Privacy

1. Who We Are

Vaport Harmony Pty Ltd, trading as Aqua Harmony (“we”, “us”, “our”), provides aquatic education and related services.

We are committed to protecting your privacy and managing personal information responsibly. This Privacy Policy explains how we collect, use, disclose, store and protect personal information when delivering our services.

We comply with the Privacy Act 1988 (Cth), including the Australian Privacy Principles, which regulate how organisations handle personal information.

Further information is available from the Office of the Australian Information Commissioner https://www.oaic.gov.au/.

 

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2. What is Personal Information

Personal information is information or an opinion that identifies, or could reasonably identify, an individual.

Examples include:

• Names

• Contact details (email, phone number, address)

• Date of birth

• Financial information

• Enrolment or attendance records

 

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3. What Personal Information We Collect

We collect personal information necessary to provide our services.

• Parents or Guardians

  • First and last name

  • Contact details (phone and email)

  • Residential address

  • Emergency or secondary contact details

  • Payment and billing information

  • Signature

• Students (including children)

  • First and last name

  • Date of birth

  • Swimming ability and progression records

  • Attendance records

  • Relevant medical or behavioural information needed to support safe participation (for example allergies, injuries, medical conditions or disability information)

Health information is considered sensitive information and is collected only with consent and where necessary for safety.

 

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4. Why We Collect Personal Information

We collect personal information in order to:

• Enrol students in swimming lessons and programs

• Provide aquatic education services

• Maintain student progression and attendance records

• Ensure safety in lessons and respond to emergencies

• Communicate with families

• Process payments and manage accounts

• Meet legal, insurance or regulatory obligations

We may also use personal information for related purposes that you would reasonably expect, such as service updates or operational communications.

You may opt out of marketing communications at any time.

 

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5. How We Collect Personal Information

Personal information may be collected in several ways, including:

• Enrolment forms (online or paper)

• Communication with us in person, by phone, or by email

• Our website (www.aquaharmony.com.au)

• Customer management or booking systems

• Payment systems

• Incident or medical reports

• Cookies or website analytics tools

• Third-party service providers that support our operations

Where practicable, information about a child will be collected from a parent or legal guardian.

 

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6. Website Information and Cookies

When you visit our website, certain information may be automatically collected, including:

• IP address

• Browser type

• Pages visited

• Website usage data

This information helps us:

• Maintain website security

• Monitor website performance

• Understand how visitors use our website

• Improve our services

If you submit personal information through our website (for example through a contact form), it will only be used to respond to your enquiry or request.

Analytics or tracking tools may also be used to help understand website usage and support marketing activities. These tools typically collect statistical information and do not personally identify individual visitors.

 

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7. CCTV Monitoring

CCTV cameras operate at our facility located at 4 Jenke Circuit and monitor public areas for safety and security.

Cameras are used to:

• Support the safety of students, staff and visitors

• Assist with incident investigation

• Protect property and facilities

Footage is typically retained for up to two weeks before being automatically deleted unless required for incident investigation or legal purposes.

CCTV is not installed in private areas such as bathrooms or change rooms.

 

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8. Sensitive Information

Sensitive information (such as health information) is handled in accordance with the Privacy Act 1988 (Cth).

We will only collect, use or disclose sensitive information:

• With consent

• For the primary purpose for which it was collected

• For a directly related secondary purpose

• Where required or authorised by law

 

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9. Third-Party Service Providers

We use trusted third-party providers to assist in operating our business. These providers support services such as:

• Class management and enrolments

• Scheduling and attendance tracking

• Customer communication systems

• Payment processing

• IT and system support

• Website creation and hosting

These platforms may allow customers to enrol in classes, manage bookings, make payments, view schedules or receive communications from us.

Where these providers process personal information on our behalf, we take reasonable steps to ensure they handle that information securely and in accordance with applicable privacy obligations.

Some service providers may store or process data using servers located outside Australia. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.

 

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10. Photos and Videos

Photographs or videos may occasionally be taken for purposes such as:

• Student progression tracking

• Staff training

• Marketing and promotional activities

Separate consent will be obtained before using identifiable images of children for marketing purposes.

Consent may be withdrawn at any time via writing.

 

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11. Automated Decision-Making

Some of our systems may use automated processes to assist with administrative and operational tasks.

These tools help improve efficiency and accuracy when managing enrolments, communications and student records.

Automated processes may be used for purposes such as:

• Suggesting appropriate class placements based on age or skill level

• Managing class availability and waitlists

• Processing payments and issuing reminders

• Tracking lesson attendance and progression

• Prefilling customer names or details when sending personalised or bulk communications

• Sending automated notifications such as enrolment confirmations, reminders or program updates

These processes support our operations but do not make significant decisions about individuals without human oversight.

Staff may review or adjust outcomes where necessary.

 

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12. Disclosure of Personal Information

Personal information may be disclosed to:

• Aqua Harmony employees and instructors

• Payment processing providers

• Administrative or technology service providers

• Third parties where you have provided consent

• Government or regulatory authorities where required by law

We only disclose personal information where reasonably necessary to provide services or meet legal obligations.

 

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13. Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access.

Security measures include:

• Secure software platforms and systems

• Password-protected systems and user authentication

• Role-based access controls for staff

• Secure storage of physical documents

• Secure destruction or de-identification of records when no longer required

Where third-party providers are used, we take reasonable steps to ensure they maintain appropriate security safeguards.

 

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14. Retention of Personal Information

We retain personal information only for as long as necessary for operational, safety, insurance and legal purposes.

In many cases, client records are required to be retained for a minimum of seven (7) years.

When information is no longer required, we take reasonable steps to securely destroy or de-identify it.

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15. Access and Correction

You may request access to the personal information we hold about you and request corrections if necessary.

Requests should be made in writing.

We may require proof of identity before providing access to personal information.

We will not charge a fee for making an access request but may charge a reasonable administrative fee for providing copies of records.

 

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16. Updates to This Policy

This Privacy Policy may be updated from time to time.

The most current version will always be available on our website.

 

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17. Privacy Complaints and Enquiries

If you have questions or concerns about how your personal information is handled, please contact us.

We will investigate complaints and respond as soon as reasonably practicable.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

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18. Contact Information

Address: 4 Jenke Cct, Kambah ACT 2902

Email: info@aquaharmony.com.au

Phone: 02 6262 7086