Privacy Policy

Last Updated: September 2026

1. Important Notice

This Privacy Policy sets out how our playgroup ("we", "us", "our") collects, uses, stores, and discloses your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable Western Australian privacy legislation.

By registering for our playgroup, using our website, or making online fee payments, you consent to the collection and handling of your personal information as described in this policy.

2. Information We Collect

We collect personal information necessary to administer playgroup sessions, ensure child safety, process membership fees, and communicate with families.

Parent/Guardian Information: Full name, home address, email address, phone number, emergency contact details, and relationship to the child.

Child Information: Full name, date of birth, medical conditions, severe allergies, dietary requirements, and any special developmental or access needs.

Payment Information: Financial transactions (e.g., membership fees, session costs) processed via our secure online payment portal. Note: We do not directly store your credit card or bank account details on our systems.

Digital & Technical Data: IP address, browser type, and interaction data when accessing our online registration portal or website.

Media & Images: Photos or video recordings taken during playgroup sessions or events (collected only with explicit parent/guardian consent).

3. How We Collect Personal Information

We collect personal information directly from you when you:

Complete our online registration or membership forms.

Make payments for sessions, enrolments, or events via our online payment gateway.

Communicate with us via email, phone, website contact forms, or social media.

Sign in upon arrival at playgroup sessions or community events.

4. Purpose of Collection & Use

We collect and use your personal information exclusively for the following purposes:

Playgroup Administration: Managing enrolments, attendance registers, and group allocations.

Safety & Welfare: Ensuring we are aware of any medical conditions or emergency contacts while families attend sessions.

Online Payment Processing: Facilitating secure online fee collection and issuing digital tax receipts.

Communication: Sending session updates, reminders, committee announcements, newsletters, or event invitations.

Compliance & Affiliation: Fulfilling reporting or insurance requirements related to state playgroup associations (such as Playgroup WA) where applicable.

5. Online Payment Security

Third-Party Gateways: Online fee payments are processed securely using encrypted third-party payment gateways (e.g., Stripe, PayPal, or integrated banking portals).

Data Protection: Your payment card details are encrypted and handled directly by the payment provider in compliance with PCI-DSS (Payment Card Industry Data Security Standard). Our playgroup committee and staff do not have access to your full credit card details.

6. Disclosure of Personal Information

We do not sell, rent, or trade your personal information. We may disclose personal information only in the following limited circumstances:

Service Providers: Trusted third-party software platforms used for online registration management, email dispatch, or payment processing.

Affiliated Bodies: State governing bodies (e.g., Playgroup WA) for insurance cover, membership validation, or regulatory compliance.

Emergency Services: Medical professionals or first responders if necessary to protect the health, safety, or life of a parent or child.

Legal Requirements: Where required or authorized by Australian law or a court/tribunal order.

7. Media, Photography & Social Media

Photos or videos of children and parents attending playgroup will never be posted on our website, social media pages, or promotional materials without prior, explicit written consent obtained during online registration.

Parents and guardians are requested to respect the privacy of other families by not posting photos of other children on personal social media accounts without the permission of those children's parents.

8. Storage & Security of Information

We take all reasonable steps to protect your personal information from misuse, interference, loss, unauthorized access, modification, or disclosure:

Digital Records: Stored in secure, password-protected database systems with restricted access granted only to authorized committee members/officers.

Physical Records: Kept in locked storage facilities when printed for emergency attendance or medical reference during sessions.

Data Retention & Disposal: Personal information is securely destroyed or de-identified when it is no longer needed for playgroup administration or legal purposes.

9. Accessing & Correcting Your Information

You have the right to request access to the personal information we hold about you or your child, and to request corrections if you believe the details are inaccurate, out-of-date, or incomplete.

To update your contact details or correct any medical information, please log into your online registration account or contact our Privacy Officer using the details below.

10. Complaints & Contact Details

If you have questions about this Privacy Policy, wish to update your details, or believe we have breached the Australian Privacy Principles, please contact us:

Playgroup Name: [Insert WA Playgroup Name]

Attn: Privacy Officer / Playgroup Committee

Email: [Insert Email Address]

Location: Western Australia

We take privacy complaints seriously and will respond to your inquiry within a reasonable timeframe (typically within 30 days). If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.