Privacy Policy
Policy Scope:
This Privacy Policy sets out the commitment of Truemeaning Pty Ltd trading as Black Belt Martial Arts Hornsby (ABN 19618551081) (“Black Belt Martial Arts Hornsby”, “we”, “us”) to protect the privacy of personal information we collect about you, including through our website, www.bbmahornsby.com.au (“Website”), as well as through our other business operations, social media channels, email managers (eg. Mailchimp), forms and surveys, our student software/Clubworx or directly from you.
Please read this Privacy Policy carefully and contact us using the details set out below if you have any questions.
By providing us with personal information, you indicate that you have had sufficient opportunity to access this Privacy Policy and that you have read and accepted it and consent to the collection, use, holding and disclosure of your personal information as outlined.
If you don’t want to provide personal information to us, then you don’t have to, however this may affect your use of our website and ability to access our goods and services.
1. Types of personal information we collect
The types of personal information we collect may include:
· identity data (including name, birthdate)
· contact data (including your contact details such as your billing and delivery address, email address and telephone number);
· transaction data (including details about payments to and from you and other details of products you have purchased from us);
· technical data (including your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, on the devices you use to access our website;
· profile data (including your username, purchases or orders made by you, your interests, preferences, feedback and survey responses);
· Health information you choose to provide to us (including any allergy, injury or illness requiring special assistance, support or consideration from us when visiting our site or using our products or services) and health information as required or directed by NSW Health or the NSW government, which may include COVID-19 health and vaccination status
· usage data (including information about how you use our website, products and services); and
· marketing and communications data (including how you heard about us, your reasons for contacting us, your preferences in receiving marketing from us and our third parties and your communication preferences).
2. How we collect personal information
We may collect this information from you when you make an enquiry with us (by telephone, internet, social media, email, website or in person), when you purchase goods or services with us, when you attend a trial class, seminar or event with us and when you sign up as a member of our school. Information may be collected electronically (via our website, social media accounts, QR Code or student software – for example Clubworx/Clubworx App) or on paper forms (via a Personal Analysis Form, Intent to Promote Form, Student Enrolment Form/Student Agreement, Ezidebit Electronic Funds Transfer form, visitor Sign-In Form, or other).
We are committed to using lawful and fair means to collect personal information and collecting it from others only when it is unreasonable or impracticable to obtain certain information from you directly. We collect personal information about you from:
· You
· Searches and enquiries
· Your use of our website www.bbmahornsby.com.au
· Your use of our Student Software and Student App (Clubworx)
Third parties may also use cookies, web beacons and similar technology to collect or receive information from our website or from you and from elsewhere on the internet and use that information to provide measurement services and targeted advertising (such as the Facebook pixel, Google Analytics and AdWords). If we receive your personal information from third parties, we will protect it as set out in this Privacy Policy.
We will destroy or de-identify information where we form the opinion that the information has been provided to us unlawfully or unfairly.
3. Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose your personal information as is reasonably necessary for us to perform our core functions and activities, including for the following purposes:
· to contact and communicate with you
· to provide goods and/or services to you
· to facilitate billing arrangements, including with third party organisations (direct debit agreements)
· to maintain a database of customers, prospective customers, subscribers or similar
· to market to you and others, including remarketing (this may involve the use of a Facebook pixel or similar technology to allow us to display our advertising to you elsewhere on the internet, for example, on Google or Facebook)
· for internal record keeping
· for statistical purposes
· to protect your health and safety or the health and safety of our staff, for example, for the purposes of COVID-19 tracking and compliance or for injury prevention
· as required by law
Where we disclose your personal information to third parties for these purposes, we will do our best to ensure that their privacy policy adheres to similar standards of privacy protection and/or request that the third party follow this Privacy Policy regarding handling of your personal information. We will also be diligent in ensuring that the personal information we disclose is accurate, up-to-date, complete and relevant.
We will not use or disclose personal information for the purpose of direct marketing unless you have consented to the use or disclosure of the information for that purpose.
Please note that we will not disclose your personal information for any purpose other than the purpose for which it was collected without your consent, unless we are required to do so by law.
COVID-19 Frequently Asked Questions:
Q. Can we collect information from you in relation to COVID-19?
A. Yes, however we will collect as little information as is reasonably necessary for preventing or managing COVID-19. That includes information that the Department of Health says is needed to identify risk and implement appropriate controls to prevent or manage COVID-19, for example:
whether the individual or a close contact has been exposed to a known case of COVID-19
whether the individual has recently travelled overseas and to which countries
whether the individual is experiencing any COVID-19 related symptoms
your body temperature on arrival at our school
your vaccination status, as directed by the NSW government or NSW Health
your contact details including full name, email address and phone number
Q. Can we disclose that you have (or may have) contracted COVID-19?
A, Yes, but we will only use or disclose personal information that is reasonably necessary in order to prevent or manage COVID-19 within our school, as advised by the NSW Department of Health and Contact Tracing Agency. For example, depending on the circumstances, it may not be necessary to reveal the name of an individual in order to prevent or manage COVID-19. Where possible, the disclosure of the name of the individual will be restricted to a very limited number of people - on a ‘need-to-know’ basis only.
