Privacy Policy - Hillform

Privacy Statement

Hillform Studio Inc (ABN 79 609 233 850) (Hillform, we, us or our) respects the privacy of the people who visit, book, purchase from, participate in, hire, volunteer with or otherwise interact with Hillform. This Privacy Statement explains how we collect, use, disclose, store and protect personal information in connection with our activities and our website at hillform.com.au (Website).

Where the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) apply to Hillform, we will handle personal information in accordance with those requirements. Where they do not apply, we aim to follow the same principles as a matter of good practice, subject to other applicable laws.

1. What personal information we may collect

The information we collect depends on how you interact with Hillform. It may include:

identity and contact details, such as your name, email address, telephone number, postal or billing address;
purchase and booking information, including products ordered, workshop or event bookings, venue hire enquiries, payment status and transaction history;
attendee information where one person books for others, such as attendee names, contact details, postcode, age or age group where relevant, and other information required to administer the booking;
information relevant to safe and inclusive participation, such as dietary requirements, allergies, accessibility requirements, emergency contact details or other information you choose to provide;
information about a child participant where a workshop or activity is designed for children, including parent or guardian details and any required consent information;
marketing preferences and communications with Hillform, including enquiries, feedback, reviews and survey responses;
photographs, video or other media where you have consented to its collection or use, or where appropriate notice has been provided for general event photography;
technical information relating to use of the Website, which may include IP address, browser/device information, pages viewed, referral information and cookie or analytics data; and
other information reasonably necessary for Hillform’s activities or required by law.

Payment card details are generally processed by Hillform’s payment service provider. Hillform does not intentionally store complete card details unless a payment system used by Hillform expressly provides for this in a secure and lawful way.

2. Sensitive information

Some information provided for workshops, events or venue activities may be sensitive, particularly health-related information that can be inferred from an allergy, dietary requirement, disability or accessibility request. Hillform will only collect sensitive information where it is reasonably necessary for our activities and where you have consented, or where collection is otherwise permitted or required by law.

We will aim to limit access to this information to the people who need it for safety, accessibility, catering or event administration, and we will not use it for unrelated marketing purposes.

3. How we collect information

We usually collect personal information directly from you through the Website, WooCommerce checkout, forms, email, telephone, in-person interactions, event registrations, venue hire enquiries and other communications.

We may also receive information about you from another person, for example where a purchaser books multiple workshop places and provides attendee details, or where an organisation makes a group booking. A person providing information about someone else should have authority to do so and should make that person aware of this Privacy Statement where reasonably practicable.

4. Why we use personal information

to process orders, payments, refunds, exchanges and deliveries or collections;
to administer workshop, event and venue bookings and communicate essential booking information;
to manage attendee safety, access, catering and participation requirements;
to operate, maintain and improve Hillform’s Website, programs, services and customer experience;
to respond to enquiries, complaints and requests;
to manage memberships, volunteers, donors, partners or supporters where applicable;
to send news, program updates, event information or promotional communications where permitted by law and consistent with your preferences;
for internal administration, accounting, insurance, risk management and record keeping;
to prevent fraud, misuse, security incidents or unlawful activity; and
to comply with legal and regulatory obligations.

5. Marketing communications

Hillform may send marketing emails or messages where we have your consent or are otherwise permitted to do so. Marketing communications will identify Hillform and provide an easy way to unsubscribe. You can opt out at any time using the unsubscribe function in the communication or by contacting Hillform through the Website. Service messages that are necessary to administer an order, booking or account may still be sent after you opt out of marketing.

6. Cookies, analytics and website technology

The Website may use cookies and similar technologies for functions such as shopping cart operation, security, remembering preferences, measuring Website use and improving performance. Hillform may also use third-party analytics or advertising tools. You can usually control cookies through your browser settings, although disabling some cookies may affect Website functionality.

Where practical, Hillform will provide additional cookie or consent information on the Website where required by the technologies in use or applicable law.

7. Who we may disclose information to

Hillform may disclose personal information to third parties where reasonably necessary for the purposes described above, including:

website, e-commerce, payment and hosting providers;
email, communications, customer management, analytics and IT service providers;
delivery, courier and fulfilment providers;
workshop facilitators, artists, caterers, contractors or venue partners, but only to the extent reasonably required to deliver the relevant activity;
professional advisers, insurers, accountants, auditors and legal advisers;
government agencies, regulators, emergency services or law enforcement where required or authorised by law; and
other parties with your consent or where disclosure is otherwise permitted by law.

Some service providers may store or process information outside Australia. The countries involved may vary depending on the provider. Where the Privacy Act applies to Hillform, Hillform will take reasonable steps required by law in relation to overseas disclosures. You may contact Hillform if you would like more information about the providers currently in use.

8. Children and young people

Where Hillform offers activities for children or young people, we may require a parent or guardian to make the booking, provide consent or supply emergency and participation information. We will only seek information that is reasonably required to administer the activity safely and appropriately. Hillform will not knowingly use identifiable images of children for promotional purposes without appropriate parent or guardian consent.

9. Security and retention

Hillform takes reasonable administrative, technical and physical steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No online system can be guaranteed to be completely secure. We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, for legitimate administration and record-keeping purposes, or as required by law. When information is no longer required, we will take reasonable steps to delete, destroy or de-identify it where appropriate.

10. Access and correction

You may ask Hillform to provide access to personal information we hold about you or to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity before responding. Where permitted by law, there may be circumstances where access is refused; if so, we will explain the reason where required.

11. Privacy questions and complaints

If you have a privacy question, would like to request access or correction, or believe Hillform has mishandled your personal information, please email info@hillform.com.au, use the contact form at hillform.com.au, or write to Hillform Studio Inc at 127 Fridays Creek Road, Upper Orara, Coffs Coast NSW 2450.

Hillform will aim to acknowledge and respond to privacy complaints within a reasonable period. If the Privacy Act applies to Hillform and you are not satisfied with our response, you may have the right to complain to the Office of the Australian Information Commissioner.

12. Changes to this Privacy Statement

Hillform may update this Privacy Statement from time to time to reflect changes to our operations, systems or legal obligations. The current version will be published on hillform.com.au with the effective or last-updated date.