West Coast Aikido Martial Arts Academy
Effective Date: June 2026
1. Introduction
West Coast Aikido Martial Arts Academy (“West Coast Aikido”, “we”, “our”, or “us”) is committed to protecting the privacy and security of the personal information entrusted to us by our students, parents, guardians, website visitors, and members of our community.
We recognise that some of the information we collect may constitute sensitive information, including health information, under the Privacy Act 1988 (Cth).
This Privacy Policy explains how we collect, use, store, disclose, retain, and protect personal and health information.
By using our website, submitting forms, enrolling in classes, participating in training, or otherwise engaging with our services, you consent to the collection and handling of your information in accordance with this Privacy Policy.
2. Information We Collect
We may collect personal information including:
- Full name
- Date of birth
- Address
- Email address
- Telephone number
- Emergency contact details
- Parent or guardian details
- Membership records
- Attendance records
- Payment and billing information
- Website enquiry information
- Marketing preferences
We may also collect sensitive health information where necessary for the safe delivery of martial arts instruction, including:
- Medical conditions
- Injuries and injury history
- Allergies
- Physical limitations
- Disabilities
- Medications relevant to training
- Health screening information
- Incident and accident reports
3. Why We Collect Information
We collect information to:
- Provide martial arts instruction and related services
- Assess suitability for training activities
- Maintain a safe training environment
- Respond appropriately to injuries and emergencies
- Manage memberships and student records
- Process payments
- Communicate with students and parents
- Meet legal, insurance, and regulatory obligations
- Improve our programs and services
- Conduct internal administration and record keeping
Health information is collected only where reasonably necessary for these purposes.
4. How Information Is Collected
Information may be collected through:
- Membership applications
- Trial bookings
- Website enquiry forms
- Contact forms
- Clubworx enrolment forms
- Medical questionnaires
- Injury waivers and consent forms
- Incident reports
- Email correspondence
- Telephone conversations
- In-person discussions
We may also collect technical information automatically through our website, including:
- IP address
- Browser type
- Device information
- Website usage statistics
- Cookies and analytics data
5. Children’s Privacy
Many of our students are under 18 years of age.
Where information relates to a child, we generally collect that information from a parent or legal guardian.
Parents and guardians may request access to, or correction of, their child’s personal information subject to applicable legal requirements.
We take additional care when handling children’s information and limit access to authorised personnel only.
6. How We Store and Protect Information
We take reasonable steps to protect personal and health information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Security measures may include:
- Password-protected systems
- Restricted staff access
- Secure cloud-based storage platforms
- Secure website hosting
- Anti-virus and cybersecurity measures
- Regular software updates
- Staff confidentiality obligations
Information may be stored electronically and, where necessary, in physical records.
Only authorised personnel who require access to perform their duties are permitted to access personal or health information.
7. Third-Party Service Providers
We may use trusted third-party providers to assist with delivering our services, including:
- Clubworx membership management software
- Website hosting providers
- Email service providers
- Payment processors
- Accounting systems
- Customer relationship management systems
- Marketing and communication platforms
These providers may store information on servers located within or outside Australia.
We take reasonable steps to ensure third-party providers maintain appropriate privacy and security standards.
8. Disclosure of Information
We do not sell personal information.
Information may be disclosed where necessary:
- To instructors and authorised staff members
- To emergency services or medical professionals during emergencies
- To insurers for legitimate claims or incident management
- To legal advisers
- Where required by law
- Where authorised or consented to by the individual concerned
Health information is disclosed only where necessary and permitted by law.
9. Marketing Communications
We may use your contact details to provide information regarding:
- Classes
- Events
- Seminars
- Membership updates
- School announcements
- Promotional offers
You may unsubscribe from marketing communications at any time by following the unsubscribe instructions or contacting us directly.
10. Cookies and Website Analytics
Our website may use cookies and analytics tools to improve user experience and understand website usage.
Cookies do not generally identify individual users but may collect information about browsing behaviour.
You may adjust your browser settings to refuse cookies, although this may affect website functionality.
11. Retention and Destruction of Information
We retain personal and health information only for as long as reasonably necessary to:
- Deliver our services
- Maintain membership records
- Meet legal obligations
- Satisfy insurance requirements
- Resolve disputes
- Protect the legitimate interests of West Coast Aikido
When information is no longer required, we take reasonable steps to securely destroy, permanently delete, anonymise, or de-identify the information to prevent unauthorised access, recovery, or misuse.
12. Data Breaches
In the event of a suspected or actual data breach involving personal or health information, we will investigate the incident promptly.
Where required under applicable law, including the Notifiable Data Breaches Scheme, we will notify affected individuals and relevant authorities.
13. Access and Correction
You may request access to personal information we hold about you.
You may also request corrections if information is inaccurate, incomplete, out-of-date, or misleading.
Requests should be made using the contact details below.
14. Privacy Complaints
If you believe your privacy has been breached, please 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 (OAIC).
15. Contact Us
West Coast Aikido Martial Arts Academy
Email: admin@wcaikido.com
Website: https://wcaikido.com
If you have any questions regarding this Privacy Policy or the handling of your personal information, please contact us.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, technology, or privacy practices.
The latest version will always be available on our website.
Last Updated: June 2026