Whether disclosure is necessary will be informed by advice from the NSW Department of Health.
4. Use of cookies
As you probably know, a cookie is a small text file that’s placed on your computer to help us remember your preferences, like your login information or location. Cookies are used for a variety of reasons. We use cookies to make it easier and faster for you to use our website. We also use cookies for security purposes to protect you online. We and our third-party vendors may also use cookies to display advertisements to you elsewhere on the internet.
5. Links to other sites
To help you find more information, we sometimes include links to other helpful websites from our website. Please note that this Privacy Policy only applies to information that we collect on our website (not any other site, including any other BBMA site). As we aren’t responsible for data collection on those other sites, our Privacy Policy won’t apply. We can’t guarantee any of the privacy practices of other websites, so please be safe and make sure you read their privacy policy before giving them your personal information.
6. How you can access and correct your personal information
Access: You can request details of personal information that we hold about you. We will respond to any request to access information within a reasonable time.
Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details set out below. We rely in part on you advising us when your personal information changes. We will endeavour to promptly correct any information found to be inaccurate, incomplete or out of date and to notify you of the correction, unless it is impracticable or unlawful to do so.
Deletion: If you want us to delete personal information we hold about you or to not collect information from you for a specific purpose, such as targeted advertising, please contact us using the details set out below. Please note that if we agree to delete your information, because of backups and records of deletions, it may be impossible to completely delete your information without retaining some residual information. We will functionally delete the information and we will not sell, transfer, or use personal information relating to you in any way moving forward.
We will respond to any request to access, correct or delete information within a reasonable time.
7. How we maintain the security of your information
We are committed to ensuring that the personal information we hold is secure and protected from misuse, interference, loss and unauthorised access, modification or disclosure. We undertake the following precautions to protect personal information we hold:
· we limit access to personal information to a “need-to-know” basis
· we protect devices we use to collect, hold, use and disclose personal information with industry-standard anti-virus software
· our devices are protected by password and are stored in secure premises
· data is securely stored on cloud servers or on external devices stored in secure premises and accessed by authorised personnel only
· all hard copies of personal information are kept in secure storage with access by authorised personnel only
· all conversations involving the discussion of personal information take place in private, where conversations are unable to be overheard by unauthorised personnel
· if we no longer need personal information, we take reasonable steps to delete or de-identify the information
While we take commercially reasonable measures to maintain a secure website and business, electronic communications and databases are subject to errors, tampering and break-ins, and we cannot guarantee or warrant that such events will not take place and we will not be liable to you for any such occurrences. If a data breach occurs involving your personal information and the breach is likely to cause harm to you, we will notify you as soon as possible after the occurrence in accordance with our obligations under the Privacy Act and related legislation.
8. How you can make a complaint about privacy breach
If you believe that we have breached this Privacy Policy and want to make a complaint about that breach, please contact us using the details set out below. If you are unsatisfied with our response, the Office of the Australian Information Commissioner may be able to assist you with a review of our decision. Contact the OAIC for more information.
9. How you can unsubscribe or opt out
We like to keep our customers up to date, so from time to time we’ll send you newsletters, invitations, reminders, offers and updates. Not to worry: our mass and ‘auto’ generated text messages and emails will include an "Unsubscribe" button, so you can opt out at any time.
To unsubscribe from our email database, or opt out of communications, use the “Unsubscribe” button in our communication. If an ‘Unsubscribe’ button cannot be found, please contact us using the details set out below.
You can block the use of cookies by selecting the appropriate settings on your browser. You can opt out of third party vendor cookies by visiting your Google’s Ad settings or http://www.networkadvertising.org/managing/opt_out.asp. Please note that the website may not work as well for you if you disable cookies.
You can also opt out of information collecting for advertising targeting by visiting www.aboutads.info/choices.
10. Changes to this policy
If we decide to change our Privacy Policy, we'll let you know by posting such changes on our website.
11. Contact details
For any questions or notice, please contact us using these details:
Privacy Officers: Ann Russell & Joshua Marks
Email: hello@bbmahornsby.com
Phone: 9482 9935
This Privacy Policy was last updated: 26/08/2021