Privacy policy

1. Who we are

ActReel Academy runs screen acting classes for children aged 8 to 12 (school Years 3 to 6) in Sydney NSW. We started in Gladesville in 2019.

ActReel Academy is operated by Govinda Roser as a sole trader under ABN [ABN]. It is not a company. When this policy says "we", "us" or "our" it means Govinda Roser trading as ActReel Academy.

We run classes at venues in Parramatta, the Sutherland Shire and Ryde. Our postal address is [postal address].

2. Our approach to privacy

Some small businesses are not required to follow the Privacy Act 1988 (Cth). Whether or not that exemption applies to us, we have chosen to handle personal information in line with the Australian Privacy Principles in that Act. We work with children and we think parents should expect that standard from us.

Where we collect health information we also aim to meet the Health Privacy Principles in the Health Records and Information Privacy Act 2002 (NSW).

3. What information we collect and why

We only collect information we need to run our classes, keep children safe and stay in touch with families.

When you contact us. Our contact form asks for your name, email address, an optional phone number, a subject and your message. We use this to reply to you.

When you enrol a child. Our online enrolment form has five steps. Depending on what you enter it may collect:

• the class session you choose
• your child's name [confirm]
• your child's date of birth or age [confirm]
• your child's school year [confirm]
• your name, email address, phone number and home address as parent or guardian [confirm which]
• an emergency contact and any other adults authorised to collect your child, with their names, relationship to the child and phone numbers [confirm]
• medical conditions, allergies or medication your child has, and any additional needs you tell us about so we can support your child [confirm]
• payment details for the $299 term fee [confirm how payment is taken]
• your choices about photos and video of your child (see section 7)

We use enrolment information to place your child in a class, take attendance, contact you about classes, look after your child during class, respond in an emergency, and process payment.

When you join our newsletter. We collect your email address so we can send you news about classes and events.

When you visit our website. Our website and its service providers may collect technical information such as your IP address, browser type, the pages you visit and how you arrived at the site. See section 10 on cookies.

During classes. We film students as part of class activities and we may take photos. Section 7 explains how this works.

If you do not give us the information we ask for in the enrolment form we may not be able to enrol your child. You can contact us without giving your real name if you only have a general question, but we will need your name and contact details to enrol a child.

4. How we collect information

We collect most information directly from parents and guardians through our website forms, by email, by phone and in person. We collect some information from children during class, for example their work on screen and anything they tell our teachers. We may receive information from your payment provider confirming that a payment was made.

If you give us information about another person, such as an emergency contact, please let them know you have done so and point them to this policy.

5. Children's information and parental consent

Our students are aged 8 to 12. We treat a parent or legal guardian as the person who makes privacy decisions for their child. We ask a parent or guardian to complete the enrolment form, to give the consents in this policy, and to make any access or correction request on the child's behalf.

We do not knowingly collect personal information directly from children through our website. Our forms are meant to be completed by adults. If we find that a child has sent us information through the website without a parent's involvement, we will delete it unless we need it to contact the parent.

We do not sell children's information, we do not use it for advertising to children, and we do not build profiles of children.

All teachers and anyone else who works with students hold a current NSW Working With Children Check.

6. Health information

Information about a child's medical conditions, allergies, medication or disability is health information. The law treats it as sensitive and gives it extra protection.

We only collect health information with your consent and only so we can keep your child safe and support them in class. You will be asked to agree to this on the enrolment form [confirm]. You can choose what you tell us, but if your child has a condition such as a serious allergy or asthma we strongly encourage you to let us know.

We share health information only with the teachers who supervise your child and, in an emergency, with paramedics or other medical staff. We do not use it for any other purpose.

7. Photos and video of students

Filming is a core part of our screen acting classes. During each term students take part in short films that are shown to families in the last 30 minutes of the final class. We may also take photos during classes.

We do not publish footage or photos of students. They do not appear on our website, social media or promotional material.

After the final class we may share the finished films with the families of that class through a private link that stays active for [seven] days. Anyone with the link can watch it, so please do not pass it on to people outside your family.

We ask a parent or guardian to sign a filming consent before the term starts [confirm form]. If you do not want your child filmed, please contact us before the term starts so we can talk about how your child can take part [confirm the arrangement offered].

Withdrawing consent. You can withdraw consent at any time by emailing [contact email] or calling [phone]. We will stop filming your child and will not share footage of them through the private link. Films already shown at the final class cannot be unshown.

We keep class footage only as long as we need it to edit and share the films, then delete it (see section 12).

Families attending the final class may take their own photos or recordings. We ask them not to post images of other people's children online without permission, but we cannot control what they do.

