1. About this Privacy Policy

This Privacy Policy explains how Eastern Australian Parkour Association EAPA Incorporated, operating publicly as NSW Parkour (NSW Parkour, NSWPK, “we”, “us”), collects, uses, stores, and discloses personal information. It applies to information we collect through our website, nswparkour.com.au, our incident reporting form, email correspondence, and other communications with us.

We are committed to protecting personal information and handling it in accordance with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth), and any other applicable NSW and Commonwealth laws.

2. About NSW Parkour

Eastern Australian Parkour Association EAPA Incorporated is an incorporated association registered in New South Wales and operates publicly as NSW Parkour. NSW Parkour has been established to provide state-level governance, safeguarding, and community standards for parkour in New South Wales.

We collect and handle personal information for the purposes of:

• receiving, reviewing, and acting on incident reports submitted to us;

• communicating with members, athletes, coaches, parents, businesses, and other community members;

• operating our membership framework once adopted;

• fulfilling our governance, safeguarding, and legal obligations as an incorporated association.

3. What information we collect

3.1 Through the incident reporting form

When you submit an incident report, we may collect:

• your name, email, and phone number, only if you choose to provide contact details rather than submitting anonymously;

• your role in the community, such as athlete, coach, or parent;

• the nature and category of the incident;

• date(s) and location(s) of the incident;

• names of people involved, where you choose to disclose them;

• your description of what occurred;

• whether you have reported the matter elsewhere;

• supporting documents, images, or other files you choose to upload;

• any additional information you choose to provide.

3.2 Through correspondence with us

When you contact us by email or other channels, we collect the information you choose to share, including your email address, name, and the content of your messages.

3.3 Through use of our website

We do not currently use tracking cookies or analytics that identify individual users. If we add analytics in the future, this policy will be updated.

4. Why we collect and use information

We use personal information for the following purposes:

• to receive, review, and act on incident reports through our internal governance process;

• to contact reporters where they have requested follow-up;

• to escalate matters to NSW Police, the NSW Office of the Children’s Guardian, the Australian Parkour Association, or other authorities where the law or the seriousness of a report requires;

• to maintain governance records as standard practice for an incorporated association;

• to inform the development of our Code of Conduct and membership framework;

• to communicate with members, affiliated organisations, and the broader community;

• to comply with our legal obligations.

We will not use personal information for purposes other than those listed above without your consent, except where required or permitted by law.

5. Anonymous submissions

You may submit an incident report anonymously, without providing any contact details. Anonymous reports are received and reviewed by NSW Parkour leadership. Please be aware that our ability to investigate or follow up on anonymous reports may be limited without contact details.

If you submit anonymously, we will not attempt to identify you from any information you have provided, except where we are required to do so by law.

6. Sensitive information and information about minors

Some of the information we collect through reports is sensitive, including information relating to alleged criminal conduct, sexual misconduct, child safety, health, or the wellbeing of children.

We handle sensitive information with additional care. Access is restricted to members of NSW Parkour leadership who require it to assess and act on a report. Information about minors is treated with a high level of confidentiality and is shared only with leadership, parents or guardians where appropriate, and lawful authorities as required.

If you are a minor wishing to submit a report, we encourage you to involve a parent, guardian, or trusted adult where you feel safe doing so. You may also contact NSW Police on 000 or the NSW Child Protection Helpline on 132 111 directly.

7. Mandatory reporting

NSW Parkour will comply with all mandatory reporting obligations, including those under the Children and Young Persons (Care and Protection) Act 1998 (NSW) and any other applicable NSW or Commonwealth legislation. This means that where we receive information indicating a child is at risk of harm, or where the law otherwise requires us to disclose information to authorities, we may be required to do so regardless of any request for confidentiality.

By submitting information to NSW Parkour, you acknowledge that mandatory reporting obligations override our general commitment to confidentiality where the law applies.

7A. Anti-bullying, safeguarding, and community safety procedures

NSW Parkour treats reports relating to bullying, harassment, intimidation, discrimination, misconduct, child safety, and safeguarding concerns as serious governance matters.

Where a report involves bullying, harassment, or harmful conduct within the community, NSW Parkour may review the information provided, assess immediate safety concerns, contact relevant individuals where appropriate, and determine what actions are reasonably necessary within our role as a community governance body.

