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Woden Valley Gymnastics Club

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Privacy Policy

Woden Valley Gymnastics Club (WVGC) is committed to providing every member with the highest levels of service. This includes protecting your privacy. The Club is bound by the Commonwealth Privacy Act 1988, which sets out a number of principles concerning the protection of individual’s personal information.

The aim of these laws is to ensure that organisations handle personal information responsibly and provide a consistent approach to its collection, use and disclosure. These laws also give the individual specific rights such as access to their personal information and the ability to correct it, if needed.

This Privacy Policy covers the following aspects about the use of your personal information that the Privacy Act 1988 requires the Club to communicate to all its members:

What is personal information?
Why we collect personal information.
How we collect personal information.
How we use personal information.
When we disclose personal information.
Storage and security of personal information.
Accuracy of personal information.
Access to personal information.
Personal Information

Personal information is information about an individual, whether true or not and no matter how it is recorded, which can reasonably lead to the identity of that individual.

WVGC collects personal information in order to properly and efficiently carry out its functions, including to provide all of its members with products and services requested by them and to facilitate the provision of marketing and promotion services that may be of interest.

This information is used only for the purposes for which it was provided and for directly related purposes, unless otherwise required or authorised by law. At times, the Club may state a more specific purpose when it collects additional personal information.

Collecting Personal Information

To deliver and enhance the services offered by the Club, we collect considerable personal information about all our members. The information collected will vary depending on the circumstances and may include, but is not limited to, all contact details, date of birth, gender, credit card details, employment details, working with vulnerable people identity cards, personal qualifications and/or communication history with the Club. We may also collect sensitive information about individuals such as medical histories, nationalities or other information of an extremely personal nature.

This personal information is provided voluntarily when you, or another family member:

registers to become an affiliated gymnast;
registers to become an affiliated technical member;
becomes a member of a committee, sub-committee, working party or volunteer position with the Club;
enters a sanctioned event or participation program;
participates in a sanctioned course;
purchases merchandise from the Club, Gymnastics ACT (GACT) or Gymnastics Australia (GA);
requests information from the Club, GACT or GA;
provides information to one of our staff; and/or
participates in one of the Club’s surveys.
Personal information may also be collected where the Club is required to do so by law. This could be, but is not limited to, for education services, child protection, work health and safety, medical services and other requirements as directed by Federal and ACT Government legislation.

Use of Personal Information

The Club will only collect information that is necessary for it to carry out its primary purpose of providing services relating to membership, education, events and merchandise. Personal information may be used for:

providing the services required;
internal accounting and administration;
regulatory reporting and compliance; and/or
helping to identify and inform about other products or services that may be of benefit.
If sufficient personal information is not provided then the Club may not be able to provide the full services required, or the level of service that it aspires to provide.

If the Club sends out any information about services or products that are not required, or if it discloses personal information to any other organisation that you do not agree to, then you must advise the Club Business Manager in writing. If the Club is not so advised then agreement is deemed to be confirmed on behalf of members and/or on behalf of others so represented.

Disclosure of Personal Information

The Club limits the use and disclosure of any personal information provided by it to such organisations for the specific purpose for which it was supplied.

The Club discloses personal information to other organisations that are believed necessary to assist in providing its services. Organisations to which the Club may disclose personal information include:

outsourced service providers or authorities who manage aspects of the services that the Club provides, including:
the Club’s insurance companies;
the Australian Sports Commission (ASC);
the Australian Sports Anti-Doping Agency (ASADA);
ACT Government authorities, including ACT Sport and Recreation Services.
the Club’s professional advisors, including accountants, auditors and lawyers; and
Government and regulatory authorities and other organisations, as required or authorized by law.
The Club limits such disclosure to only those personal details needed to achieve the specific purpose for which the Club is supplying it to those organisations.

If the Club is provided with personal information about other adults, it relies on the person giving the information to have made them aware that such information about them has been or will be provided to the Club, the purposes for which it has been provided, the types of third parties the Club may disclose it to and how they can access it. This is extremely important for the Club in circumstances where it discloses personal information to other organisations.

Storage and Security of Personal Information

WVGC stores personal information on paper files and in computer databases. It may then be held in both paper and computer file format. Much of the personal information collected in paper format is transferred to the Club’s computer-based membership database. This information may then be linked to other information that may be stored about the Club’s members.

The Club has implemented measures of a reasonable nature to ensure that all personal information is securely stored to avoid misuse, loss, unauthorized access and disclosure. Some of the security measures used by the Club include strict confidentiality requirements by staff, volunteers and service providers, security measures for computer access and secure storage.

Accuracy of Personal Information

The Club takes all responsible and reasonable steps to ensure that whenever personal information is collected, used or disclosed that it is accurate, complete and up-to-date.

Access to Personal Information

All members have a right to access their personal information, subject to some exceptions allowed by law. Access to personal information can be given by contacting the Club’s Business Manager or by writing to the Club.

Members are requested to advise the Club at any time about possible breaches of privacy, or inaccurate, incomplete personal information which needs to be changed.

Resolving Privacy Issues and Complaints

Any issues or complaints in relation to the collection, use, disclosure, quality, security of and access to personal information should be directed to the Club Management Committee as follows:

Telephone: 02 6287 4121

Terms & Conditions

Terms and Conditions

Fees are payable in full at the time of enrolment and re-enrolment. A payment plan consisting of a deposit (to secure a place in the class) and regular installments may be agreed to by the Finance Manager. In the case of payment by installment, all fees must be paid by week 8 of Term and the Payment Options form must be completed and signed.