8. How we use and disclose information

We use personal information for the purposes described in sections 3 to 7, and for related purposes you would reasonably expect, such as keeping records for tax and accounting.

We do not sell or rent personal information.

We share information with service providers who help us run the business. They may only use it to provide their service to us. They currently include [confirm each and name the provider]:

• Website hosting and form handling: [hosting provider and website platform]
• Spam protection: our website forms use Google reCAPTCHA. reCAPTCHA collects hardware and software information, such as device and application data, and sends it to Google to check that a person rather than a bot is using the form. Google's use of that information is covered by the Google Privacy Policy (https://policies.google.com/privacy) and Google Terms of Service (https://policies.google.com/terms).
• Payments: [payment provider]. We do not store full card numbers ourselves [confirm].
• Email and newsletter: [email provider] and [newsletter platform]
• Online storage and enrolment records: [cloud storage or booking system]
• Analytics: [analytics tool, if any]
• Accounting: [accounting software] and our accountant or bookkeeper

We may also disclose information:

• to emergency services or medical staff if a child needs urgent help
• where the law requires or allows it, for example to report a risk of harm to a child to the relevant NSW authorities or to respond to a court order
• to a professional adviser such as a lawyer or insurer, if needed to deal with a claim

9. Direct marketing and how to unsubscribe

We send our newsletter and other marketing emails only to people who have signed up or have otherwise agreed to receive them. We may send current families information about upcoming terms and events where this relates to their enrolment, unless they ask us to stop.

Every marketing email we send identifies ActReel Academy, includes our contact details and has an unsubscribe link. You can also unsubscribe by emailing [contact email]. We will act on your request within five working days. You will still receive messages that are needed to run your child's class, such as timetable changes.

We do not send marketing messages to children.

10. Cookies and similar technology

Cookies are small files that a website stores on your device. Our website uses:

• Essential cookies that the site needs to work, including for form security and Google reCAPTCHA
• Analytics cookies [name tool, for example a web analytics service] that tell us how visitors use the site in a way that does not identify you [confirm]
• Marketing cookies [name any, or state that none are used]

You can choose which non-essential cookies to allow through the "Cookie settings" link at the bottom of each page [confirm that this link opens a working preference tool]. You can also block or delete cookies in your browser settings. Blocking essential cookies may stop the forms from working.

11. Storage and security

We store information electronically using [name systems] and keep any paper records, such as printed class lists or emergency contact sheets, [describe how they are stored and secured] [confirm].

We take reasonable steps to protect information from misuse, loss and unauthorised access. These include password protection and [two-factor authentication] on our accounts, limiting access to the people who need it, and taking class lists and medical information to classes only when needed and bringing them back afterwards [confirm each].

No system is completely secure. If a data breach is likely to cause serious harm to you or your child, we will tell you as soon as we can and explain what you should do.

12. How long we keep information

We keep information only as long as we need it.

• Enrolment and attendance records: [number] years after your child's last term [confirm]
• Health information: [number] years after your child's last term [confirm]
• Financial records: for the period tax law requires [confirm with your accountant]
• Contact form messages: [number] months after we finish dealing with your enquiry
• Newsletter details: until you unsubscribe
• Class footage and photos: until [number] days after the private link closes
• Consent records: [number] years after your child's last term [confirm]

When we no longer need information we delete or destroy it securely.

13. 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 anything that is wrong, out of date or incomplete. Contact us using the details in section 15.

We will respond within 30 days. We will not charge you for making a request or for correcting information. We may need to confirm your identity and your relationship to the child before we release anything. If we refuse a request we will tell you why in writing and how to complain.

14. Complaints

If you think we have mishandled personal information, please contact us first using the details below. Tell us what happened and what you would like us to do. We will acknowledge your complaint within [number] working days and aim to give you a full response within 30 days.

If you are not satisfied with our response you can contact the Office of the Australian Information Commissioner (OAIC):

• Website: https://www.oaic.gov.au
• Phone: 1300 363 992
• Online complaint form: https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us

The OAIC usually expects you to complain to us first and give us 30 days to respond.

For complaints about health information you can also contact the NSW Information and Privacy Commission at https://www.ipc.nsw.gov.au or [IPC phone number].

15. Contact us

Govinda Roser, ActReel Academy

• Email: [contact email]
• Phone: [phone]
• Post: [postal address]

16. Changes to this policy

We may update this policy from time to time. The latest version will always be on our website with the date it was last updated. If we make a change that significantly affects how we use your child's information, such as a new use of photos or video, we will email current families and ask for fresh consent where needed.