All Active Martial Arts
Privacy Policy
Last Updated: 1st June, 2026
1. Introduction
All Active Martial Arts ("we", "our", "us") respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By using our website, services, programs, classes, events, or contacting us, you consent to the collection and handling of your personal information as described in this Privacy Policy.
2. What Personal Information We Collect
We may collect personal information including:
- Full name
- Address
- Email address
- Telephone number
- Date of birth
- Emergency contact details
- Membership or student information
- Payment and billing information
- Training history, qualifications, and rankings
- Attendance records
- Photographs and video recordings
- Website usage information
- Any information you provide through forms, enquiries, registrations, or correspondence
Where necessary, we may also collect sensitive information, such as health or medical information relevant to participation in classes, training, events, or activities.
3. How We Collect Personal Information
We may collect personal information directly from you through:
- Website contact forms
- Membership applications
- Class registrations
- Event registrations
- Email communications
- Telephone conversations
- Social media interactions
- Surveys and questionnaires
- In-person meetings and activities
We may also collect information automatically through our website using cookies and analytics tools.
4. Why We Collect Personal Information
We collect personal information for purposes including:
- Providing our products and services
- Managing memberships and registrations
- Communicating with members, students, instructors, and customers
- Processing payments
- Maintaining training and attendance records
- Organising classes, seminars, and events
- Managing safety and risk requirements
- Improving our website and services
- Marketing and promotional activities
- Meeting legal and regulatory obligations
5. Disclosure of Personal Information
We may disclose personal information to:
- Employees, instructors, coaches, and authorised representatives
- Payment processors and financial institutions
- Website hosting providers
- IT and software service providers
- Professional advisers (accountants, lawyers, insurers)
- Government authorities where required by law
- Event organisers, governing bodies, or associations where relevant to participation
We do not sell personal information to third parties.
6. Overseas Disclosure
Some of our service providers may store or process information outside Australia, including cloud-based software providers.
Where personal information is disclosed overseas, we take reasonable steps to ensure that recipients handle personal information in accordance with Australian privacy requirements.
7. Website Cookies and Analytics
Our website may use cookies and similar technologies to:
- Improve website functionality
- Analyse website traffic
- Understand user behaviour
- Enhance user experience
We may use services such as:
- Google Analytics
- Meta/Facebook Insights
- Google Ads
You may disable cookies through your browser settings; however, some website functionality may be affected.
8. Security of Personal Information
We take reasonable steps to protect personal information from:
- Misuse
- Interference
- Loss
- Unauthorised access
- Modification
- Disclosure
Security measures may include:
- Secure website connections (SSL)
- Password-protected systems
- Restricted staff access
- Secure cloud storage providers
- Staff privacy awareness procedures
9. Access and Correction
You may request access to personal information we hold about you.
You may also request corrections if you believe the information is inaccurate, incomplete, or out of date.
Requests should be made using the contact details provided below.
We will respond within a reasonable timeframe and may require verification of identity before processing requests.
10. Marketing Communications
We may send promotional information regarding:
- Classes
- Programs
- Events
- Seminars
- Products and services
You may opt out of marketing communications at any time by:
- Clicking the unsubscribe link in emails
- Contacting us directly
11. Photography and Media
Photographs, audio recordings, and video footage may be captured during:
- Classes
- Training sessions
- Seminars
- Competitions
- Demonstrations
- Community events
- Promotional activities
These recordings may be used for:
- Website content
- Social media platforms
- Marketing and promotional materials
- Newsletters
- Annual reports
- Educational and training purposes
Reasonable efforts will be made to obtain appropriate consent where required, particularly for minors.
Individuals who do not wish to be photographed or recorded should notify us in writing. While reasonable efforts will be made to accommodate such requests, it may not always be possible to exclude individuals from group photographs or public event recordings.
12. Student and Membership Records
We collect and maintain records relating to students, members, instructors, volunteers, and participants for the purpose of administering memberships, training programs, grading requirements, events, and organisational activities.
