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Privacy Policy

Introduction

Dragonfly Dance is committed to protecting the privacy of personal information that it collects, holds and manages. Personal information is information that directly or indirectly identifies a person.

Purpose

The purpose of this document is to provide a framework for Dragonfly Dance in dealing with privacy considerations.

Definitions and Acronyms

Dance Activities

Any dance classes, workshops, master classes, video tutorials, practice videos, rehearsals and performances organised by Dragonfly Dance.

Teacher

Anyone contracted to teach dance activities for Dragonfly Dance.

Contractors

Independent service providers engaged to deliver dance activities or operational support for Dragonfly Dance, including teachers, administrative personnel, or technical staff.

Clients

Anyone who participates in Dragonfly Dance activities and events.

Policy

Dragonfly Dance collects and administers a range of personal information for the purposes of delivering dance activities and all operational activities such as an individual’s name, contact details, date of birth, medical details, emergency contact and previous dance experience.

Sensitive information, such as medical details, will only be collected with the client’s consent and only where it is reasonably necessary for the delivery of services or to ensure client safety.

The organisation is committed to protecting the privacy of personal information it collects, holds and manages.

Dragonfly Dance recognises the essential right of individuals to have their information administered in ways that they would reasonably expect – protected on one hand, and made accessible to them on the other. These privacy values are reflected in and supported by our core values and philosophies.

Dragonfly Dance is bound by the Privacy Act 1988 (Commonwealth), including the Australian Privacy Principles (APPs), which regulate how personal information is collected, used, disclosed, and managed.

The organisation has adopted the respective Privacy Principles contained in the Privacy Act as minimum standards in relation to handling personal information.

In broad terms this means that Dragonfly Dance:

Collects only information which the organisation requires for its primary function
Ensure that clients and contractors are informed as to why we collect the information and how we administer the information gathered
Uses and discloses personal information only for our primary functions or a directly related purpose, or for another purpose with the person’s consent
Stores personal information securely, protecting it from unauthorised access
Provides clients and contractors with access to their own information, and the right to seek its correction.

Responsibilities

Management

Approve the policy and review annually.
Consult with contractors and clients as to the relevance of and adherence to the policy and amend the policy as and when required.
Circulate the policy to contractors and clients and publish the policy in a manner which is accessible to members of the general public.
Take reasonable steps to ensure the policy is adhered to in all dance activities overseen by Dragonfly Dance, either directly or through delegated authority.
Monitor changes in privacy legislation.

Teachers and contractors

Be aware of the Dragonfly Dance privacy policy.
Adhere to the guidelines and procedure outlined in the policy.
Communicate the policy to others if required.
Advise the Studio Owner if the policy requires amendment.

Clients

Be aware of the Dragonfly Dance privacy policy.
Adhere to the guidelines and procedure outlined in the policy.
Respect the privacy of others and follow Dragonfly Dance’s data update procedures.

Procedure

Guidelines for management

Develop systems and procedures that ensure:

Data collected is necessary for the studio to perform its function
Personal information is stored securely
Data collected is accurate and up-to-date
Clients and contractors are aware of the privacy policy and its purpose, and are advised about why information is collected and how it is stored and administered
Consent is sought before capturing any image of clients or contractors that is to be published in a public context
Clients and contractors are able to access information held about them and to correct any information that is inaccurate, incomplete, misleading or out of date
Give clients and contractors the option of not identifying themselves when completing evaluation forms or opinion surveys
Personal information about a client or contractor is only released with that person’s express written permission
Ensure that clients and contractors are able to access personal information held about them and request corrections to any information that is inaccurate, incomplete, or outdated. Requests should be submitted in writing and may require identity verification.

Guidelines for teachers and contractors

Adhere to the privacy policy and procedures.
Advise clients why personal information is being sought, for example, when completing registration or membership forms.
Ensure all personal data collected is passed on promptly to the Client Relationship Officer so it can be stored securely, and ensure any information retained (such as photographs of forms or concession cards) are deleted immediately.

Guidelines for clients

Be aware of the Dragonfly Dance privacy policy, including the client’s rights.
Provide accurate and up-to-date data, including updating details stored by Dragonfly Dance when data changes (such as change of address, emergency contact, medical conditions).

Complaints

If a client or contractor believes that their privacy has been breached, they may submit a complaint in writing to the Studio Owner. Dragonfly Dance will investigate all complaints and respond in a timely manner. If the complainant is not satisfied with the response, they may escalate the complaint to the Office of the Australian Information Commissioner (OAIC).

Review

This policy will be reviewed annually by Dragonfly Dance management and amended as appropriate.