Additional Fees and Insurance
Gymnasts are covered by personal insurance and the Club is covered by liability insurance, both of which are paid as part of the annual registration fee paid to Gymnastics Australia. Personal insurance is valid from the time the annual registration fee is paid to the Club until the end of that calendar year. This fee must be paid in full prior to your child participating in any classes.

Please note: This doesn't include our Holiday Programs, children are still covered and the insurance levy is incorporated into the daily fees.

Upon paying your registration fee, gymnasts are insured with Marsh Advantage. Claims must be lodged within 30 days. Further details can be found at
Gymnastics is a very active sport and an injury, although unlikely, may occur. It is the expressed intent of all Club staff to provide a safe environment for the gymnastics activities undertaken at the Club.

The club charges a small equipment levy which is paid per family, per term, to be paid at the time of enrolment or re-enrolment.

Enrolments do not roll over from one term to the next. For each new Term re-enrolments open in Week 8 of the current Term. You are encouraged to re-enroll early as new enrolments start in week 10 of Term and if your child is not enrolled in the class then the place may be given to a new child.

Make up Classes and Refunds.
Two make-up classes are allowed in any one Term. All make-up lessons must be booked in advance with the Front Office. Make up lessons are subject to availability and may only be completed within another class of the same age/level, unless approved by the Program Manager.
No refunds will be given for missed classes, or make-up classes not accessed during the Term or for early withdrawal during a Term. Refund requests due to inability to complete a term for medical reasons must be submitted in writing with medical documentation and are assessed by the Club Manager or Finance Manager.

Personal information and Privacy.
I understand that the Club reserves the right to vary the days and times specified for classes when such changes are deemed necessary by Program Managers and/or the Club Committee.
I understand if I see something at the Gym that may be considered to be a safety issue, potential or otherwise, then I am obliged to inform the Club Manager or a Senior Coach of that matter.

In accordance with the Privacy Act, the information provided on this Enrolment Form will be used primarily for matters related to the participation in the sport of gymnastics and to matters directly related to that participation. Full details of our Privacy Policy are available on the Club web site at or from the Office. Organisations to which we may disclose personal information provided on this Enrolment Form include:

 Outsourced service providers or authorities who
manage aspects of the services we deliver to you,
 Gymnastics ACT;
 Gymnastics Australia;
 our insurance companies;
 Sport Australia (SA);
 ACT Government Sport and Recreation authorities.
 Our professional advisors, including accountants,
auditors and lawyers.
 Government and regulatory authorities and other
organisations, as required or authorised by law.

The Club limits such disclosure to only those personal details needed to achieve the specific purpose for which the Club is supplying it to those organisations. If you choose not to supply sufficient personal information, the Club may not be able to provide you with the services that you would like, or the level of service that it aspires to provide.
You may request access to your personal information, including the formal registration information that is held by the Club about your family.

General Information

Welcome to Woden Valley Gymnastics!
As a club, we endeavor to provide quality gymnastics programs for people of all ages and abilities. We are thrilled that you have chosen our Club to experience the benefits that gymnastics can provide for life long development and learning. Our qualified and experienced coaches provide a safe and challenging learning environment, combined with positive encouragement to enhance self-confidence, self-esteem, self-discipline and personal character. As part of the Gymnastics Australia and Gymnastics ACT framework, gymnastics incorporates gross motor skills, including balance, agility and spatial awareness, physical fitness, including flexibility, strength and endurance, and body co-ordination, concentration and mental alertness. We aim to assist all our participants to achieve their own personal highest possible level.

A sense of family is extremely important here at Woden Valley Gymnastics. As a not-for-profit sporting organisation, our focus is on supporting the Canberra Community and building a love of gymnastics for all to enjoy.

Sibling Discount
A discount is provided to families with more than one child enrolled in our program. A 10% reduction in term fees is provided to a second child and a 20% reduction is applied for a third child. These discounts are applied when all children are enrolled in the same term. The percentage discount is applied to the child/children with the lesser tuition fees with the greatest discount being applied to the least cost.

What To Wear
Boys or girls may wear a T Shirt or singlet and shorts, or a leotard (with or without gym shorts).
No jewelry is allowed in the Gym. Please leave all jewelry and valuable items at home. Hair should be pulled back neatly and securely from the face. Girls should not wear bows or other large hair ornaments that may cause discomfort or injury during the lesson.
All students should only have bare feet or wear socks during a class. Shoes and warm clothing should be worn when coming to and leaving the gym.

Personal Belongings
All personal items should be left in the foyer before proceeding onto the Gym. Do not leave valuables in the foyer pigeon holes. Please note, that lockers are only available for gymnasts in the competitive streams. The Club is not responsible for any items that are lost or stolen.

Items of clothing that are found in the gym are placed in the Lost Property Bin at the side entrance to the Gym. If an item that is assessed as being valuable is found, it will normally be handed in to the Front Office where it may be recovered. To assist in recovery of lost items, it is a good idea to mark all personal items with the student’s name. The lost property bin is emptied at the end of each term.

Food and Drink
No food of any sort is permitted on the gym floor. The gym is a nut free zone for the protection of gymnasts and visitors.
Gymnasts may bring a snack and a drink bottle. These items are to be left in the pigeon holes and accessed during breaks in the class.

Arrival and Pick-up
Please ensure that your child/children arrives five (5) minutes (no earlier, please) before the class is due to start.
Please pick-up your child/children on time. Please inform the Club, on 6287 4121, if you know that you will be late for pick-up. Instruct your child/children to wait inside the Club until you arrive to collect them.

During peak times the car park is extremely crowded and busy. Please take into account that many of our students are very young so please drive carefully and adhere to the 10 km speed limit.

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