Last Updated: September 2026

Swim Mechanix Australia Pty Ltd is committed to protecting the privacy and security of the personal information entrusted to us.

This policy explains how we collect, use, store and disclose personal information about swimmers, parents, guardians, customers and website visitors.

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We manage personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable laws.

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1. Information we collect

The information we collect depends on how you interact with Swim Mechanix and may include:

• names, dates of birth and contact details;

• parent, guardian and emergency-contact information;

• enrolment, attendance, class and swimmer-progression information;

• account, billing and transaction information;

• medical, disability, allergy and additional-support information;

• custody, access, protection or collection arrangements;

• communications, feedback, complaints and incident information;

• photographs, video recordings and media-consent preferences; and

• information collected when you use our website, App or Customer Portal.
   

We only collect information that is reasonably necessary to provide and administer our services, protect participants and operate our business.
 

2. Children’s and sensitive information

Most Swim Mechanix participants are children. Information about a child is generally provided by their parent or legal guardian.

We may collect health, disability, behavioural, cultural or other sensitive information where it is reasonably necessary to:

• provide safe and suitable swimming lessons;

• assess class suitability;

• make reasonable adjustments;

• respond to an emergency;

• manage child-safety or welfare concerns; or

• meet our legal obligations.
   

Parents and guardians are responsible for ensuring that the information they provide is accurate and that they are authorised to provide it.
 

Relevant medical, support, custody, access and protection information should be kept current.
 

3. How we collect information

We may collect information:

• through the Swim Mechanix website;

• through the Swim Mechanix App or Customer Portal;

• through enrolment, consent, waiver and payment forms;

• by telephone, email, SMS or in person;

• during lessons, assessments and other Swim Mechanix activities;

• from a parent, guardian or authorised representative; and

• from relevant service providers, facility operators, emergency services or authorities where appropriate.
   

Where practicable, we collect information directly from the person concerned or their parent, guardian or authorised representative.
 

4. How we use information

We may use personal information to:

• create and manage customer and swimmer accounts;

• process enrolments, bookings, transfers and cancellations;

• deliver lessons and assess swimmer progression;

• communicate about lessons, programs, accounts and services;

• manage billing, payments, credits, absences and Make-up Tokens;

• provide appropriate support and reasonable adjustments;

• protect the health, safety and wellbeing of swimmers, customers and staff;

• respond to incidents, emergencies, concerns and complaints;

• improve our programs and customer service;

• send relevant program information or marketing communications;

• maintain required business and insurance records; and

• comply with legal and regulatory obligations.
   

We will not ordinarily use personal information for an unrelated purpose unless we have consent or the use is otherwise permitted or required by law.
 

5. Disclosure of information

We may disclose personal information where reasonably necessary to:

• Swim Mechanix employees, instructors and authorised contractors;

• iClassPro and other customer-management or booking providers;

• payment processors and financial institutions;

• website, email, SMS, cloud-storage and technology providers;

• facility operators where required for access, safety or incident management;

• insurers, accountants, legal advisers and other professional advisers;

• medical professionals and emergency services; and

• government, regulatory, law-enforcement or child-protection authorities where authorised or required.

We do not sell personal information or provide customer information to third parties for their independent marketing purposes.
 

6. Payment information

Payments are processed through external software and payment-processing providers.
 

Complete card and bank-account details are stored and processed through the applicable customer-management and payment platforms. Swim Mechanix staff cannot view complete card or bank-account details.
 

Staff can ordinarily view only limited information needed to identify and manage the payment method, such as the card type, expiry date or partial card or account identifier.
 

7. Photography and video

Swim Mechanix may take photographs or video recordings for customer profiles, training, program documentation, marketing or promotional purposes.
 

Promotional photography and video consent is optional and managed through the applicable Swim Mechanix consent process.
 

Consent may be withdrawn for future photography or use by contacting Swim Mechanix. Withdrawal may not affect material that was lawfully produced or published before the request was received, although reasonable removal requests will be considered where practicable.
 

Photography and recording at our facilities are also governed by the Swim Mechanix Photography and Video Policy and Child Safety and Wellbeing Policy.
 

8. Communications and marketing

We may contact customers about lessons, enrolments, payments, safety matters, policy changes and other matters connected with their account or participation.
 

We may also send information about relevant programs, events or promotions.
 

Customers may opt out of promotional communications by using the unsubscribe option provided or contacting Swim Mechanix. This will not prevent necessary service, account, safety or legal communications.
 

9. Cookies and website information

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage and measure the effectiveness of our communications or advertising.
 

Some information may be collected by Wix or other services connected to our website.
 

You can manage cookies through the consent settings displayed on our website or through your browser settings. Disabling cookies may affect some website functions.
 

10. Storage, security and overseas providers

Personal information may be stored within iClassPro and other authorised business, payment, communication and cloud systems.
 

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification or disclosure. These measures include access controls, staff confidentiality requirements and the use of reputable service providers.
 

Some service providers may store or process information outside Australia, including in the United States or other countries in which they operate. Where this occurs, we take reasonable steps appropriate to the circumstances to ensure the information is handled securely and consistently with applicable privacy requirements.
 

11. Accessing or correcting information

You may request access to personal information we hold about you or your child and ask for inaccurate, incomplete or outdated information to be corrected.
 

Some information can be reviewed or updated directly through the Swim Mechanix App or Customer Portal.
 

Requests may also be made by contacting Swim Mechanix. We may need to confirm your identity and authority before providing access or changing information.
 

Access may be limited where permitted or required by law.
 

12. Retention and deletion

We retain personal information for as long as reasonably necessary to provide services, maintain safety and business records, resolve disputes and meet our legal, insurance and accounting obligations.
 

When information is no longer reasonably required, we may take reasonable steps to delete, destroy or de-identify it.
 

Ending an enrolment or closing an account does not necessarily result in the immediate deletion of all associated records.
 

13. Privacy concerns and complaints

If you have a question or concern about how Swim Mechanix has handled personal information, please contact us and provide details of the issue.
 

We will review the matter and aim to respond within 30 days.
 

If you are not satisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner.
 

14. Contact details

Privacy Officer
Swim Mechanix Australia Pty Ltd
3A Trumper Drive
Busselton WA 6280

Email: hello@swimmechanix.com.au
Telephone: 08 6255 7740

Website: www.swimmechanix.com.au
 

15. Changes to this policy

We may update this policy when our services, systems, information-handling practices or legal obligations change.

The current version will be published on the Swim Mechanix website and will show its effective or revision date.

This policy is effective from 1 October 2026.

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