Privacy Policy
Effective Date: 1/9/26
ACE Martial Arts (ACE) is committed to protecting your privacy and handling your personal
information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles
(APPs).
This privacy policy explains how we collect, use, disclose and protect your personal information when
you enquire about or participate in our martial arts programs and services.
1. What Information We Collect
When you submit an enquiry through our website, contact us by phone or email, respond to a
Facebook or Instagram advertisement, complete a participant waiver, membership form, or
communicate with our team your personal information may be collected.
Including:
• Full name
• Email address
• Phone number
• Residential address
• Date of birth
• Emergency contact details
• Membership information
• Class attendance records
• Payment and billing information
• Any other information you provide when making an enquiry
• Or any communications between you and ACE Martial Arts
Before participating in your first class, we also collect information through our participant waiver
and registration form, which may include:
• Relevant medical conditions
• Injuries or physical limitations
• Health information that may affect participation
• Emergency medical information
• Your acknowledgement of the risks associated with martial arts training
• Your acceptance of our waiver and terms and conditions
Health information is considered sensitive information under Australian privacy law. We only
collect this information where it is reasonably necessary to provide a safe training environment,
assess your suitability to participate, respond appropriately in an emergency, and meet our legal
obligations.
2. Why We Collect Your Information
We collect your personal information to:
• Respond to your enquiries
• Arrange trial classes
• Process memberships
• Manage class attendance
• Process payments
• Contact you regarding your membership
• Provide customer support
• Ensure the safety of participants during training
• Send important membership updates
• Send newsletters, promotions and special offers via sms or email
• Improve our services and customer experience
• Meet our legal and business obligations
You may unsubscribe from marketing communications at any time by following the unsubscribe
link in our emails or by contacting us directly.
3. Where your information is stored
We store personal information using secure business systems, including:
• Xoda for membership management, attendance records and payment administration.
• Xoda Reach for customer relationship management and communications (as implemented).
• Privyr for managing enquiries received through Facebook and Instagram advertising during
our transition to Xoda Reach.
• Our business email system for customer communications.
If you contact us through our website, Facebook, Instagram, telephone or email, we may retain
your contact details so we can respond to your enquiry and follow up regarding classes,
memberships or promotions.
Information submitted through Facebook or Instagram advertising may be transferred into our
customer relationship management system Xoda Reach to assist us in managing enquiries and
communicating with prospective members.
4. Payments
Membership payments are managed through Xoda and securely processed by Ezidebit. We do not
collect or store your full debit or credit card details ourselves.
Payment information is handled in accordance with the security and privacy practices of Xoda and
Ezidebit.
5. Disclosure of Your Information
We do not sell or rent your personal information.
We may disclose your personal information to trusted third-party service providers who assist us
in operating our business, including providers of:
• Membership management software
• Customer relationship management systems
• Payment processing services
• Website hosting and maintenance
• Email communication services
These providers are only given access to information necessary to perform their services and are
expected to handle your information securely.
We may also disclose personal information where required or authorised by law.
6. Security of Information
We take reasonable steps to protect your personal information from misuse, interference, loss,
unauthorised access, modification and disclosure.
Access to personal information is limited to authorised staff who require it to perform their
duties.
While we take reasonable precautions, no method of electronic transmission or storage is
completely secure, and we cannot guarantee absolute security.
7. Accessing or correcting your information
You may request access to the personal information we hold about you or request that
inaccurate or incomplete information be corrected.
To make a request, please contact us using the details below.
8. Photography and Videography
From time to time, ACE Martial Arts may take photographs and video recordings during classes,
gradings, competitions, seminars and other club events.
These photographs and videos may be used for legitimate business purposes, including:
• Promoting our martial arts programs and services
• Sharing class highlights and community achievements
• Marketing on our website and social media channels
• Printed promotional materials
• Club newsletters and other communications
If you do not wish for you or your child to appear in photographs or videos used for promotional
purposes, please notify us in writing. We will make reasonable efforts to respect your preference,
although we cannot always prevent incidental inclusion in group photographs or recordings
taken during classes or public events.
9. Children’s Privacy
ACE Martial Arts provides martial arts and fitness programs to children and teenagers. We take
particular care when collecting and handling personal information relating to participants under the
age of 18.
When a participant is under the age of 18, we may collect personal information from the participant
and/or their parent or legal guardian. This may include the child’s name, date of birth. Contact
details, emergency contact information, attendance records, membership information and
information provided through our participant waiver and registration forms.
Parents or legal guardians may contact us to request access to, or correction of, personal information
we hold about their child, subject to any legal requirements, or circumstances where access is
restricted.
We do not knowingly sell or rent children’s personal information to third parties.
We take reasonable steps to ensure that children’s personal information is only accessible to
authorised people who require it for the operation and administration of our programs.
10. Cookies and Website Analytics
Our website may use cookies and analytics tools to help us understand how visitors use our
website and improve our services.
Cookies may also be used in connection with our online advertising, including Facebook and
Instagram advertising.
You can manage or disable cookies through your web browser settings, although doing so may
affect the functionality of some parts of our website.
11. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business practices
or legal obligations.
The most current version will always be available on our website, and any updates will take effect
from the date they are published.
12. Contact
If you have any questions about this Privacy Policy, wish to access or correct your personal
information, or would like to make a privacy-related complaint, please contact us:
Email: [email protected]
Phone: 1300 223 556
Website: https://acemartialarts.com.au/contact/