Information collected may include:
- Name and contact details
- Date of birth
- Membership status and history
- Training attendance records
- Grading and rank information
- Qualifications and certifications
- Emergency contact information
- Payment records
These records are maintained for administrative, insurance, safety, and organisational purposes.
13. Children's Information and Parental Consent
We recognise the importance of protecting children's privacy.
Where participants are under 18 years of age, personal information will generally be collected from, or with the consent of, a parent or legal guardian.
Parents or guardians may be required to provide:
- Registration details
- Emergency contact information
- Medical information relevant to participation
- Consent for photography, video recording, or media use
- Consent for participation in classes, events, competitions, and activities
Parents or guardians may request access to or correction of their child's personal information in accordance with applicable privacy laws.
14. Medical and Injury Information
To help provide a safe training environment, we may collect health and medical information that is reasonably necessary for participation in our activities.
This may include:
- Medical conditions
- Allergies
- Medications
- Injury history
- Physical limitations
- Emergency medical information
Medical information is considered sensitive information and will only be collected with the individual's consent (or parental consent where applicable) and used for purposes including:
- Participant safety
- Emergency response
- Risk management
- Insurance requirements
- Compliance with legal obligations
Access to such information is restricted to authorised personnel who require the information to perform their duties.
15. Event Registrations and Competition Participation
We may collect personal information when individuals register for seminars, tournaments, competitions, grading events, camps, workshops, or other activities.
Information collected may include:
- Participant details
- Membership information
- Competition categories
- Rank and grading information
- Emergency contact details
- Medical information where required
- Payment information
Where necessary, information may be shared with event organisers, officials, governing bodies, insurers, medical personnel, and venue operators for the purposes of conducting the event safely and effectively.
16. Instructor Profiles and Website Biographies
We may publish information about instructors, coaches, officials, and authorised representatives on our website, social media channels, promotional materials, or other publications.
Published information may include:
- Name
- Martial arts qualifications and ranks
- Instructor certifications
- Professional background
- Training history
- Achievements and awards
- Instructor photographs
Information will generally only be published with the individual's consent and may be updated or removed upon request, subject to operational requirements.
17. Online Booking Systems, Membership Platforms and Payment Providers
We may use third-party service providers to manage:
- Online bookings
- Membership registrations
- Event registrations
- Customer relationship management (CRM)
- Email communications
- Online payments
These providers may collect, store, or process personal information on our behalf.
Examples may include:
- Online membership management systems
- Booking and scheduling platforms
- Payment processors such as Stripe or PayPal
- Email communication platforms
- Cloud-based storage services
We take reasonable steps to ensure that third-party providers handle personal information securely and in accordance with applicable privacy obligations.
Users should also review the privacy policies of any third-party services they interact with through our website.
19. Martial Arts Ranking and Certification Records
As part of our role as a martial arts organisation, we may maintain records relating to:
- Belt and rank gradings
- Instructor qualifications
- Coaching certifications
- Competition achievements
- Training history
- Accreditation status
These records may be retained for historical, verification, certification, and administrative purposes and may be shared with affiliated martial arts organisations where necessary to verify qualifications or membership status.
20. Privacy Complaints
If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you may submit a complaint using the contact details below.
We will:
- Acknowledge receipt of your complaint.
- Investigate the matter.
- Respond within a reasonable timeframe.
- Advise you of the outcome and any corrective actions.
If you are not satisfied with our response, you may contact the:
Office of the Australian Information Commissioner (OAIC)
Office of the Australian Information Commissioner (OAIC)
The OAIC handles privacy complaints and provides guidance on privacy rights and obligations.
13. Contact Us
For privacy enquiries, access requests, correction requests, or complaints, please contact:
All Active Martial Arts
Attention: Privacy Officer
Email:
admin@allactivemartialarts.com.au
Phone: 03 8418 1822
Address: U11, 26-38 Miller St, Epping VIC 3076
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website and the "Last Updated" date will be revised accordingly.
