Privacy Policy

Last updated: 25 February 2026


At In The Deep, we are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information when you enrol in our swimming programs.


1. WHO WE ARE

In The Deep Swim School

The Juniors Club, Level 3, 558 Anzac Pde, Kingsford NSW 2032

Email: info@inthedeep.com.au

Phone: (02) 8379 8288

We are the data controller responsible for your personal information.

2. HOW WE MANAGE YOUR INFORMATION

Our Platform Model:

In The Deep uses iClassPro as our class management and enrolment platform. When you sign up for swimming lessons:

  1. You create an account directly in the iClassPro Parent Portal
  2. You provide your information through the iClassPro system
  3. iClassPro stores and processes this information on our behalf
  4. We access this information through the iClassPro platform to manage your enrolment and lessons

What this means for you:

  • iClassPro acts as our technology provider (called a "data processor" in privacy law)
  • We are responsible for how your information is used for swimming lessons
  • iClassPro is responsible for securely storing and processing the information
  • You provide information once (through iClassPro) - we don't collect it separately and then share it

Other Information We Collect:

Some information is collected outside of the iClassPro platform:

  • Photos and videos taken during lessons are stored in our business systems (Google Drive, Notion)
  • Website browsing data collected through cookies on our website
  • Communication interactions when you email or contact us directly

3. WHAT INFORMATION WE COLLECT

Information Collected Through iClassPro:

When you create a Parent Portal account and enrol in swimming lessons, you provide this information through the iClassPro platform:

About Parents/Guardians:

  • Name and contact details (email, phone, address)
  • Emergency contact information
  • Payment and billing information
  • Communication preferences
  • Account login credentials

About Your Child:

  • Name and date of birth
  • Medical information (allergies, conditions, medications) relevant to swimming safety
  • Swimming skill level and progress
  • Class attendance records
  • Ribbon achievements and assessment results

Information Collected Through Our Business Systems:

Photos and Videos:

  • Photos and videos taken during lessons (with your consent)
  • Stored in our business platforms (Google Drive, Notion)
  • Used for marketing, training, and celebrating achievements

Information Collected Automatically:

Through iClassPro:

  • Parent Portal usage data (login activity, pages viewed)

Through Our Website:

  • Website browsing information (cookies)
  • Pages visited, time spent, browser type

Through Our Communications:

  • Email open and click tracking for communications we send
  • Response data to our messages

4. WHY WE COLLECT THIS INFORMATION

We collect and use your personal information to:

  • Provide swimming lessons - Enrol students, schedule classes, track progress
  • Ensure safety - Maintain medical information, emergency contacts, instructor awareness
  • Process payments - Collect fees, process refunds, manage billing
  • Communicate with you - Send class updates, term information, important notices
  • Improve our services - Understand how our programs are used, develop better teaching methods
  • Meet legal obligations - Comply with child safety laws, insurance requirements, tax obligations
  • Marketing - Share news, events, and programs (with your consent - you can opt out anytime)

5. LEGAL BASIS FOR PROCESSING

We process your personal information based on:

  • Contract - Necessary to provide swimming lessons you've enrolled in
  • Legal obligation - Child safety requirements, insurance, tax obligations
  • Legitimate interests - Program improvement, safety, efficient operations
  • Consent - Marketing communications, photography, optional services

6. HOW WE USE YOUR INFORMATION

Day-to-Day Operations:

  • Scheduling and managing your child's classes
  • Tracking swimming progress and ribbon achievements
  • Processing make-up lessons and transfers
  • Sending class reminders and updates

Safety and Emergency:

  • Providing instructors with relevant medical information
  • Contacting you or emergency contacts if needed
  • Administering first aid when necessary

Business Operations:

  • Processing payments and managing accounts
  • Sending invoices and payment receipts
  • Managing waitlists and enrolment

Communications:

  • Term rollover information and reminders
  • Important policy updates
  • Newsletter and program updates (you can opt out)
  • Responding to your inquiries

7. WHO HAS ACCESS TO YOUR INFORMATION

Our Class Management Platform (iClassPro):

We use iClassPro as our class management and payment processing platform. When you create an account and enrol, you provide your information directly to the iClassPro system. iClassPro acts as our data processor, storing and processing this information on our behalf.

