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Privacy Policy
A legal disclaimer
Sunflower Academy respects the privacy of children, families, educators and visitors. This policy explains how we collect, use, store and share personal information through our website and early learning service.
We handle information in accordance with applicable Australian privacy laws and the confidentiality and record-keeping requirements of the Education and Care Services National Law and National Regulations.
Information we collect
The information we collect depends on your relationship with us. It may include:
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Names, contact details and addresses of parents, guardians and authorised contacts.
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Children’s names, dates of birth, enrolment details and attendance records.
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Health information, including allergies, immunisation status, medical conditions, medication requirements and additional support needs.
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Emergency contacts, collection permissions and relevant parenting arrangements or court orders.
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Learning observations, developmental information, photographs and videos.
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Billing, payment and Child Care Subsidy information where relevant.
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Information provided through enquiries, waiting-list forms, feedback and complaints.
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Recruitment and employment information, including qualifications and relevant screening checks.
Our website and website providers may also collect technical information, such as IP addresses, browser details, device information and pages visited.
How we collect information
We usually collect information directly from you through website forms, enrolment documents, our childcare management platform, emails, conversations and interactions at the centre.
Where necessary and lawful, we may also collect information from authorised family members, health professionals, government agencies or other services involved in a child’s care.
Please obtain permission before providing another person’s information, where appropriate.
You may make a general enquiry without identifying yourself. However, we need certain information to process enrolments, provide safe care and meet legal requirements. If this information is not provided, we may be unable to provide the requested service.
How we collect information
We use personal information to:
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Respond to enquiries and manage our waiting list.
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Process enrolments and communicate with families.
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Provide education and care tailored to children’s needs.
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Manage health, safety, wellbeing and emergencies.
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Maintain attendance, learning and service records.
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Administer accounts, payments and relevant subsidy requirements.
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Manage recruitment, staffing and centre operations.
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Respond to feedback and complaints.
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Meet legal, regulatory and child protection obligations.
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Maintain and improve our website and services.
We seek consent to collect sensitive information where required, unless collection is otherwise permitted or required by law.
When we share information
We may share information where necessary for these purposes with:
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Educators and authorised personnel who need it to perform their duties.
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Parents, guardians and authorised contacts, subject to applicable laws, authorisations and court orders.
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Emergency services, health professionals and support services.
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Government departments, regulatory authorities and child protection agencies.
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Service providers supporting our website, childcare management, communications, accounting, payments and information storage.
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Professional advisers and insurers where necessary.
Our service providers include Wix, OWNA, Microsoft 365 and Xero, according to the functions they perform for the centre.
We limit disclosures to information relevant to the purpose. We may also disclose information with your consent or where required or permitted by law.
Children’s photographs and videos
Photographs and videos may support learning documentation and communication with families, subject to relevant permissions and our centre policies.
We seek separate permission before using identifiable images of children on our public website, social media or promotional materials.
You may contact us to change or withdraw optional image permissions. Withdrawal applies to future use, and we will discuss what can reasonably be removed from material already published. Records that must be retained by law may need to be kept.
Website cookies and external links
Our website may use cookies and similar technologies to support its operation, security and usage analysis.
You can manage cookies through your browser and any cookie controls available on our website. Disabling some cookies may affect website functionality.
Our website may link to external websites or platforms, including waiting-list forms and social media. Those services have their own privacy policies.
Marketing communications
Where you subscribe or otherwise consent, we may send news, centre updates and promotional communications.
You can unsubscribe using the instructions in a message or by contacting us. Essential communications about your child’s care, enrolment or account may continue.
Storage, security and retention
We take reasonable steps to protect personal information against misuse, loss, interference and unauthorised access, alteration or disclosure.
Information may be held in paper records and electronic systems. Access is restricted according to staff roles and operational needs.
We retain information for the periods required by applicable education and care, child protection, taxation and other laws. Some child-related records must be retained for extended periods. When information is no longer required, we take reasonable steps to securely destroy or de-identify it, subject to legal retention requirements.
Overseas service providers
Some technology providers may store, process or access personal information outside Australia.
[Before publishing: confirm which providers are likely to receive personal information overseas, and insert the relevant countries here where practicable.]
Where overseas disclosure occurs, we take the steps required by applicable privacy law to protect personal information.
Accessing or correcting information
You may contact us to request access to personal information we hold about you or your child, or to request a correction.
We may need to verify your identity and authority before responding. Access may be limited where required or permitted by law, including to protect another person’s privacy or comply with parenting arrangements.
If we cannot grant a request, we will explain the reason where required and how you can raise a concern.
Please let us know promptly if contact details, medical information or other important enrolment information changes.
Privacy concerns and complaints
Please contact us if you have a privacy concern or believe your information has been handled incorrectly.
We will acknowledge your complaint, investigate it and aim to provide a response within 30 days. If more time is needed, we will explain why and keep you informed.
If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au, or the NSW Information and Privacy Commission at www.ipc.nsw.gov.au, as appropriate.
Contact us
Privacy enquiries — Approved Provider
Sunflower Academy Early Learning Centre
Enquiry: Form
Email: general@sunfloweracademy.com.au
Address: Lower Ground Floor, 35 Clarence Street, Sydney NSW 2000
Changes to this policy
We may update this policy as our services, systems or legal obligations change. The current version will be available on our website, with its revision date shown above.
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