Where a report involves a child or young person, NSW Parkour will handle the matter with additional care and confidentiality. Information may be escalated to parents or guardians where appropriate, and to NSW Police, the NSW Office of the Children’s Guardian, the NSW Child Protection Helpline, or other lawful authorities where required by law or where the seriousness of the concern requires escalation.

Safeguarding responses may include maintaining internal governance records, restricting participation in NSW Parkour-affiliated jams, events, or social gatherings where necessary, referring matters to appropriate authorities, and taking reasonable steps to reduce risk to the broader community while respecting confidentiality, procedural fairness, and legal obligations.

These procedures are intended to support a safer and more accountable community environment while NSW Parkour continues developing its Code of Conduct and broader governance framework.

8. Who we share information with

We may share personal information in the following circumstances:

• With NSW Parkour leadership: Reports and related information are shared internally with members of NSW Parkour leadership responsible for assessing and acting on them.

• With lawful authorities: Including NSW Police, the NSW Office of the Children’s Guardian, courts, and other regulatory bodies, where required by law or where the seriousness of a matter justifies escalation.

• With the Australian Parkour Association: As the national governing body, where matters require national-level engagement.

• With affected individuals: Where procedural fairness requires that a person against whom an allegation has been made be informed of the substance of the allegation. We will not disclose the identity of a reporter without their consent, except where required by law.

• With our service providers: Such as the platforms that host our website and email. See Section 12.

• With your consent: In any other case, only with your explicit consent.

We do not sell, rent, or trade personal information. We do not use personal information for marketing purposes.

9. How we store and protect information

Personal information submitted through our website is stored on the systems of our service providers. See Section 12. Reports submitted through our incident reporting form are received via email at [email protected] and are also retained within the records of our website platform.

Access to personal information is restricted to authorised members of NSW Parkour leadership. We take reasonable steps to protect information from misuse, interference, loss, unauthorised access, modification, and disclosure, including using secure cloud-hosted services, password protection, and limiting access on a need-to-know basis.

In the event of an eligible data breach that is likely to result in serious harm to individuals, we will notify affected individuals and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme.

No method of storage or transmission over the internet is completely secure. If you become aware of a security issue involving information you have shared with us, please contact us at [email protected] immediately.

10. Data retention

We retain personal information for as long as it is required to fulfil the purposes for which it was collected, to meet our legal obligations, and to maintain governance records appropriate to an incorporated association.

Information related to incident reports will generally be retained indefinitely as part of our governance record, in case it becomes relevant to subsequent reports, investigations, or legal proceedings. Where information is no longer required and is not subject to a legal hold or governance retention requirement, we will take reasonable steps to securely delete or de-identify it.

11. Your rights

You have the following rights in relation to your personal information:

• Access: You may request a copy of the personal information we hold about you.

• Correction: You may request that we correct information that is inaccurate, out of date, incomplete, or misleading.

Withdrawal of consent: You may withdraw consent for future use of your information where consent was the basis for our handling of it. Withdrawal does not affect prior lawful use.

• Complaints: If you believe we have mishandled your personal information, you may make a complaint to us at [email protected]. We will acknowledge your complaint within 14 days and respond within 30 days.

If you are not satisfied with our response to a complaint, you may escalate the matter to the Office of the Australian Information Commissioner at oaic.gov.au or by phoning 1300 363 992.

Please note that the right of access does not extend to information about other individuals contained in a report, or to information that would compromise an ongoing investigation, the safety of another person, or our legal obligations.

12. Third-party services we use

NSW Parkour uses the following third-party services that may handle personal information:

• Website and form hosting: HighLevel, also known as Lead Connector, for the website nswparkour.com.au and the incident reporting form.

• Email: Google Gmail for the [email protected] inbox.

Some of our service providers, including HighLevel and Google, are based outside Australia. This means your personal information may be transferred to, and stored on, servers located in the United States or other countries. By using our website and submitting information to us, you acknowledge and consent to this transfer. We select service providers that we believe maintain appropriate security and privacy standards, but we are not responsible for their independent privacy practices.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of the policy. Material changes will be communicated through our website. We encourage you to review this policy periodically.

14. Contact us

For any questions about this Privacy Policy, requests to access or correct your information, or privacy complaints:

Email: [email protected]
Website: nswparkour.com.au

Eastern Australian Parkour Association EAPA Incorporated
Operating publicly as NSW Parkour
Organisation Number: INC2600228