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Privacy Policy

Roo’s Champs Pty Ltd
ABN: 55686074911
Effective Date: 12 February 2026

 

Roo’s Champs Pty Ltd (“we”, “us”, “our”) is committed to protecting your privacy. Although we are a small business currently exempt from the Privacy Act 1988 (Cth), we choose to follow best practices in managing personal information.

 

This policy explains how we collect, use, store, and disclose your personal information. It includes how we may collect photographs or video recordings for promotional purposes.  

 

 

1. What personal information we collect

 

We may collect the following information from guardians (parents, grandparents or other caregivers) when enrolling a child in our program or interacting with our services:

  • Guardian details: name, email address, phone number, address and relation to child

  • Child’s details: name, date of birth, and (if provided) any relevant medical or developmental information

  • Payment-related details: payment confirmations (e.g. from Stripe, bank transfer records, or cash receipts), including the payer’s name, transaction reference, and amount paid (we do not store full bank account or credit card numbers)

  • Communication history: records of email, phone, or message (e.g. SMS, WhatsApp, Facebook or Instagram) contact and any feedback you provide

 

 

2. How we collect personal information

 

We collect personal information when you:

  • Register your child for a Free Trial or class

  • Contact us by email, phone, message (e.g. SMS, WhatsApp, Facebook or Instagram), or through our website

  • Make a payment or request a refund

  • Subscribe to our updates, promotions and newsletters (you can opt out anytime)

 

We may also collect limited data through cookies on our website to improve functionality.

 

 

3. Why we collect personal information

 

We collect your information to:

  • Register and manage your child’s participation in our classes

  • Communicate with you about bookings, class updates, or emergencies

  • Deliver a safe and personalised experience for your child

  • Improve our services and respond to feedback

  • Send you updates, promotions and newsletters (you can opt out anytime)

 

 

4. How we store and protect your information

 

We store your information using secure systems and take reasonable steps to protect it from misuse, loss, or unauthorised access.

 

Most payments are processed securely via Stripe, our third-party payment provider. However, some customers may choose to pay by manual bank transfer or cash. In these cases, we only record the minimum necessary details (such as the payer’s name and amount) to confirm and track payments.

 

We do not store full bank account details or card numbers.

 

All payment records are kept securely and retained only as long as required for business or legal purposes.

 

 

5. Disclosure of personal information

 

We do not sell or rent personal information to third parties.

 

We may share your information with trusted service providers who assist us in delivering and managing our services. These may include:

  • Payment processors (e.g. for secure online transactions)

  • Customer communication platforms (used to manage bookings, send emails or messages, and provide customer support)

  • IT and website support providers

 

All third-party providers are required to maintain the confidentiality of your information and only use it for authorised purposes.

 

We may also disclose information if required by law or in the case of an emergency where it is necessary to protect a child’s safety.

 

 

6. Marketing communications

 

We may send you information including updates, promotions or newsletters. You can opt out at any time by:

  • Replying “STOP” to our emails and messages (e.g. SMS, WhatsApp, Facebook or Instagram)

  • Emailing us at support@rooschamps.com

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7. Access and corrections

 

You may request access to your personal information or ask us to correct inaccurate details by contacting us. We aim to respond within a reasonable timeframe.

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8. Photography, video and media

 

What we may capture

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From time to time, we may capture:

 

  • Photographs of children participating in classes

  • Group class images

  • Short video clips of activities

  • Images used for skill recognition or certificates

 

We do not intentionally collect sensitive personal information through photographs.

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Purposes of collection

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Images and videos may be used for:

 

  • Our website (www.rooschamps.com)

  • Social media platforms (e.g., Instagram, Facebook)

  • Promotional materials (digital and print)

  • Marketing campaigns

  • Internal coach training and development

  • Celebration of achievements (e.g., certificates or milestone recognition)

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We do not sell or provide images of children to third parties for commercial resale.

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Parental consent

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As Roo’s Champs provides services to children aged 1–6 years, we require parent or legal guardian consent before using any image of a child for promotional purposes.

 

At the time of registration, families are given the opportunity to:

 

  • Provide consent for promotional use of their child’s image; or

  • Decline consent.

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Promotional media consent is voluntary and may be withdrawn at any time by contacting us at support@rooschamps.com. Upon withdrawal of consent, we will take reasonable steps to cease future use of the child’s image. Previously published materials (for example, printed materials already distributed) may not always be immediately removable, but we will make reasonable efforts where practicable.

 

No Permission to Publish (NPB) System

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We take reasonable steps in class environments to avoid capturing images of children where consent has not been provided. To support families who do not provide promotional media consent, Roo’s Champs operates a “No Permission to Publish” (NPB) badge system.

 

Children without promotional media consent may wear an NPB badge during classes. This allows our coaches and photographers to clearly identify and respect parental preferences during class activities.

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NPB badges are supplied with uniforms (from 12 February 2026 onwards) and available from coaches during class. They are designed to be ironed-on (or sewn on) to the top of the child's uniform sleeve.
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Storage & Security

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Images and videos are stored using secure, password-protected systems and reputable third-party platforms where applicable.

 

We take reasonable steps to protect media content from misuse, loss, unauthorised access, modification, or disclosure.

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Respectful Use of Images

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In all cases, Roo’s Champs:

 

  • Takes reasonable steps to avoid capturing or publishing close-up, full-face images of children for promotional purposes

  • Avoids identifying children by full name in public posts

  • Avoids tagging personal social media accounts of children

  • Does not publish sensitive personal information alongside images

  • Uses images respectfully and in a manner consistent with our commitment to child safety

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In group settings, incidental or background capture may occur despite reasonable precautions. Where this happens and consent has not been provided, we will take reasonable steps not to use those images publicly.

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9. Contact us

 

Please contact us if you have any questions about this policy, how personal information or images are handled, or if you with to update or withdraw your promotional media consent:

 

Roo’s Champs Pty Ltd

Email: support@rooschamps.com

Phone or Whatsapp: 0434 577 222

Website: www.rooschamps.com

 

10. Changes to this policy

 

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date.​

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