privacy policy

Holistic Athlete Development Pty Ltd (ABN 57 667 096 620) ('HAD') is committed to protecting the privacy of all individuals participating in and employed by our HAD in Schools Program. This policy applies to the collection of all information by HAD during the process of developing and facilitating a HAD in Schools program, including enquiry requests, nomination forms, communication with school staff or OSHC staff via phone and email, and post-program data capture forms as well as the use of the website operated by HAD under the domain www.hadinschools.com.au.

HAD is committed to handling and protecting all personal information in pursuant to and in compliance with with our legal obligations under the Privacy Act 1988 (Cth) & Australian Privacy Principles, Privacy and Data Protection Act 2014 (Vic) — Information Privacy Principles (IPPs), Health Records Act 2001 (Vic) — Health Privacy Principles (HPPs), Child Wellbeing and Safety Act 2005 (Vic), Children, Youth and Families Act 2005 (Vic), Worker Screening Act 2020 (Vic), the Fair Work Act, the Superannuation Guarantee (Administration) Act, the Income Tax Assessment Act, Occupational Health and Safety acts, Family Assistance laws and related acts and regulations.

All HAD Staff have read, understood, and agreed to comply with our Privacy Policy, ensuring confidentiality of personal information is maintained.

A copy of HAD’s full privacy policy can be obtained by contacting us at info@hadinschools.com.au.

Personal Information

The information we collect depends on your relationship with HAD. We only collect information that is necessary for the relevant purpose. Personal information is any data that can identify an individual, whilst general information is not identifiable, but may be collected to support HAD in Schools better deliver services to students.

What Personal Information does HAD in Schools Collect?

Students and their Parents/Guardians

HAD collects and utilises personal information about students nominated to participate in our programs and their parents/guardians. This information includes sensitive personal information. This may include but is not limited to health information (including physical or mental health conditions, medications, disabilities, ethnicity, cultural background/context, additional needs, dietary requirements etc.) to enable HAD in Schools staff to adequately prepare for each mentoring session with their students, particularly for those who may have greater medical needs or are at risk of medical incidents.

Photographs and videos will only be taken with parent/guardian consent.

Attendance tracking, medical action plans, child profiles (obtained via nomination forms, post-session feedback forms, and post-program reflection forms) and legislative documents or orders are collected and maintained at each program.

Schools/Partner Organisations

HAD collects and utilises personal information from School/Partner Organisation Staff to enable HAD in Schools to administer and manage our programs within your communities, this includes names, contact details (email and phone), accounting information for charging/billing/invoicing - sensitive accounting information including bank account, credit card or other payment details, is encrypted both at rest (stored) and in transit (during transmission) via our billing and accounting systems Stripe and Xero.

HAD may use your information to conduct surveys and to seek feedback on our programs. We will only use your information for marketing or promotions if you have allowed us to. HAD may use third party applications and services to facilitate online communication such as MailChimp and utilise social media providers such as Facebook, Instagram and/or Tik Tok. These providers may collect and hold your personal information.

If you receive marketing or promotional material from us and no longer wish to receive it, you can opt-out by contacting us at info@hadinschools.com.au.

Photographs and videos will only be taken with consent from relevant staff.

Staff Members

Personal information from staff will be obtained when applying for a position with HAD in Schools; we will collect and use this information to determine your suitability and qualifications for the applied role and review references, this includes the requirement to complete a National Police Check, First Aid/CPR Training, and Employee Working with Children Check. Information collected from staff will be used to administer and manage their employment with HAD in Schools. Sensitive payroll information including bank account, tax details, personal address etc. is encrypted both at rest (stored) and in transit (during transmission) via our accounting system Xero.

Photographs and videos will only be taken with your consent.

Why we collect and store personal information:

Students and their Parents/Guardians

Personal information about nominated students and their parents/guardians are collected and stored by HAD to deliver safe, appropriate and effective mentoring sessions as well as confirm student suitability for the program in collaboration with the school or partner organisation. Additionally, this data is kept on hand to communicate with parents/guardians as required in the event of an emergency, a safeguarding disclosure or important program updates. Collection and storage of this data ensures that HAD is complicit with our duty of care and child safeguarding obligations when working with children.

Schools/Partner Organisations

HAD collects and utilises personal information from School/Partner Organisation Staff to enable HAD in Schools to administer and manage our programs effectively. Additionally, collection and utilisation of this information enables us to share progress updates on students, report concerns or queries identified by out mentors, and submit disclosures as per Mandatory Reporting and Disclosure obligations.

Staff Members

Personal information about staff members is collected to manage your employment or engagement relationship, including payroll, contracts, scheduling and communications. As well as verify identity, qualifications, suitability and minimum child safety requirements. Where necessary, this information may also be used to conduct investigations or in disciplinary processes.

