Privacy Policy

Our Commitment to Privacy

United Martial Arts & Fitness (UMF) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how UMF collects, uses, stores, discloses, secures, and manages personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other applicable Australian laws.

By providing personal information to UMF, you consent to the collection, use, disclosure, and handling of your personal information as outlined in this Privacy Policy.

Contact Details

United Martial Arts & Fitness (UMF)
Unit 3, 7 Civil Road
Garbutt QLD 4814

Phone: 0427 537 771
Email: pablo@umfacademy.com.au
Website: https://www.umfacademy.com.au

What Is Personal Information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

The personal information UMF may collect includes:

Identification Information

• Full name
• Date of birth
• Gender
• Student identification numbers
• Photographs and video recordings

Contact Information

• Residential address
• Postal address
• Email address
• Telephone and mobile numbers

Membership Information

• Program enrolments
• Attendance records
• Trial participation records
• Grading and progression records
• Membership history
• Account information

Payment Information

• Billing information
• Direct debit details
• Payment history
• Membership payment records

Emergency Contact Information

• Emergency contact names
• Relationship to participant
• Contact telephone numbers

Health Information

To safely provide martial arts instruction, self-defence training, fitness services, and student welfare support, UMF may collect health information including:

• Medical conditions
• Allergies
• Injuries
• Disabilities
• Physical limitations
• Medication disclosures
• Medical clearances
• Incident reports
• Emergency medical information

Health information is classified as sensitive information under Australian privacy law and receives additional legal protection.

How We Collect Personal Information

UMF may collect personal information through:

• Membership applications
• Trial registrations
• Waivers and declarations
• Website enquiry forms
• Online bookings
• Email correspondence
• Telephone conversations
• SMS communications
• Social media enquiries
• Event registrations
• Surveys and feedback forms
• Competitions and promotions
• In-person discussions
• Incident and injury reports

Where reasonable and practicable, we collect information directly from you.

In some circumstances, we may receive personal information from:

• Parents or guardians
• Family members
• Schools
• Healthcare providers
• Support workers
• NDIS providers
• Government agencies
• Emergency contacts
• Authorised representatives

Where appropriate, UMF will take reasonable steps to notify individuals when information is collected from third parties.

Why We Collect Personal Information

UMF collects personal information to:

• Provide martial arts and fitness services
• Assess suitability and safety for participation
• Manage memberships and enrolments
• Conduct gradings and assessments
• Communicate with students and families
• Process payments
• Manage appointments and bookings
• Respond to enquiries
• Conduct events and competitions
• Maintain attendance records
• Provide customer support
• Improve services and programs
• Meet legal and regulatory obligations
• Protect participant health and safety
• Conduct marketing activities where permitted by law

Sensitive Information

UMF will only collect sensitive information where:

• It is reasonably necessary for our activities and services;
• The individual has provided consent;
• Collection is required or authorised by law; or
• Another lawful exception applies.

Sensitive information will only be used:

• For the purpose for which it was collected;
• For directly related purposes;
• With consent; or
• Where required or authorised by law.

Use of Health Information

Health information is collected solely for legitimate safety, welfare, risk management, insurance, and operational purposes.

This may include:

• Assessing participation suitability
• Managing injuries and incidents
• Implementing training modifications
• Responding to emergencies
• Meeting insurance requirements
• Complying with legal obligations

Access to health information is restricted to authorised personnel who require access to perform their duties.

Children and Young Persons

Where a participant is under 18 years of age, personal information may be collected from a parent, guardian, or authorised representative.

Parents and guardians are responsible for ensuring information provided to UMF remains accurate and current.

UMF recognises that children's personal information requires additional protection and takes reasonable steps to safeguard child-related records.

Photography and Video Recording

UMF may photograph or record:

• Training sessions
• Gradings
• Competitions
• Seminars
• Events
• Academy activities

Images and recordings may be used for:

• Student development
• Academy records
• Marketing and promotions
• Social media
• Website content
• Educational materials

Consent may be obtained through enrolment forms, waivers, media releases, or other written agreements.

Consent may be withdrawn in writing, subject to practical limitations and prior publication.

