Privacy Policy

Lion Dance Kids is a program of the Australian Yau Kung Mun Chinese Martial Arts Association Inc. ABN 39 233 629 768

Last updated 6 November 2026

The short version for parents

We collect only what we need to teach your child and keep them safe.

We never sell your family’s information or use it to advertise to children.

You choose whether we can share photos or video of your child, and you can change your mind any time.

You can ask to see or correct anything we hold about you or your child.

1. About this policy

We collect only the information we need to run Lion Dance Kids classes, workshops and performances safely, and we look after it in line with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth).

Lion Dance Kids is a children’s program run by the Australian Yau Kung Mun Chinese Martial Arts Association Inc (ABN 39 233 629 768), a Sydney-based not-for-profit association incorporated under the Associations Incorporation Act 2009 (NSW). In this policy, “we”, “us” and “our” mean the Association and Lion Dance Kids.

This policy covers students and their parents or guardians, instructors, volunteers, schools and venues we work with, event clients, sponsors, donors and visitors to our website and social media.

We have chosen to follow the APPs as best practice, whether or not every part of the Privacy Act applies to an association of our size.

2. What we collect

What we collect depends on how you are involved with us.

WhoInformation we may collectStudentsName, date of birth, school year, class and location, attendance and progress records, uniform sizeParents and guardiansName, contact details, relationship to the child, consents given, emergency contactsInstructors and volunteersContact details, Working With Children Check number and status, first aid certificates, qualifications, availability, bank and superannuation details for anyone paidStudents on tourPassport details, travel dates, dietary needs, emergency contacts (only for interstate or overseas trips)Schools, venues and event clientsContact person, organisation, booking details, invoices and payment recordsSponsors and donorsName, contact details, amount and date of gift (needed for tax receipts)Website and social media visitorsEnquiry and booking form details, messages sent to us, basic usage data such as pages visited

Health information. Lion dance and kung fu are physical activities. To keep your child safe we ask about medical conditions, allergies, injuries, medications and disabilities that affect training. Health information is sensitive information, so we collect it only with your consent and only what we need for safety and first aid.

Payments. Card payments are processed by our payment providers. We do not store full card numbers.

You can ask general questions without giving your name. To enrol a child, we need to know who you both are for insurance and child safety.

3. How we collect it

We collect information directly from you wherever we can, including through:

enrolment, trial class and workshop booking forms (paper or online)

emails, phone calls, text messages and social media messages

school and venue bookings

payment platforms

photos and video taken at classes, performances and events

For children under 18, we collect information from a parent or guardian. Sometimes a school or council that books a workshop gives us a class list. If we receive information we did not ask for and do not need, we will destroy or de-identify it.

4. How we use it

We use personal information to:

enrol students, manage classes and track attendance and progress

keep children safe, give first aid and contact emergency contacts

meet child safety duties, including checking Working With Children Check status for every instructor and volunteer

organise performances, workshops, tours and events, including travel bookings

issue invoices and receipts

report to grant bodies and insurers

send class updates, news and event invitations to parents

improve our program, website and advertising

We will only use your information for another purpose if you consent, if you would reasonably expect it, or if the law requires or allows it.

Marketing. We may send you news and event information. Every marketing email includes an unsubscribe link, and you can opt out at any time by contacting us. Class and safety messages are not marketing, so you will still receive those.

5. Your child, photos and video

Our students are children, so we hold their information to a higher standard.

A parent or guardian gives consent for every child under 18. We may also ask older students for their own views.

Only instructors and coordinators who need a child’s information can see it.

We never sell children’s information or use it for targeted advertising.

Photos and video. Lion dance is a performance art, and we love sharing what our students achieve. When you enrol, we ask whether we may use photos and video of your child on our website, social media, posters and grant reports. You can say no, or change your mind at any time, and your child can still take part fully.

We do not publish a child’s full name with their image without your consent.

We do not publish a child’s school, home suburb or class schedule alongside their image.

If you ask us to remove an image, we will take it down from channels we control within [7] days. We cannot recall printed material already distributed.

At public performances, other parents, the public and media may take their own photos. We cannot control those images.

If we have concerns about a child’s safety, we will share information with authorities as required by law, even without consent.

6. Who we share it with

We do not sell or rent personal information. We share it only when needed to run the program, with:

Service providers who host our data or process payments, such as QuickBooks, Google Workspace, GoHighLevel and Stripe

Insurers and brokers when there is an incident or claim

Schools, councils and venues, limited to what is needed (for example, a performer list for site access)

Travel providers such as airlines, accommodation and overseas event organisers, when your child joins a tour

Grant bodies and government agencies, usually as totals or de-identified data; names only with consent

Medical and emergency services in an emergency

Our auditor or reviewer, as required by our Constitution and the ACNC

Authorities when the law requires it

Overseas disclosure. Some of our providers store data on servers outside Australia, including in the United States. When students travel to overseas competitions, we give travel details to providers in the destination country. We take reasonable steps to make sure overseas recipients handle information consistently with the APPs.

7. Sponsors and donations

Donor and sponsor details are used only to process your gift, issue your receipt and thank you.

Gifts to the Association’s Gift Fund are receipted with the Association’s name and ABN, so we record your name, contact details, the amount and the date. We will not publish your name as a donor or sponsor without your permission.

8. Storage, security and retention

Most of our records are held in password-protected cloud systems, and access is limited to the people who need it.

Our safeguards include:

individual logins with multi-factor authentication where available

removing access when an instructor or volunteer leaves

keeping paper forms in a locked location and scanning then shredding them where practical

carrying only the medical and emergency details needed on the day to performances and tours

asking instructors not to keep student or parent details on personal phones longer than needed

How long we keep it. We keep financial records and registers for at least 7 years, as our Constitution requires. Incident and injury records involving children may be kept longer where insurance or the law requires. When we no longer need information, we securely destroy or de-identify it.

9. If something goes wrong

If personal information is lost, stolen or accessed without permission, we will act quickly to contain it and tell the families affected.

Our Privacy Officer will assess the breach and report to the Committee. Where a breach is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner (OAIC) as the Notifiable Data Breaches scheme requires.

10. Seeing and correcting your information

You can ask to see the information we hold about you or your child, and ask us to correct it.

Contact our Privacy Officer (see section 12). We will confirm your identity, then respond within 30 days. There is no fee to ask. If we cannot give you access, for example because it would affect another person’s privacy or safety, we will explain why in writing.

Please tell us when your contact details, emergency contacts or your child’s medical information change, so we can keep everyone safe.

11. Our website, cookies and social media

Our website uses cookies and similar tools to work properly and to measure how our advertising performs.

This applies to liondancekids.com.au. We use analytics and advertising tools, including the Meta Pixel, to understand visits and show our ads to parents likely to be interested. You can block or delete cookies in your browser settings, and adjust ad preferences in your Facebook and Instagram settings.

When you message us through Facebook, Instagram or automated chat tools, the platform also handles that information under its own privacy policy. Our website may link to other sites; we are not responsible for their privacy practices.

Our online advertising targets parents and adults. We do not knowingly target advertising at children under 18.

12. Questions, complaints and contact

If you have a question or concern about privacy, please contact our Privacy Officer first, and we will work with you to resolve it.

Privacy Officer: Johnny Leung

Email: [email protected]

Phone: 0433 635 118

Post: 5/192A Kingsgrove Road, Kingsgrove NSW 2208

We will acknowledge your complaint within [5] business days and aim to resolve it within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992.