What this means:

  • Your enrolment and class information is collected through and stored in iClassPro's secure systems
  • iClassPro provides the Parent Portal, payment processing, and class management tools
  • We access your information through the iClassPro platform to manage your enrolment
  • iClassPro is bound by strict data processing agreements and their own privacy obligations

For details on iClassPro's security and privacy practices:

Our Business Platforms (Google Drive, Notion):

We use cloud-based business platforms to manage our operations:

  • Google Drive - Secure file storage for photos, videos, and business documents
  • Notion - Team collaboration and operational management
  • These platforms have their own security measures and privacy policies
  • Access is restricted to authorised In The Deep staff only

Payment Processing (Payrix):

  • Payment information is processed through Payrix (integrated with iClassPro)
  • We do not directly handle or store full credit card numbers
  • Payment data is encrypted and processed securely

The Juniors Club:

  • Our facility partner where lessons take place
  • You provide club membership information directly to The Juniors Club (separate from In The Deep enrolment)
  • We share necessary information for facility access and safety

Emergency Services:

  • In medical emergencies, we share necessary information with medical personnel

Legal Authorities:

  • When required by law (e.g., court orders, child safety reporting)

We DO NOT:

  • Collect your information and then share it with third parties
  • Sell your personal information
  • Share your information for third-party marketing purposes
  • Use your information for purposes unrelated to swimming lessons

8. HOW WE PROTECT YOUR INFORMATION

Platform Security:

iClassPro Platform: Your enrolment and class information is stored and processed through iClassPro, which provides industry-leading security:

  • ISO 27001, PCI Level 1, SAE16, Tier III certifications
  • 24/7 monitored, certified data centres
  • Encrypted data transmission (SSL/HTTPS)
  • Secure, password-protected databases
  • Regular security audits and updates
  • Geographic backups and redundant systems

For complete technical security details, see iClassPro's Security Overview.

Google Drive and Notion: Photos, videos, and business documents are stored in:

  • Google Drive - Enterprise-grade security with encryption and access controls
  • Notion - Secure cloud platform with encryption and team permissions

Our Security Practices:

  • Staff access to all systems is limited to those who need it for their role
  • Staff are trained on privacy and data protection
  • We follow secure practices when accessing and using your information
  • Regular review of our data handling procedures
  • Strong password policies and two-factor authentication where available

9. HOW LONG WE KEEP YOUR INFORMATION

In iClassPro:

  • Active enrolment: Throughout your time with In The Deep
  • After you leave: Up to 7 years for financial/tax records; 2 years for operational records
  • Medical information: Retained as required by insurance and safety obligations

In Our Business Systems (Google Drive, Notion):

  • Photos/videos: Until you request removal (if you've consented to use)
  • Operational documents: Retained according to business record requirements

Deletion Process: When you request deletion of photos/videos or other information not required for legal/tax purposes, we will delete it from all our systems including Google Drive and Notion within 30 days.

10. YOUR PRIVACY RIGHTS

You have the right to:

Access: Request a copy of the personal information we hold about you

Correction: Request we correct inaccurate or incomplete information

Deletion: Request deletion of your information (subject to legal retention requirements)

Restriction: Ask us to limit how we use your information

Object: Object to certain uses of your information (e.g., marketing)

Portability: Receive your information in a portable format

Withdraw consent: Opt out of marketing, photography, or other consent-based processing

How to exercise your rights:

Email info@inthedeep.com.au with your request. We'll respond within 30 days.

11. PHOTOGRAPHY AND IMAGE USE

We regularly take photos and videos during lessons for:

  • Marketing materials (website, social media, brochures)
  • Staff training and program development
  • Celebrating student achievements
  • Promotional materials and communications

Your Agreement:

By enrolling at In The Deep and accepting our Terms of Service, you agree that:

  • In The Deep owns all images taken during lessons
  • We may use these images as outlined above
  • Photos and videos are for private use by In The Deep only (not sold to third parties)

Opting Out:

If you do not want your child photographed or their image used:

  • Send a written request to info@inthedeep.com.au
  • We will ensure instructors and staff are aware of your preference
  • We will remove any existing photos of your child from our marketing materials
  • Your opt-out applies to all future photography

Your rights:

  • You can opt out at any time, even after initially agreeing
  • You can request removal of specific photos
  • Opting out does not affect your child's enrolment or participation in lessons

12. COOKIES AND WEBSITE TRACKING

Our website uses cookies to:

  • Remember your preferences
  • Analyse website traffic
  • Improve user experience

You can disable cookies in your browser settings, though some website features may not work properly.

13. CHILDREN'S PRIVACY

We take children's privacy seriously:

  • We only collect information about children necessary for swimming lessons and safety
  • Parents/guardians control their child's information through the Parent Portal
  • Photos and videos of children are taken unless parents opt out in writing
  • We comply with all child safety and privacy laws

14. CHANGES TO THIS PRIVACY POLICY

We may update this policy from time to time. We'll notify you of significant changes via email or Parent Portal. Continued use of our services means you accept the updated policy.

15. COMPLAINTS AND CONCERNS

If you have privacy concerns:

Step 1: Contact us at info@inthedeep.com.au - we'll work to resolve your concern

Step 2: If not satisfied, you can contact:

Office of the Australian Information Commissioner (OAIC)

Website: www.oaic.gov.au

Phone: 1300 363 992

16. CONTACT US

Privacy questions or requests:

In The Deep Swim School

Email: info@inthedeep.com.au

Phone: (02) 8379 8288

Address: The Juniors, Level 3, 558 Anzac Pde, Kingsford NSW 2032

We're committed to protecting your privacy. If you have questions about how we handle your personal information, please don't hesitate to contact us.

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