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PRIVACY POLICY

Last updated: 2025

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Xtreme B-Force Martial Arts (“we”, “us”, “our”) is committed to protecting the privacy of all students, parents, guardians, and visitors. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

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By enrolling, attending classes, using our website, or interacting with us, you consent to the handling of personal information as described in this Policy.

1. INFORMATION WE COLLECT

 

Personal Information

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We may collect personal information including:

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  • Full name

  • Residential address

  • Email address

  • Phone number

  • Date of birth

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Student Information

 

Where relevant to participation and safety, we may collect:

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  • Age

  • Medical or health information (limited to what is reasonably necessary for safety)

  • Emergency contact details

  • Attendance, grading, and training records

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Payment Information

 

We may collect:

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  • Direct debit or billing details

  • Payment history and invoices

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Payment information is processed securely by third-party payment providers. We do not store full credit card details on our internal systems.

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Website & Online Information

 

When you use our website, we may collect:

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  • IP address

  • Browser and device information

  • Cookies and website usage data

  • Information submitted through online forms

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We only collect information that is reasonably necessary for our operations, safety obligations, communication, and legal compliance.

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2. HOW WE COLLECT INFORMATION

 

We collect personal information through:

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  • Online enrolment, enquiry, and contact forms

  • Membership agreements, waivers, and consent forms

  • Event and program registrations

  • Email, SMS, phone, and in-person communication

  • Social media interactions where you engage with us

  • Website cookies and analytics tools

  • Secure third-party payment systems (e.g. Paysmart, Wix Payments, Stripe)

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3. PURPOSE OF COLLECTION

 

We collect and use personal information for the following purposes:

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Service Delivery

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  • Enrolling and managing student participation

  • Managing memberships, attendance, and programs

  • Organising events, seminars, and workshops

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Safety & Duty of Care

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  • Understanding relevant medical conditions to provide safe training

  • Contacting parents or guardians in emergencies

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Communication

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  • Providing class updates, timetable changes, and reminders

  • Issuing invoices, receipts, and payment confirmations

  • Responding to enquiries

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Business & Legal Operations

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  • Improving programs and customer experience

  • Maintaining website functionality

  • Meeting legal, insurance, and regulatory requirements

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We do not use personal information for unrelated purposes without consent, unless required or permitted by law.

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4. STORAGE & SECURITY

 

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, or disclosure, including:

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  • Secure cloud-based systems

  • Encrypted payment processing

  • Restricted access to authorised staff only

  • Password-protected data storage

  • Confidentiality obligations for instructors and staff

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Personal information is retained only for as long as necessary for operational, legal, or regulatory purposes.

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5. DISCLOSURE OF PERSONAL INFORMATION

 

We do not sell, rent, or trade personal information.

 

We may disclose limited information to trusted third parties where reasonably necessary, including:

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  • Payment processors

  • Email and SMS communication platforms

  • IT service providers supporting system security

  • Insurance providers or regulatory bodies where required

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We may also disclose information where required by law, court order, or to prevent serious threats to health or safety.

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6. MEDICAL INFORMATION

 

Medical or health information is collected solely for safety purposes.

Such information is:

  • Treated as sensitive information

  • Accessed only by authorised staff

  • Stored securely

  • Not used for marketing or unrelated purposes

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7. PHOTOGRAPHY & MEDIA

 

We may occasionally take photographs or videos during classes or events for promotional or informational purposes.

Media will only be used where:

  • Consent has been provided via enrolment, waiver, or media consent forms; or

  • A parent or guardian has provided verbal or written permission

You may request the removal of any images or videos by contacting us in writing.

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8. ACCESS, CORRECTION & DELETION

 

You may request to:

  • Access personal information we hold about you

  • Correct inaccurate or outdated information

  • Request deletion of information that is no longer required

Requests can be made by contacting us via email. We will respond within a reasonable timeframe in accordance with the

Privacy Act.

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9. COOKIES & WEBSITE ANALYTICS

 

Our website may use cookies and analytics tools to improve user experience and analyse traffic.

You may disable cookies through your browser settings; however, this may affect website functionality.

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10. THIRD-PARTY WEBSITES

 

Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party sites.

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11. POLICY UPDATES

 

This Privacy Policy may be updated from time to time.

Any changes will be published on our website. Continued use of our services indicates acceptance of the updated Policy.

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12. CONTACT US

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If you have any questions, concerns, or requests regarding privacy, please contact us:

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📧 info@xbforcemartialarts.com.au
📍 37 Bethlehem Street, Cringila, NSW

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