Protection, storage and disposal of Personal Information:

Personal information may be held in hard copy or electronic form. We take reasonable steps to protect the security of all personal information we hold from misuse, interference, loss, unauthorised access, modification, or disclosure. Our security measures include:

  • Secure digital storage in password-protected and access-controlled systems.

  • Restricted access — personal information is accessible only to authorised personnel who need it for their role.

  • Physical security for any paper-based records (stored in locked facilities, accessible only to authorised staff).

  • Regular review of third-party software providers to confirm appropriate data security practices.

  • Staff training on data privacy and security obligations.

We retain personal information for as long as it is needed for the purpose it was collected, or as required by law. Under the Public Records Act 1973 (Vic), certain records must be retained for a minimum of 7 years. Records relating to children and young people may be retained for longer periods where required by child safety or legal obligations. Once information is no longer required, it will be securely de-identified or destroyed.

Disclosure of Personal Information:

HAD will not use or disclose your personal information for a purpose other than the primary purpose of collection, except where:

  1. you have consented;

  2. a related secondary purpose exists that you would reasonably expect;

  3. disclosure is required or permitted by law (including mandatory reporting obligations under child protection legislation); or

  4. disclosure is necessary to prevent a serious and imminent threat to the life, health or safety of any person.

HAD may disclose personal information to the following categories of recipients where necessary for the purpose of collection:

Internal Disclosure

  • HAD staff, mentors, and contractors who need access in order to deliver the program or service.

  • HAD's business management team for administration, compliance, and reporting purposes.

External Disclosure — Service Delivery

  • Schools or OSHC Partners — in the HAD in Schools Program, we communicate student welfare concerns and session observations with the school's/OSHC’s nominated contact.

External Disclosure — Legal and Safeguarding Obligations

  • Child Protection (Department of Families, Fairness and Housing) — where we are legally obligated or permitted to make a report in relation to a child's safety or wellbeing.

  • Victoria Police — in emergency situations or where legally required.

  • The Health Complaints Commissioner (Vic) or the Office of the Australian Information Commissioner — in the event of a privacy complaint or investigation.

  • Other authorities — where required or authorised by law, including mandatory reporting obligations under the Children, Youth and Families Act 2005 (Vic) and the Crimes Act 1958 (Vic).

Third Party Platforms and Service Providers

  • Cloud storage and software platforms used to store and manage data (e.g. Dropbox, Google Workspace, Microsoft 365, Deputy). We take reasonable steps to ensure these providers maintain security standards consistent with our obligations.

  • Payment processing providers (Stripe, Xero) — only information necessary for payment processing.

We do not sell, rent or trade personal information to third parties for marketing or commercial purposes.

Some of our software providers and cloud storage services may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure the overseas recipient handles information in accordance with the Australian Privacy Principles and, where applicable, the Information Privacy Principles under the Privacy and Data Protection Act 2014 (Vic).

Website and Online Data:

When accessing our website through a web browser, we use cookies to improve your online experience. You can configure your web browser to reject cookies, although this may impact some of the functionality of our website.

When you submit an enquiry form, request a quote, or contact us via our website, the information you provide is handled in accordance with this Privacy Policy.

We may use Google Analytics to collect information about visitor behaviour on our website. Please refer to Google’s privacy policy at www.google.com/policies/privacy/partners/ to learn more about how Google collects and processes data.

Data Breach:

If we become aware of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme (Privacy Act 1988 (Cth), Part IIIC). Measures will be put in place to mitigate this instance in the future.

Your Privacy Rights:

You have the right to request access to personal information HAD holds about you (or, for children under 18, about your child), and to request correction of inaccurate, incomplete, or out-of-date information.

How to Make a Request

Submit your request in writing to:

Email: info@hadinschools.com.au  |  Phone: 0408 957 849

We will respond to your request within 30 days. In some circumstances we may need to verify your identity before providing access. Access may be refused on grounds permitted by the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic), or other applicable legislation — for example, where access would unreasonably affect the privacy of another individual, or where information relates to a child protection matter.

If we hold health information about you under the Health Records Act 2001 (Vic), you have an additional right of access to that information under that Act, enforceable through the Health Complaints Commissioner.

Disclaimer:

Content included on our website (hadinschools.com.au) is copyrighted, and therefore, the property of Holistic Athlete Development Pty Ltd. Website data and information should not be reproduced, copied or tampered with. No warranty is given as to the completeness and accuracy of the information presented.

We review this Privacy Policy at least every two years, or sooner if there is a relevant change in legislation, our programs, or our data practices. The most up to date version will be published.

Last Published March 13 2026