SOLS Privacy Policy

1. Introduction

SOLS is committed to protecting the privacy and confidentiality of 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, and disclose personal information.

2. What is Personal and Sensitive Information?

Personal Information

Personal information is defined as any information or opinion from which an individual's identity can be determined. This includes, but is not limited to:

  • Name, date of birth, and contact details

  • Medical and emergency contact information

  • Payment and billing details

  • Address, email, and phone number

  • Any other necessary information to provide our services

Sensitive Information

Sensitive information is a subset of personal information and may include:

  • Racial or ethnic origin

  • Political opinions

  • Membership of a political association, professional trade association, or trade union

  • Religious beliefs or affiliations, or philosophical beliefs

  • Sexual preference or practices

  • Criminal record

  • Health, genetic information, or disability

SOLS will only collect sensitive information with consent or where required by law.

3. Collection of Personal and Sensitive Information

SOLS may collect personal and sensitive information through:

  • Enrollment forms and applications

  • Online and in-person interactions

  • Payment processing systems

  • CCTV (where applicable for security purposes)

  • Updates provided by individuals or their guardians

SOLS will collect only the personal and sensitive information necessary for the delivery of services.

4. Use of Personal and Sensitive Information

We use personal and sensitive information to:

  • Deliver and manage swimming lessons and aquatic programs

  • Communicate with students, parents, and staff

  • Process payments and manage accounts

  • Ensure safety and compliance with relevant laws and regulations

  • Improve services through feedback and quality control measures

We will not use personal or sensitive information for any purpose other than that for which it was collected unless permitted by law or with consent.

5. Disclosure of Personal and Sensitive Information

SOLS may disclose personal and sensitive information to:

  • Regulatory bodies as required by law

  • Payment processing and IT service providers

  • Emergency services in case of an incident

  • Other third parties with consent or as required by law

We do not disclose personal information for direct marketing purposes to third parties.

6. Storage and Security of Personal and Sensitive Information

SOLS takes reasonable steps to protect personal and sensitive information from misuse, loss, unauthorized access, modification, or disclosure. Security measures include:

  • Secure electronic databases with restricted access

  • Physical security measures for paper records

  • Staff training on data protection obligations

Personal information is retained only for as long as necessary to fulfill the purpose for which it was collected or as required by law. Data disposal follows strict security protocols.

7. Access, Correction, and Complaints

Individuals have the right to:

  • Request access to their personal information

  • Request corrections if inaccurate, outdated, or incomplete

  • Lodge a complaint about our handling of their personal information

Requests should be made in writing to the SOLS Privacy Officer at [insert contact details]. SOLS may require verification of identity before providing access or making corrections.

If unresolved, complaints can be referred to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

8. Online Privacy and Cookies

SOLS's website may use cookies to improve user experience. Users can adjust browser settings to refuse cookies; however, some website functions may be affected.

We do not collect sensitive personal information through our website unless voluntarily provided by the user.

9. Data Breach Notification

In accordance with the Notifiable Data Breaches (NDB) scheme, if SOLS experiences a data breach that is likely to result in serious harm, affected individuals and the OAIC will be notified promptly.

10. Retention and Disposal of Data

SOLS retains personal information for the period required by law or for operational needs. Once the information is no longer required, it will be securely disposed of by:

  • Securely deleting electronic records

  • Shredding paper records

11. Third-Party Data Sharing & International Transfers

If SOLS stores or processes data via third-party providers (e.g., cloud services), we will take reasonable steps to ensure data protection, particularly for information stored overseas.

12. Children's Privacy & Parental Consent

Since SOLS works with children, we require parental or guardian consent before collecting or sharing a child’s information. Personal data for minors will be managed securely and in accordance with child protection laws.

13. Updates to this Policy

This Privacy Policy may be updated from time to time to reflect changes in legal or operational requirements. The latest version will always be available on our website or upon request.

14. Contact Us

For questions or concerns about this Privacy Policy, contact the SOLS:

School of Little Swimmers (SOLS)

Individuals acknowledge and agree to the terms of this Privacy Policy by providing personal information to SOLS.