Privacy Policy

The Luma Learners is committed to protecting the privacy and confidentiality of children, families, employees and everyone who interacts with our services.

This Privacy Policy explains how The Luma Learners collects, holds, uses and discloses personal information through our website, enquiries, waitlists, enrolment processes, early learning services, family communication platforms, social media pages, recruitment activities and other interactions with us.

We aim to handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, the Notifiable Data Breaches scheme and other laws and regulations applying to Australian education and care services.

What information we collect

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

• • Names, addresses, email addresses, telephone numbers and dates of birth
  • Details about parents, guardians, authorised nominees, emergency contacts and other family members
  • Enquiry, tour, waitlist and enrolment information
  • Preferred centre, requested days, commencement date and care requirements
  • Information about a child’s routines, interests, development, learning and individual needs
  • Medical conditions, allergies, dietary requirements, disabilities, additional needs and relevant health management plans
  • Immunisation information, Medicare details and healthcare provider information
  • Cultural background, languages spoken and religious requirements
  • Centrelink Customer Reference Numbers and information required to administer the Child Care Subsidy
  • Parenting arrangements, court orders, custody information and authorised collection arrangements
  • Photographs, videos, learning observations and samples of children’s work
  • Billing details, payment records and other financial information
  • Employment and recruitment information
  • Feedback, complaints, survey responses and correspondence
  • Website information, including IP addresses, device and browser details, pages viewed, cookies and similar technologies

How we collect information

We usually collect personal information directly from you when you:

• • Visit our website
  • Submit an enquiry or join a waiting list
  • Book or attend a centre tour
  • Complete an enrolment, consent, medical or payment form
  • Communicate with us by telephone, email, social media or in person
  • Use one of our family communication platforms
  • Attend our centres, programs or events
  • Complete a survey or provide feedback
  • Apply for employment, placement, volunteering or contractor opportunities

We may also receive information from parents or guardians, authorised nominees, emergency contacts, health practitioners, government agencies, previous education and care services, recruitment providers, referees and technology providers.

If you provide us with personal information about another person, please ensure you are authorised to do so and that the person understands how we may handle their information.

If you do not provide information

You may interact with us anonymously or use a pseudonym where it is lawful and practical.

However, if you do not provide information that we reasonably require, we may be unable to:

• • Respond fully to your enquiry
  • Place your child on a waiting list
  • Complete an enrolment
  • Administer fees or government subsidies
  • Meet regulatory requirements
  • Safely provide education and care to your child

How we use personal information

We may collect, hold and use personal information to:

• • Respond to enquiries and arrange centre tours
  • Manage expressions of interest, waiting lists and enrolments
  • Provide early childhood education and care
  • Understand and support each child’s health, safety, wellbeing, development and learning
  • Respond to individual needs, medical conditions, allergies and dietary requirements
  • Communicate with families about their child’s care, learning and participation
  • Provide information about centre activities, incidents, emergencies and service updates
  • Manage attendance, authorised collection arrangements, fees, payments and accounts
  • Administer Child Care Subsidy requirements
  • Document children’s learning and development
  • Share approved photographs, videos and learning observations through authorised channels
  • Meet licensing, regulatory, safeguarding, health, safety and record-keeping requirements
  • Manage feedback, complaints, incidents, insurance claims and legal matters
  • Recruit and manage employees, contractors, students and volunteers
  • Operate, secure, analyse and improve our website, systems, centres and services
  • Send news, event information and marketing communications where permitted by law

We may also use personal information for another purpose where you have provided consent or where the use is authorised or required by law.

Children’s and sensitive information

Information about children deserves a particularly high level of protection.

We only seek to collect information that is reasonably necessary to provide safe, inclusive and individualised education and care, administer our services and meet our legal obligations.

We generally collect sensitive information with the consent of a parent, guardian or authorised representative unless another legal basis applies. Access to this information is limited to people who require it to perform their role.

