Terms & Conditions and Privacy Policy
Last updated: November 2025
1. Introduction
Welcome to Joy Villa Early Learning Centre (“we”, “our”, or “us”). We are committed to protecting your privacy and handling your personal information responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains how we collect, store, use, and protect your personal information — whether you are a family, child, staff member, or visitor — and how you can access or update your information, or make a complaint. By providing your information to us (through our website, enrolment forms, or communication platforms such as Xplor), you consent to this Privacy Policy and our Terms of Use.
2. What Is Personal Information
Personal information means any information or opinion that identifies you (whether true or not). This includes your name, contact details, or any details about your child. Sensitive information includes health, cultural, or religious details, which are given extra protection under the APPs.
3. Why We Collect Personal Information
We collect, use, and disclose personal information when it is reasonably necessary for our operations or as required by law. This includes to:
- Process enquiries, applications, and enrolments
- Provide early learning and care programs
- Communicate with families about programs, routines, and events
- Manage billing, Child Care Subsidy (CCS), and other administration
- Ensure children’s safety, wellbeing, and medical needs
- Meet requirements under the Education and Care Services National Law and Regulations
- Recruit and manage educators and staff
- Conduct research, surveys, or service improvement
- Notify families about upcoming events, updates, or community initiatives
- Fulfil legal or reporting obligations (e.g. child protection, health, or incident reports)
4. What We Collect
From Families:
- Parent/guardian names, contact details, and date of birth
- Employment and financial information (for billing or CCS)
- Custody or parenting arrangements
- Medicare or Centrelink reference numbers (where applicable)
From Children:
- Full name, date of birth, gender, and language background
- Attendance days, routines, and interests
- Health details, allergies, immunisation, medications, additional needs
- Sleep and food preferences
- Developmental observations, documentation, and photos/videos (with consent)
From Staff and Applicants:
- Contact information, qualifications, Working With Children Check, identification, and right-to-work evidence
- Referee contact details and feedback
- Health and emergency contact details
5. How We Collect Information
We collect personal information directly from you when you:
- Submit an enquiry or enrolment form (online or paper)
- Contact us by phone, email, or in person
- Attend a centre tour or event
- Apply for a job or provide feedback
We may also collect limited information through:
- Third-party systems (e.g. Xplor)
- Government agencies for CCS processing
- Website analytics and cookies (for improving user experience)
6. Sensitive Information
We collect sensitive information (such as health, cultural, or dietary details) only when it is required by law or necessary to provide care and safety for your child. We will always seek your consent where appropriate.
7. How We Use and Disclose Information
We only use or disclose personal information for the purpose for which it was collected or for a related purpose that you would reasonably expect. We may share your information with:
- Regulatory authorities and government departments (as required by law)
- Medical or emergency services during an incident
- Service providers who support our business (e.g. IT, billing, communication, photography)
- Inclusion support agencies and allied health professionals (with consent)
- Approved childcare management systems (e.g. Xplor)
We do not sell or rent your personal information. If information is stored or processed by an overseas provider, we take reasonable steps to ensure compliance with Australian privacy standards.