Privacy Policy

Last Updated: 5th August 2026

1. Introduction

Sport Star Academy Pty Ltd (“SSA”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal information of our customers, participants, parents and guardians, website visitors and staff.

SSA is bound by the Privacy Act 1988 (Cth) (Privacy Act) and the 13 Australian Privacy Principles (APPs) that it sets out, together with any registered APP codes that apply to us, including the forthcoming Children’s Online Privacy Code once it takes effect.

By using our website (sportstaracademy.com) or any SSA enrolment or application form, you acknowledge that your personal information will be handled in accordance with this Privacy Policy.

This Policy explains:

• what personal information we collect and why
• how we collect, hold, use and disclose that information
• how we handle the personal information of children
• how we use artificial intelligence (AI) tools in our business
• how you can access or correct your information, and how to make a complaint

2. What personal information we collect

Depending on how you interact with us, we may collect:

• contact details – such as name, address, phone number and email address, for parents, guardians and children
• enrolment and program information – such as a child’s date of birth, school, class/program details and any relevant medical, dietary or accessibility information needed to safely deliver our programs
• payment information – such as billing details and payment card information, collected and processed through our secure payment providers
• photos and video – taken at clinics, sessions and events, where consent has been provided
• communications – records of emails, forms, enquiries and feedback you send us
• website and technical information – such as IP address, browser type and pages visited, collected automatically through cookies and analytics tools (see section 10)
• chatbot interactions - records of your conversations with our AI Chatbot (voice or text), including any information you, your child, or your child's other parent/guardian provide during that interaction

 

3. How we collect personal information

We generally collect personal information directly from you, for example when you:

• complete an online enrolment, trial or contact form
• email, call or message us
• register for a school event/incursion, competition or launch event
• browse or interact with our website
• interact with our AI Chatbot (voice or text)

Occasionally, information is provided to us by a third party (for example, a parent or guardian providing information about a child, or a school providing enrolment details). In these cases, we rely on that party having the authority to provide the information and, where required, having informed the individual that this Policy applies.

4. Why we collect, hold, use and disclose your information

We collect, hold, use and disclose personal information to:

• assess and process enrolments and bookings, and deliver our sport programs safely
• manage payments, invoicing and account administration
• communicate with you about your child’s program, including schedule changes and safety matters
• respond to enquiries and provide customer support
• improve our programs and services, including through de-identified statistical analysis
• send you information about programs, promotions or events that may be relevant to you (see section 11 on how to opt out)
• comply with our legal, insurance and reporting obligations

Where we wish to use or disclose personal information for a purpose you would not reasonably expect, we will seek your consent first, unless an exception under the Privacy Act applies.

5. Children’s personal information

Because Sport Star Academy delivers programs to children, we take extra care with children’s personal information. Information about a child is generally collected from, and with the consent of, a parent or guardian.

We only collect information that is reasonably necessary to safely deliver our programs (such as age, relevant medical or allergy information, and emergency contacts), and we do not use children’s personal information for a purpose unrelated to our programs without parental consent.

Photos or videos of children are only used for promotional or marketing purposes (including on our website or social media) where a parent or guardian has given prior consent, which can be withdrawn at any time by contacting us.

6. Our use of Artificial Intelligence (AI)

We use AI-powered tools for a range of purposes, such as drafting marketing content, analysing de-identified, aggregated data to help us improve our programs, and operating an AI-powered chatbot (available by voice and text) on our website and phone lines to answer enquiries and provide customer support.

When you interact with our AI Chatbot, we collect the information you provide during that interaction (including voice recordings and transcripts where you use the voice function) so that we can respond to your enquiry, provide customer support, improve our customer service, and refer to our Terms and Conditions, Code of Conduct and this Policy when answering questions.

Our AI Chatbot may generate or infer information about you or your child based on your interaction with it, which we treat as personal information in accordance with this Policy.

The personal information you input to the AI Chatbot may be used by our service provider to train its underlying AI model.

We do not upload or feed identifiable personal information about children into public or third-party generative AI tools for training purposes, and this restriction extends to our AI Chatbot.

When we work with third-party AI providers (including our AI Chatbot provider), we ensure they handle your personal information in accordance with privacy laws through contractual requirements and appropriate safeguards. Any use of AI tools that involves personal information is subject to the same security, confidentiality and access controls set out in this Policy.

We do not currently use AI to make decisions that have a legal or similarly significant effect on individuals. If this changes, we will update this Policy to describe the kinds of personal information used in that automated decision-making, in line with the Privacy Act’s automated decision-making transparency requirements commencing 10 December 2026.

7. How we disclose personal information

We do not sell, rent or trade your personal information to third parties, under any circumstances.

We only disclose personal information where it is reasonably necessary to operate SSA and deliver our programs, and always subject to confidentiality obligations. This may include disclosure to:

• our coaches and staff, on a need-to-know basis, to safely run your child’s program
• trusted service providers who support our business, such as payment processors, IT and website hosting providers, and email/communications platforms, who are only permitted to use the information to provide services to us
• venue partners, schools or event co-organisers, where relevant to a specific program or promotion
• government or regulatory bodies, or emergency services, where required or authorised by law, or to protect the safety of a child or another person

Any related SSA entities are covered by this Policy. Third parties who are merely linked from our website (for example, social media platforms) are responsible for their own privacy practices, and we encourage you to review their policies separately.

8. Overseas disclosure

Some of the service providers referred to in section 7 (for example, cloud storage, email or payment platforms) may store or process personal information on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those providers protect your information consistently with the Australian Privacy Principles.

9. Data quality and security

We take reasonable technical, physical and administrative steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification or disclosure, including secure IT systems, restricted access and staff confidentiality obligations.

We retain personal information only for as long as it is needed for the purposes described in this Policy, or as required by law, and we securely destroy or de-identify it when it is no longer needed.

If we become aware of a data breach that is likely to result in serious harm, we will comply with our obligations under the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

10. Cookies and website analytics

Our website may use cookies and similar technologies to help it function properly, remember your preferences, and provide us with de-identified analytics about how the site is used. You can manage or disable cookies through your browser settings, though this may affect some website functionality.

11. Direct marketing

We may send you marketing communications about SSA programs, promotions or events. You can opt out at any time by using the unsubscribe link in our emails or by contacting us using the details in section 14. We will action your request promptly.

12. Access to and correction of your personal information

You may request access to the personal information we hold about you, or ask us to correct it, at any time by contacting us using the details in section 14. We will not charge you a fee for making a request, and we aim to respond within a reasonable time (generally within 30 days).

We will provide access in the manner you request wherever reasonably practicable (for example, by email), and we will only decline access or correction requests in the limited circumstances permitted under the Privacy Act, in which case we will explain our reasons.

If you believe information we hold about you is inaccurate, out of date or incomplete, please let us know and we will take reasonable steps to correct it.

13. Complaints

If you have concerns about how we have handled your personal information, please contact us using the details below. We will investigate and aim to resolve your complaint promptly.

14. Contact us

For any questions about this Policy, or to make an access, correction or complaint request, please contact us:

• Phone: 1300 372 300
• Email: admin@sportstaracademy.com

15. Changes to this Policy

We may update this Policy from time to time to reflect changes in our practices or in the law. The latest version will always be available on our website, with the “Last updated” date shown above.