Privacy Policy

Last updated: November 2025

At OSHC Adventures, we are committed to protecting the privacy and security of all personal information collected from children, families, staff, and visitors.
We handle all personal information responsibly, in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Education and Care Services National Regulations.

1. Collection of Personal Information

We collect personal information to safely and effectively provide our Before School Care, After School Care, and Holiday Care programs and to meet our legal and regulatory obligations.

The types of personal information we collect may include:

  • Child information: name, date of birth, address, gender, medical details, immunisation status, allergies, dietary needs, additional needs, and emergency contacts.

  • Parent/guardian information: names, contact details, relationship to the child, authorised nominees, court orders, and Centrelink Customer Reference Numbers (CRNs).

  • Health and safety information: medical action plans, incident reports, and other documentation required to ensure each child’s well-being.

  • Attendance and enrolment details: bookings, session attendance records, and CCS-related information.

  • Financial information: billing details, payment records, and bank information where required for direct deposits.

  • Employment and volunteer information (where applicable): Working With Children Check (WWCC), references, qualifications, and training records.

  • Photos and videos (with consent): for documentation of program activities and service displays.

We may also collect limited sensitive information where required to ensure the safety, inclusion, and well-being of children in our care.

2. How We Collect Information

We collect personal information through:

  • Online enrolment and booking systems, including the Xap Smile App and Guardian Portal (www.xap.rocks)

  • Enrolment and consent forms completed by parents/guardians

  • Direct communication by phone, email, or in person

  • Updates provided during the year or at re-enrolment

  • Schools, health professionals, or other authorised third parties (where consent or lawful authority applies)

When you provide personal information about another individual (such as an emergency contact), you confirm that you have their consent to share it with OSHC Adventures.

3. Why We Collect Personal Information

We collect and use personal information to:

  • Provide safe, high-quality education and care programs

  • Support children’s health, wellbeing, and development

  • Comply with the Education and Care Services National Law and Regulations

  • Manage enrolments, bookings, billing, and CCS claims

  • Communicate effectively with families about programs, absences, and updates

  • Meet obligations to Services Australia, the Department of Education, and other regulatory agencies

  • Recruit, train, and manage staff and volunteers

Without this information, we may be unable to provide care or meet our legal obligations.

4. How We Hold and Protect Personal Information

OSHC Adventures takes all reasonable steps to protect personal information from unauthorised access, misuse, or loss.
We store information:

  • Electronically in secure systems, including Xap, which meets Australian data security and encryption standards

  • In paper format within locked filing systems accessible only to authorised personnel

We retain records as required by law (for example, up to 25 years for child records or 45 years for child protection-related reports). When no longer required, information is securely destroyed or permanently de-identified.

5. How We Use and Disclose Personal Information

We may use and disclose your personal information to:

  • Deliver and tailor our programs and services

  • Verify enrolments, attendance, and CCS eligibility

  • Manage payments, fees, and outstanding balances

  • Communicate with families about programs, incidents, or health matters

  • Respond to medical emergencies or behavioural incidents

  • Comply with reporting requirements to government and regulatory bodies

  • Support risk management, safety audits, and compliance investigations

We do not share personal information for marketing or commercial purposes.
Information is only shared with:

  • Parents or authorised nominees

  • Relevant government departments (e.g. Services Australia, Department of Education)

  • Health or emergency professionals (if required for the child’s well-being)

  • Contractors or service providers performing administrative or IT functions (bound by confidentiality obligations)

  • Law enforcement or regulatory bodies, where required by law

6. Access and Correction

Families have the right to access personal information held about themselves or their children, and to request corrections if the information is inaccurate or incomplete.

To make a request, contact us at admin@oshcadventures.com.au.
We will verify your identity before providing access and respond within a reasonable timeframe.

7. Website and Digital Data

When visiting our website (www.oshcadventures.com.au), our system may collect limited technical data such as IP address, browser type, and visit duration to improve website functionality and user experience.

Our website and the Xap Smile App may use cookies to support login sessions and improve functionality. You can disable cookies in your browser, though some features may not function correctly.

No personal information is collected via cookies unless voluntarily provided through a form or registration process.

8. Policy Updates

OSHC Adventures may review and update this Privacy Policy from time to time to reflect legislative changes, system updates, or improvements to our practices.
The most current version will always be available on request or by emailing admin@oshcadventures.com.au.
Families will be notified of any significant updates affecting how we manage or share personal information.

9. Privacy Rights and Complaints

If you have concerns about how we have handled your personal information, please contact us in writing so we can resolve the matter quickly and respectfully.

Contact:
📧 admin@oshcadventures.com.au
📞 0410 734 733

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):
🌐 www.oaic.gov.au | 📞 1300 363 992

10. Review Cycle

This Privacy Policy is reviewed annually, or sooner if required by legislative or procedural changes.