Privacy Policy

Last updated: August 2026

Vortex Athletics (ABN 23 693 718 311) provides in-school sports coaching programs across Brisbane, Queensland. This policy explains how we collect, use, store and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Because our programs involve children, we take particular care with the information families entrust to us.

What we collect

When you enrol a child, book a trial, or contact us, we may collect: parent or guardian name, email address and phone number; your child's name, date of birth, school and year level; emergency contact details; and any medical information you choose to share so our coaches can run sessions safely. If you make a payment, it is processed by Stripe — we do not store your card number. Our website contact form also records the details you submit with your enquiry.

How we use it

We use personal information to run our programs: managing enrolments and rolls, processing payments and refunds, contacting you about your child's sessions (schedule changes, cancellations, incident notifications), and responding to enquiries. With your implied consent as a customer or enquirer, we may also send marketing emails about upcoming programs — every marketing email includes a one-click unsubscribe link, and you can opt out at any time without affecting essential booking communications.

Who we share it with

We do not sell personal information. We share it only with service providers who help us operate: Stripe (payment processing), Resend (email delivery), Twilio (SMS delivery), and Base44 (secure application hosting). Each provider only receives the information needed to perform its function. We may disclose information where required by law, or to school staff and emergency services where necessary for a child's safety.

Overseas disclosure

Some of our service providers store or process information on servers located outside Australia, primarily in the United States (including Stripe, Resend, Twilio, Base44 and Anthropic). By providing your information you acknowledge this overseas handling. We choose reputable providers with strong security practices, and each receives only the information required for its function.

Use of AI tools

We use AI services (provided by Anthropic) inside our internal operations platform to help our team work efficiently — for example drafting and polishing routine communications to families. When these tools are used, relevant information may be processed by the AI provider for that purpose only. We do not permit our AI providers to use your information to train their models, and AI tools never make decisions about your child's safety, enrolment or care — people do.

How we protect it

Access to family and child information is restricted to authorised Vortex Athletics staff on a need-to-know basis. Our systems use role-based access controls, encrypted connections, and signed links for parent self-service. Our coaches hold Blue Cards (working with children checks) as required under Queensland law.

How long we keep it

We keep personal information only as long as it is needed. Records that evidence our duty of care to children — such as attendance, incident and consent records — are retained for the extended periods the law contemplates for claims involving minors. Other information, such as contact details for families who are no longer active with us, is reviewed periodically and destroyed or de-identified in line with our internal data retention schedule.

Data breaches

We maintain a data breach response plan consistent with the Notifiable Data Breaches scheme. If a breach occurs that is likely to result in serious harm, we will notify affected families and the Office of the Australian Information Commissioner as required by law, and tell you what happened and what steps to take.

Access, correction and complaints

You can request access to, or correction of, the personal information we hold about you or your child at any time by emailing contact@contact.vortexathletics.com.au. If you believe we have mishandled your information, contact us at the same address and we will investigate and respond. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Cookies and analytics

Our website uses only the technical storage needed to operate (for example, remembering your booking session while you complete a registration). We do not use advertising trackers.