Photographs, videos and learning documentation are collected, used and shared in accordance with family consent choices, our service procedures and applicable legal requirements.

Our public website is primarily intended for parents, guardians and other adults. Children should not submit personal information through our website without the involvement of a parent or guardian.

Sharing personal information

We do not sell personal information.

Where reasonably necessary, we may share information with:

• • Our employees, educators, officers and related entities
  • Enrolment and family communication platform providers
  • Cloud hosting, IT support and cybersecurity providers
  • Payment processing, finance and accounting providers
  • Marketing, website and analytics providers
  • Professional advisers, insurers and records-storage providers
  • Government departments, regulators and funding bodies
  • Child Care Subsidy administrators
  • Public health, child protection, emergency services and law enforcement agencies
  • Health practitioners and inclusion support providers
  • Schools and other education and care services, where authorised and appropriate
  • A purchaser or proposed purchaser in connection with a business transaction
  • Other parties where you have provided consent or where disclosure is authorised or required by law

We require service providers to handle personal information appropriately and only for the services they provide to us.

Website, cookies and analytics

When you use our website, we and our service providers may collect technical and usage information through cookies, pixels and similar technologies.

This information may be used to:

• • Help our website function correctly
  • Remember user preferences
  • Understand website traffic and visitor behaviour
  • Measure the performance of campaigns and advertising
  • Improve the website experience
  • Maintain website and information security

Depending on our website configuration, these services may be provided by website hosting, analytics, advertising and social media platforms.

You can manage or block cookies through your browser settings and, where available, our website’s cookie controls. Blocking some cookies may affect the functionality of the website.

Our website may contain links to external websites or services. Those websites have their own privacy practices, and The Luma Learners is not responsible for their content or handling of personal information.

Direct marketing

Where permitted by law, we may use your contact details to send you information about:

• • Our centres
  • Enrolment availability
  • Events and open days
  • Programs and activities
  • News and service updates

You can opt out of marketing communications at any time by using the unsubscribe link in an electronic message or contacting us directly.

After opting out, you may still receive necessary service, enrolment or administrative communications that are not marketing.

Storage, security and retention

We may hold personal information electronically and in hard copy at our centres, offices and through contracted systems.

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. These measures may include:

• • Access controls
  • Secure systems and backups
  • Staff training
  • Service-provider controls
  • Information-handling procedures
  • Privacy and data-breach response processes

No method of electronic transmission or storage can be guaranteed as completely secure.

We retain personal information for as long as it is required for the purposes described in this policy and to meet our legal, regulatory, insurance and operational obligations.

When information is no longer required, we take reasonable steps to securely destroy it or permanently de-identify it, unless continued retention is required or permitted by law.

Data breaches

We maintain processes for responding to suspected privacy and information-security incidents.

If a data breach is likely to result in serious harm and the Notifiable Data Breaches scheme applies, we will notify affected individuals and the Office of the Australian Information Commissioner as required by law.

Accessing or correcting information

You may ask to access the personal information we hold about you or your child.

You may also ask us to correct information that you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

We may need to verify your identity and authority before responding to a request.

In some circumstances, the law permits or requires us to refuse access or limit the information we provide. This may apply where access would:

• • Unreasonably affect another person’s privacy
  • Create a serious risk to someone’s health or safety
  • Conflict with a court order or legal obligation
  • Relate to existing or anticipated legal proceedings

If we refuse a request, we will generally explain why and provide information about the available complaint options.

Privacy enquiries and complaints

If you have a question, would like to access or correct your information, or believe we have not handled personal information appropriately, please contact us:

The Luma Learners
Email: info@lumalearners.com.au
Telephone: 1300 586 644

Please provide enough information for us to understand and investigate your concern.

We will acknowledge and respond to your complaint within a reasonable period. If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems, technology providers or legal obligations.

The current version will be published on our website with its effective date. We encourage you to review this policy periodically.