Your information
Privacy Policy
We ask for as little as we need, we tell you plainly what we do with it, and you can ask to see it, correct it or have it deleted at any time.
Version 1.0 · Effective 30 July 2026
Who we are
This policy applies to Wu Xing Dao Kung Fu and Inner Energy Fitness (together, “the school”, “we”, “us”), operating from Unit 1/4 Brooks Avenue, Wyoming NSW 2250, and to this website and our member platform.
We are a small martial arts school. Under the Privacy Act 1988 (Cth) many small businesses are not legally bound by the Australian Privacy Principles, but we have chosen to follow them anyway, because we hold information about children and we think that is the right standard to hold ourselves to.
What we collect
What we hold depends entirely on how you deal with us.
- If you just browse the website
- Standard technical information only: your IP address, browser type and the pages you visited. We do not run advertising trackers or sell data to anyone.
- If you send an enquiry or join a waitlist
- Your name, email address, phone number, what you are interested in, and anything you write in the message.
- If you use the chat assistant on our website
- Whatever you type into it. Do not put sensitive personal or medical details into the chat window. Use the phone or email for anything private.
- If you enrol as a member
- The student’s full name and date of birth; a contact email, phone number and residential address; the typed name used as your signature; and a record of which agreements you accepted, when, from what IP address, and which version of the Membership Terms and Conditions was in force at the time. For corporate programs only, we also ask for a trading name, A.B.N, occupation and employer.
- If the student is under 18
- We additionally collect the name of the parent or guardian entering into the agreement, and their relationship to the student. The parent or guardian’s contact details are used as the contact details for the membership.
- Once you are training with us
- Attendance, grading and progression records, class bookings, payment records, any messages you send us through the member portal, and photographs or video taken at classes and school events (see below).
We do not ask for health or medical information through this website. If you tell us about an injury or condition so we can train you safely, we treat that as sensitive information, keep it only for that purpose, and only Grant and the instructors see it.
Why we use it
- To answer your enquiry and arrange a trial class.
- To enrol you, run your membership, and keep attendance and grading records.
- To take payments and keep the accounts.
- To contact you about your training, timetable changes, gradings and school events.
- To keep a record of the agreement you entered into, which protects both of us.
- To keep students safe, including knowing who is responsible for a child in our care.
Who we share it with
We do not sell your information, and we do not give it to anyone for their own marketing. We share it only with the services we use to run the school:
- Our customer management system
- GoHighLevel, provided through communitee.ai. It holds contact records and sends school emails. Based in the United States.
- Our website and member platform host
- Hetzner Online GmbH. Our server is physically located in Falkenstein, Germany, so your information, including membership records, is stored overseas.
- The website chat assistant
- Anthropic, which provides the AI model behind it. Based in the United States. Only what you type into the chat is sent.
- Payment processing
- When card payments are enabled, these are handled by our payment provider. We never see or store your full card number.
- Website fonts and embedded content
- Our pages load fonts from Google, show a Google Maps location on the contact page, and embed videos from YouTube. Those services may receive your IP address. YouTube videos only load once you click play.
- If we are required to
- Where the law requires it, or where it is necessary to prevent a serious threat to someone’s life, health or safety.
By giving us your information you consent to it being stored and handled overseas as described above. Because those providers are outside Australia, Australian privacy law may not apply to them in the same way it applies to us.
Photographs and video
We take photos and video at classes and school events and use them for display, promotion and advertising. This is covered in clauses 23 and 24 of the Membership Terms and Conditions, which you agree to when you enrol.
If you would rather you or your child were not photographed, tell Grant. You do not have to give a reason, and it will not affect your training. If a photo of you or your child is already on our website or social media and you want it taken down, email us and we will remove it from anything we control.
Children’s information
Our Little Dragons class starts at age four, so we hold information about young children. We take that seriously.
- A student under 18 cannot enrol themselves. A parent or guardian must complete and sign the membership form, and we record who they are.
- We collect only what we need to teach and supervise the child safely.
- A child’s records are only accessible to Grant and to the parent or guardian responsible for them.
- A parent or guardian can ask to see, correct or delete their child’s information at any time.
How we keep it safe
- The website and member platform run over an encrypted (HTTPS) connection.
- Membership records are only visible to a logged-in school administrator.
- Member passwords are stored hashed and salted. Nobody at the school, including Grant, can read your password.
- The member area and admin area are separated, so members cannot see other members’ records.
- Our systems are reviewed for security issues before changes go live.
No system is perfectly secure. If a data breach happens that is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner.
How long we keep it
We keep enquiry records for up to two years. We keep membership and signed agreement records for seven years after your membership ends, because they are the record of a contract and may be needed for insurance, tax or a legal claim. After that we delete them. You can ask us to delete your information sooner and we will, unless we are required to keep it.
Seeing, correcting or deleting your information
You can ask us at any time to:
- tell you what information we hold about you or your child;
- give you a copy of it;
- correct anything that is wrong or out of date;
- delete it, where we are not required to keep it.
Email internalkungfuonline@gmail.com or ring 0410 249 217. We will respond within 30 days. There is no charge. We may need to confirm who you are first, so that we are not handing someone else’s records over.
Emails and messages
When you enrol you agree to receive updates from us by phone, email, text message and social media, as set out in clause 9 of the Membership Terms and Conditions. That covers things you need to know: timetable changes, gradings, events and account matters.
You can opt out of promotional messages at any time by replying, using the unsubscribe link, or telling Grant. We will still need to contact you about your own membership and your child’s training.
Cookies
We use a single cookie, to keep you logged in to the member area. It is not used for advertising or tracking. If you never log in, we do not set it. Embedded YouTube videos and the Google Maps panel may set their own cookies once they load.
If you are not happy
Tell us first. Email internalkungfuonline@gmail.com and we will look into it and reply within 30 days.
If you are still not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Changes to this policy
If we change how we handle your information we will update this page and change the version and date at the top. If the change is significant, we will tell members directly.