  • Describe what happened and when
  • Identify the information involved
  • Explain the impact
  • State the outcome you seek

If unresolved, you may contact the Office of the Australian Information Commissioner (OAIC):

  • Phone: 1300 363 992
  • Email: enquiries@oaic.gov.au
  • Mail: GPO Box 5218, Sydney NSW 2001
  • Website: www.oaic.gov.au

13. Changes to This Privacy Policy

  • Update the “Last Updated” date
  • Notify stakeholders of significant changes
  • Explain how changes affect you

14. Contact Us

Privacy Officer
Playball Australia
[Insert Physical Address]
[Insert Postal Address]
Phone: [Insert Phone Number]
Email: [Insert Privacy Email Address]
Website: www.playball.com.au

Acknowledgment of Country

Playball Australia acknowledges the Traditional Custodians of the lands on which we operate. We pay our respects to Elders past, present and emerging and recognise the important role Aboriginal and Torres Strait Islander peoples continue to play in our communities.

This Privacy Policy complies with the Privacy Act 1988 (Cth), the Australian Privacy Principles, the National Quality Framework for early childhood education and care, and relevant state and territory legislation.