Pelican Point Early Learning Centre

Pelican Point Early Learning Centre respects the privacy of children, families, staff, applicants and other people who contact us. This policy explains how we handle personal information through our website, childcare services, communications and administrative systems.

Information we collect

Depending on your relationship with us, we may collect:

• Names, contact details, enquiries and correspondence.

• Enrolment, attendance, billing and payment information.

• Information about children’s health, allergies, care requirements, emergency contacts and authorised nominees.

• Employment applications and staff information.

• Technical information associated with website visits, including browser information, cookies and website activity.

We collect information directly from you where practicable. We may also receive information from authorised representatives, service providers or government agencies where permitted or required.

How we use information

We use personal information to respond to enquiries, provide education and care, communicate with families, manage enrolments and accounts, support staff recruitment and administration, and meet applicable legal and regulatory requirements.

Sensitive information, including children’s health information, is handled for relevant care, safety and administrative purposes, with consent where required or another lawful basis.

Digital administration and connected email services

We use digital systems to support family communications and the administration of our centres. These may include website hosting, email, childcare management software, accounting services and AI-assisted administrative tools.

Authorised personnel may connect Google accounts to administrative integrations. Depending on the permissions approved by the account holder, these integrations may access account identity information, email addresses, message subjects, senders, recipients, message content, labels and attachments.

We use this access for relevant administrative tasks, such as locating correspondence, summarising messages, identifying follow-up tasks and assisting with responses. Reading access does not itself grant permission to send, alter or delete messages; those functions require appropriate permissions and authorisation.

Relevant information may be processed by contracted technology and AI service providers to perform these tasks. Staff remain responsible for reviewing generated material and making decisions. AI assistance does not replace professional judgement, supervision or child-safety responsibilities.

Google account data must not be sold, used for advertising or used to train general-purpose AI models. Our handling of information obtained through Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

When information is shared

We may disclose information to authorised staff, technology providers, professional advisers, government agencies or other parties where necessary to deliver our services, where you have authorised disclosure, or where disclosure is permitted or required by law.

We take reasonable steps to limit disclosures to information relevant to the purpose and to ensure service providers handle that information appropriately.

Some technology providers may process or store information outside Australia. The locations depend on the services used. Contact us for details about overseas processing relevant to your information.

Security and retention

We take reasonable steps to protect personal information against misuse, loss and unauthorised access, modification or disclosure. These steps include appropriate access controls and secure handling of records.

Information is retained for relevant operational purposes and applicable legal retention periods. Childcare records may need to be retained after a child leaves the service. Information no longer required is securely destroyed or de-identified where lawful.

Access, correction and connected-account removal

You may request access to, or correction of, personal information we hold about you. We may need to verify your identity and consider legal restrictions before responding.

Google account holders can revoke an integration’s access through their Google Account connections. Revocation stops further access but does not automatically erase correspondence or records already retained for legitimate operational or legal purposes.

Questions or complaints

Contact admin@pelicanpointelc.com.au with privacy questions, access or correction requests, or complaints. Please explain your concern and the outcome you are seeking.

We will assess your concern and respond within a reasonable period. Where applicable, you may also contact the Office of the Australian Information Commissioner.

We may update this policy as our services, systems or legal obligations change.