Kin Kids Privacy Policy – Oct 2023
Kin Kids Pty Ltd ABN 15 671 336 397, referred to as 'Kin Kids,' is fully dedicated to safeguarding the privacy of individuals. This Privacy Policy extends to the collection of all data by Kin Kids, encompassing enrolment information, phone and email inquiries, attendance records, and the operation of Kin Kids website located at www.kinkids.au.
Kin Kids is unwavering in its commitment to safeguarding all personal information gathered. Personal data will solely be employed for the purposes for which it was provided. Kin Kids collects information in accordance with and adhering to obligations stipulated by the Privacy Act 1988 (Cth), the Education and Care Services National Law, the Fair Work Act, the Superannuation Guarantee (Administration) Act, the Income Tax Assessment Act, Occupational Health and Safety legislation, Workers Compensation regulations, Family Assistance laws, and related statutes and directives. Furthermore, Kin Kids complies with the Australian Privacy Principles as outlined by the Office of the Australian Information Commission.
Every employee at Kin Kids has pledged to uphold the confidentiality of personal information.
Kin Kids Policy Manual is accessible at all service locations and contains a copy of this Privacy Policy, along with specific information pertaining to the collection and utilisation of information.
If you require further information regarding Kin Kids Privacy Policy, please reach out to us at 1300 315 000 or via email at info@kinkids.au.
Personal Information
Personal information encompasses any data capable of identifying an individual. General information comprises aggregated data that, by its very nature, does not disclose personal identities and may assist Kin Kids in enhancing its service delivery and usage comprehension.
What Data Do We Collect?
We gather and employ personal information concerning enrolled children at our services and their parents/guardians, as required and/or permitted by law, to enable us to operate a high-quality care service, focusing on well-being, protection, and development.
The information collected enables us to administer and manage our services, including activities such as charging, billing, and debt collection. Bank accounts, credit cards, and other payment details are encrypted for your security.
We may employ your information to conduct surveys and solicit feedback about our services. We will only use your information for marketing or promotional purposes if you have granted us permission to do so. Kin Kids may engage third-party applications and services, such as Google Docs, MailChimp and FreshDesk, and utilise social media platforms like Facebook, Instagram and LinkedIn. These providers may collect and retain your personal information.
If you receive marketing or promotional materials from us and wish to discontinue such communication, you can opt-out by adjusting your preferences through your online registration or by contacting us at 1300 315 000.
We do collect sensitive personal information, which may encompass health details to enable us to adequately prepare for medical incidents and report immunisation statuses to government agencies. This information is collected to ensure awareness of any additional care requirements, including ethnic or cultural backgrounds, disabilities, additional needs, and special dietary needs.
Photographs and videos will be captured only with the consent of parents/guardians.
Attendance records, head counts, medical action plans, child profiles, and court orders are maintained at each service location. These are kept securely and accessed on an as required basis.
If you apply for a position at Kin Kids, we will gather your employment information through a third-party platform ‘Deputy’. Employee information is used to assess your suitability and qualifications for the role, including conducting a working with children check. Information collected from employees will be used for employment administration purposes only.
Protection, Storage, and Disposal of Personal Information
Personal information may be retained in physical or electronic formats. We take all reasonable measures to protect personal data from unauthorised access, alteration, disclosure, misuse, interference, or loss. Destruction of any such information is undertaken through a certified destruction agency.
Online enrolment data and subsequent bookings and attendance data are collected in the FullyBooked Child Care Management System ('FullyBooked'). FullyBooked's privacy policy can be accessed https://www.iubenda.com/privacy-policy/60497327
Appropriate data security measures are implemented to safeguard electronic information, while hard copy information is securely stored in locked cabinets with restricted access.
Kin Kids retains records as required by the legislation governing our company and the services we provide. Records may be archived periodically, either in hard copy or digital format, in compliance with relevant legislation.
When personal information is no longer needed or is required to be disposed of by law, Kin Kids will securely dispose of it via a certified document destruction agency to ensure data is not recoverable.
Access to personal information is restricted to personnel who require access, and appropriate security measures are in place to prevent unauthorised sharing, including password protection that is not shared with individuals and is not used for other systems or services.
All parties handling personal information take extreme care to prevent exposure to unauthorised individuals.
Enrolment details and digital archives are stored digitally in Australia. Hardcopy personal information, including observations and medical records, is maintained at the respective service locations, unless archived and stored securely within Australia.
Employee personal information is securely stored in hard copy staff records at the service where they are employed and at Kin Kids head office. Personal information is also digitally stored in the Deputy rostering system, HROnboard employee onboarding system, and our accounting system.
Websites and cloud services may be maintained or hosted overseas. In such cases, we will take reasonable steps to ensure that any overseas recipient handles personal information in a manner consistent with this Privacy Policy.
Disclosure of Personal Information
Kin Kids will not disclose personal information to any third party except in accordance with this Privacy Policy or with the consent of the individual or their parent/guardian. Information may be disclosed to:
Related corporate entities, suppliers including consultants or contractors, and agents to assist in providing our services or collecting debts.
Our insurers and Workers Compensation agencies.
Australian Government Departments and Agencies (including the Australian Taxation Office and Centrelink) for regulatory purposes, including the application of Child Care Subsidy (CCS).
Any other entity or individual with a legal right to access the information.
Authorities or parties verifying employment information provided to us.
Email Security
Any emails sent to Kin Kids may undergo automated scanning, which may result in the automatic blocking or forwarding of certain attachments and message styles to an administrator for content authorisation. IT administrators will not access the content of your emails once this process is completed.
Use of Our Website
When accessing our website via a web browser, we use cookies to enhance your online experience. You can configure your web browser to reject cookies, although this may affect some of our website's functionality.
We may employ Google Analytics to gather information about visitor behaviour on our website. Please refer to Google's privacy policy at www.google.com/policies/privacy/partners/ to learn more about how Google collects and processes data.
Breach Notification
In the event of a security breach leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access to personal information, Kin Kids will promptly:
Notify those affected by the breach, and
Implement measures to prevent further breaches of a similar nature.
Your Privacy Rights
Parents/guardians can view or update enrolment details to ensure the accuracy of personal information.
If you wish to access or correct the personal information we hold about you or your dependents, you can make a request by contacting Kin Kids at:
Phone: 1300 315 000
Email: info@kinkids.au
Address: Post Office Boc 5250, Frankston South Vic 3199
Correspondence should be directed to the Business Manager, and we request that you provide as much detail as possible.