1. What this policy covers

This Privacy Policy explains how we collect, use, store, and disclose personal information when you:

• Visit our website
• Enquire about or book our services
• Participate in our school, community, junior sport, or corporate programs/workshops

2. Personal information we collect

Depending on your interaction with us, we may collect:

A) Clients/organisations (e.g., schools, clubs, workplaces)

• Names, job titles, organisation details
• Contact details (email, phone)
• Booking and delivery details (dates, cohort size, venue, format)
• Invoicing and payment records (we generally don’t store full card details)

B) Participants (including students and junior athletes)

We may collect what’s reasonably necessary to run the program safely and effectively, such as:

• First name (or preferred name), year group/age bracket where relevant
• Attendance/participation information
• Program feedback and evaluation responses (e.g., surveys) and learning reflections/journals where used

C) Photos/video/audio (only if applicable and permitted)

• Photos or recordings from sessions/events only where the required permissions/consents have been obtained (see Section 6)

D) Website information

When you visit www.thewayfindingproject.com.au we may collect standard website data such as IP address, device/browser type, pages visited, and cookies/analytics identifiers (where enabled).

3. How we collect information

We collect personal information when you:

• Submit an enquiry or booking request
• Communicate with us via email, forms, or other channels
• Participate in a program/workshop and complete reflections/feedback tools
• Are booked through a school/organisation that provides details needed for delivery

4. How we use personal information

We use personal information to:

• Deliver programs and workshops tailored to your group
• Manage logistics, scheduling, and communications
• Measure outcomes and improve our services (e.g., reflections, feedback, attendance and survey data)
• Process payments, issue invoices/receipts, and keep records
• Support safety and duty-of-care arrangements during delivery

5. When we share personal information

We may disclose personal information to:

• Facilitators/contractors who need it to deliver services
• Service providers (e.g., invoicing, payment processing, email, cloud storage)
• Professional advisers (e.g., accountants/insurers)
• Regulators or authorities where required by law

We do not sell personal information.

6. Photos/recordings and marketing

We will not use identifiable photos/video/audio of participants for marketing unless appropriate consent/permissions have been obtained (e.g., adult consent; or parent/guardian consent via the relevant organisation where required).

You can withdraw consent at any time by contacting us. Withdrawal applies going forward and does not affect lawful use already made.

7. Overseas storage

Some third-party tools we use may store data on servers outside Australia. Where we use third-party providers, we take reasonable steps to choose reputable platforms and protect information.

8. Data security and retention

We take reasonable steps to protect personal information from loss, misuse, and unauthorised access. We keep personal information only as long as needed for delivery, evaluation, and legal/financial record-keeping, then securely delete or de-identify it where appropriate.

9. Access, correction, and complaints

You may request access to or correction of personal information we hold about you by emailing info@thewayfindingproject.com.au. We’ll respond within a reasonable time.

10. Updates

We may update this Privacy Policy from time to time. The latest version will be posted on www.thewayfindingproject.com.au with an updated effective date.