Invert Sports Centre Privacy Policy
Invert Sports Centre (ISC) is committed to protecting the personal information of the children, families, customers and staff who trust us with it. This policy explains what personal information we collect, why we collect it, where we keep it, who can see it, and how you can access or correct it.
We follow the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). A copy of the APPs is available from the Office of the Australian Information Commissioner at www.oaic.gov.au.
Scope
This policy applies to personal information about:
participants in our classes, holiday programs, parties, competitions and events (most of whom are children);
parents, guardians and carers who enrol participants or contact us;
customers of our café and pro shop, and visitors to our facility;
Workers: our staff, coaches, coaches in training and volunteers.
What is personal information?
Personal information is information or an opinion that identifies a person, or could reasonably identify them. Sensitive information is a special kind of personal information that includes health information, such as medical conditions and allergies.
What we collect
Depending on how you deal with us, we may collect:
Contact and account details: names, addresses, email addresses and phone numbers of parents, guardians and adult participants; emergency contacts; and the people you authorise to collect your child, or tell us must not.
Participant details: name, date of birth, gender, school year, the classes and levels a participant is enrolled in, when they started and finished, skill progress and assessments, competition entries and results, and notes our staff make about a participant's enrolment, progress or care.
Class attendance records: whether a participant was present, absent, late or left early at each class; any notice of absence given; makeup classes owed and used; and who recorded each mark and when, including any later correction.
Health information: medical conditions, allergies, medications, and injury or incident reports. We collect this to keep participants safe, and only with your consent.
Consent decisions: whether you allow us to use your child's name, photos or video in public, and the policies and agreements you have accepted.
Billing records: fees, discounts, invoices, credits and payment history. Card and bank details are handled by our payment provider; ISC does not store full card numbers.
Photos and video: taken at classes and events, used in line with the consent you have given.
How you found us: how you heard about ISC, who referred you, and which of our advertisements or links brought you to us.
Messages: a record of the emails, text messages and app notifications we send you, and whether they were delivered.
Worker information: employment records, Working With Children Check details, qualifications and accreditation, and rosters and timesheets.
Enquiries: what you tell us when you contact us by phone, email, our website or social media.
How we collect it
We collect personal information mostly from you directly:
when you enrol or book through our customer portal or app, or complete our forms;
when our coaches take the roll, assess skills, or record an incident at a class;
when you contact us by phone, email, our website or social media.
Sometimes we receive information from others, such as a competition organiser when your child is entered in an event. Where we do, we take reasonable steps to make sure you know.
Why we use it
We use personal information to:
run our classes, programs, competitions and events;
keep participants safe, including responding to medical needs and incidents, and making sure each child is collected only by someone you have authorised;
keep accurate attendance records, manage notices of absence and makeup classes, and follow up when a participant has missed several classes without explanation;
track and report on each participant's skill progress;
process enrolments, fees and payments;
communicate with you about classes, changes, events and your account;
meet our legal obligations, including child safety and work health and safety laws;
plan and improve our programs and our advertising, using reports that do not identify individuals where possible.
We may also send you news about our programs. You can unsubscribe at any time.
Where your information is kept
We keep personal information in a small number of systems, each chosen for the job it does:
Our enrolment and class management systems, which hold family contact details, enrolments, attendance, skill progress, health information and billing. At the moment these are iClassPro, our long-standing enrolment and billing system and customer portal, and our own class management system, which Invert Systems makes and runs for us. Our own system is stored in Sydney, Australia, and only ISC staff can use it. While we move from one to the other, both may hold the same records.
Software made by Invert Systems for gymnastics clubs, which we use for things like rewards (GymBux), competitions (ChalkScore), coaching video review (Invert Eye) and timetabling (Rotation Scheduler). Invert Systems is a business run by ISC's CEO, Vaughn Edmonds. Its own privacy policy, which explains what each of these products holds, is at www.invertsystems.com.au/legal/privacy.
Our payment provider, which processes card and bank payments.
Google Workspace for email and documents, Notion for internal records such as lesson plans and procedures, and Deputy for staff rosters and timesheets.
Information stored outside Australia
Some of the providers we use may store or back up information outside Australia, including in the United States. This includes iClassPro, Google Workspace, Notion and Deputy.
Our own class management system and Invert Systems' databases are stored in Sydney, Australia. Where information is held overseas, we take reasonable steps to make sure it is protected to a standard comparable to the APPs.
Who we share it with
We only share personal information:
with Workers who need it to do their job, for example a coach seeing the class roll, a child's medical alert, and who may collect them;
with competition organisers, when you enter your child in a competition;
with emergency services, if a participant or anyone else needs urgent help;
with service providers who store or process information for us, as listed above;
where you have consented, or where the law requires or authorises it.
We never sell personal information.
Keeping it safe
We store personal information in a way that reasonably protects it from misuse, loss, and unauthorised access, change or disclosure. This includes:
giving each Worker access only to the information they need, with health information shown only to those who need it;
protecting accounts with passwords and, where available, two-step sign-in;
using providers that encrypt information when it is stored and sent.
How long we keep it
When personal information is no longer needed, we take reasonable steps to destroy it or de-identify it. As a general rule:
records relating to adults are kept for at least 7 years;
records relating to participants under 18, including attendance records, are kept for at least 3 years from their last date of attendance;
records relating to child safety or serious incidents are kept for longer where the law requires it.
Accessing and correcting your information
You can ask to see the personal information we hold about you or your child, and ask us to correct it. Most details can be viewed and updated in the customer portal. For anything else, contact us in writing.
We will not charge you for making a request, but we may charge a reasonable fee for providing a physical copy. To protect your information, we may need to confirm your identity first. We will respond within 30 days.
If something goes wrong
If personal information we hold is lost or accessed without authorisation in a way likely to cause serious harm, we will assess it quickly. Where the Notifiable Data Breaches scheme applies, we will notify the people affected and the Office of the Australian Information Commissioner.
Responsibilities
ISC will:
handle personal information in line with this policy and the APPs;
give Workers access only to the information they need;
review this policy each year, and whenever we change how we handle personal information as described under "Changes to this policy".
Workers must:
use personal information only to do their job;
never share participant or family information outside ISC, including on personal social media (see the Social Media and Communications Policy);
keep their sign-in details private and log out of shared devices;
report any suspected loss or misuse of personal information to management immediately.
Breach of this policy
A Worker who breaches this policy may face disciplinary action, up to and including termination of employment or engagement.
Questions and complaints
If you have a question or complaint about how we handle personal information, please contact us first so we can put it right:
Address: Invert Sports Centre, 1A Gulson Street, Goulburn NSW 2580
Phone: 02 5117 3983
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.
Changes to this policy
We will update this policy, and let you know, before we:
collect a new kind of personal information not described above;
use personal information for a new purpose;
share it with a new kind of organisation outside ISC; or
start storing it outside Australia with a provider not described above.
Recording more detail within the kinds of information described above, or moving it between our own systems, does not change what we collect or why, and does not need a new version of this policy. We review the whole policy each year.
The current version is available in our customer portal and on our website.
Last updated: 16 October 2026 (draft) · Next review: October 2027
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