Direct Marketing

UMF may use personal information to provide:

• Academy updates
• Event announcements
• Training opportunities
• Educational content
• Newsletters
• Promotional offers

You may opt out of marketing communications at any time by:

• Using the unsubscribe link
• Contacting UMF directly
• Updating your communication preferences

Disclosure of Personal Information

UMF may disclose personal information to:

• Employees and instructors
• Contractors and service providers
• Payment processors
• Technology providers
• Insurance providers
• Medical personnel during emergencies
• Professional advisers
• Schools and organisations where authorised
• Government agencies and regulators
• Law enforcement agencies
• Courts and tribunals where required

UMF does not sell personal information to third parties.

Third-Party Platforms and Overseas Disclosure

UMF uses third-party providers to support its operations, including:

• ActiveCampaign (CRM, marketing automation and communications)
• Calendly (appointments and bookings)
• Debit Success (membership management and payments)
• Google Services (email, cloud storage, analytics and business operations)
• Meta Platforms (Facebook and Instagram advertising, marketing and lead generation)

Some providers may store or process information outside Australia.

As a result, personal information may be disclosed to, stored in, or accessed from overseas jurisdictions.

UMF takes reasonable steps to ensure overseas service providers maintain privacy, security, and confidentiality protections consistent with the Australian Privacy Principles.

By providing personal information to UMF, you acknowledge and consent to such overseas disclosure where reasonably necessary for the provision of services.

Website Analytics, Cookies and Tracking Technologies

UMF's website may use:

• Cookies
• Google Analytics
• Meta Pixel
• Similar tracking technologies

These technologies help us:

• Improve website functionality
• Understand website usage
• Measure advertising effectiveness
• Enhance user experience
• Analyse visitor behaviour

You may disable cookies through your browser settings, although some website functionality may be affected.

Storage and Security of Personal Information

UMF takes reasonable steps to protect personal information from:

• Misuse
• Interference
• Loss
• Unauthorised access
• Modification
• Disclosure

Security measures may include:

• Password-protected systems
• Restricted staff access
• Cloud security controls
• Secure document storage
• Confidentiality obligations
• Staff training
• Secure destruction procedures

Retention of Personal Information

Personal information is retained only for as long as necessary to meet legal, operational, regulatory, insurance, child safety, and risk management obligations.

Typical retention periods include:

When information is no longer required, it will be securely destroyed or permanently de-identified where practicable.

Access to Personal Information

You may request access to personal information held by UMF by contacting:

Email: pablo@umfacademy.com.au

Proof of identity may be required before access is granted.

In certain circumstances, access may be refused where permitted by law.

Correction of Personal Information

UMF takes reasonable steps to ensure personal information remains accurate, complete, relevant, and up to date.

If you believe information we hold is inaccurate, please contact us so it can be corrected.

Notifiable Data Breaches

If UMF becomes aware of an eligible data breach likely to result in serious harm, UMF will comply with its obligations under the Notifiable Data Breaches Scheme.

This may include:

• Investigating the incident
• Containing the breach
• Notifying affected individuals
• Notifying the Office of the Australian Information Commissioner (OAIC)
• Providing guidance to reduce potential harm

Privacy Complaints

If you believe your privacy has been breached, please contact:

Privacy Officer

United Martial Arts & Fitness

Email: pablo@umfacademy.com.au
Phone: 0427 537 771

UMF will investigate complaints and respond within a reasonable timeframe.

If you are dissatisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC)

Website: https://www.oaic.gov.au
Phone: 1300 363 992

Changes to This Privacy Policy

UMF may update this Privacy Policy from time to time to reflect changes in legislation, technology, business operations, or privacy practices.

The most current version will always be available on our website.

Your continued use of UMF services constitutes acceptance of any updated Privacy Policy.

Privacy Collection Notice

United Martial Arts & Fitness collects personal information, including sensitive information such as health information, for the purpose of providing martial arts instruction, fitness services, membership management, event participation, student welfare, safety, and related business activities.

If requested information is not provided, UMF may be unable to provide certain services or permit participation in training activities.

Further information regarding how UMF collects, uses, stores, discloses, and manages personal information can be found in this Privacy Policy.