Last Updated: 1 July 2026
1. Purpose
Excel Tennis Pty Ltd (“Excel Tennis”, “we”, “our” and “us”) respects your privacy and is committed to handling personal information responsibly and in accordance with applicable Australian privacy laws.
This Privacy Policy explains how we collect, use, hold, disclose and protect personal information in connection with our coaching programs, website, Customer Portal, mobile application, communications and business operations.
2. Information We Collect
Excel Tennis collects personal information that is reasonably necessary to provide our services and operate our business.
This may include:
- Contact and identification details, such as name, address, email address, mobile number, date of birth and gender;
- Parent, guardian and emergency-contact details;
- School, playing experience, ability level and coaching preferences;
- Enrolment, attendance and coaching records;
- Health, medical and safety information relevant to participation;
- Enquiries, correspondence and information submitted through forms;
- Invoice, payment and transaction information;
- Photographs and video recordings;
- Website, cookie, device and analytics information; and
- Other information voluntarily provided to Excel Tennis.
Payment information may be collected and processed through authorised third-party payment providers. Excel Tennis does not ordinarily receive or store complete bank-account or payment-card details entered directly into those systems.
3. Children and Health Information
Many Excel Tennis participants are children or young people.
Where a participant is under 18 years of age, personal information will generally be provided or authorised by their parent, guardian or another authorised adult.
Excel Tennis may collect health or sensitive information that is reasonably necessary for participant safety and appropriate coaching delivery. This may include information about medical conditions, allergies, injuries, disabilities, medications or emergency-care requirements.
This information will generally be collected with the consent of the participant or their parent or guardian, unless collection is otherwise permitted or required by law.
Customers are responsible for providing accurate and current medical, safety and emergency information and notifying Excel Tennis if that information changes.
4. How We Collect and Use Information
Excel Tennis may collect personal information through:
- Our website, Customer Portal or mobile application;
- Registration, enquiry, absence, booking and consent forms;
- Email, telephone, SMS or in-person communication;
- Payment, booking and program-management providers;
- Coaching sessions, programs and events; and
- Parents, guardians, authorised representatives or other permitted sources.
We may use personal information to:
- Respond to enquiries;
- Assess program suitability;
- Manage enrolments, bookings, waiting lists and attendance;
- Deliver coaching programs, lessons and events;
- Process invoices, payments, credits and refunds;
- Administer ongoing term enrolments and payment notices;
- Communicate program, timetable, venue, coach and weather updates;
- Manage make-up lessons and customer accounts;
- Protect participant health, safety and welfare;
- Respond to emergencies or incidents;
- Maintain appropriate coaching and business records;
- Manage complaints, insurance matters and legal obligations;
- Improve our programs, systems and customer experience; and
- Send relevant program or promotional communications where permitted.
Excel Tennis does not sell personal information to third parties.
5. Photography and Videography
Excel Tennis may take photographs or videos during coaching sessions, programs and events for coaching, training and promotional purposes.
Photographs and videos may be used in accordance with the Excel Tennis Photography & Videography Policy, Terms & Conditions and any consent provided.
Excel Tennis will not publish a child’s full name alongside their image without separate permission.
Customers may opt out of future photography or videography by notifying Excel Tennis in writing.
6. Disclosure and Third-Party Providers
Excel Tennis may disclose personal information where reasonably necessary to:
- Coaches, staff and authorised contractors;
- Booking, enrolment and Customer Portal providers;
- Payment processors and financial-service providers;
- Website, hosting, email, SMS and technology providers;
- Tennis venues, clubs or program partners involved in delivering a service;
- Accountants, insurers, legal advisers and professional consultants;
- Emergency services or medical personnel where health or safety is at risk;
- Government agencies or authorities where required or authorised by law; and
- Other parties with the individual’s consent or where otherwise permitted by law.
Only information reasonably necessary for the relevant purpose will be disclosed.
Coaches and authorised staff will only be provided with access to information reasonably required for their role, such as class lists, participant names, attendance information and relevant health or safety details.
Some third-party providers may store, process or access information outside Australia. The countries involved may vary depending on the provider and its service infrastructure.
Where applicable, Excel Tennis will take reasonable steps to ensure that personal information is handled consistently with applicable Australian privacy requirements.
Third-party services may also be governed by their own privacy policies and terms.
7. Direct Marketing
Excel Tennis may use customer contact information to send relevant information about coaching programs, enrolments, events, services and offers where permitted by law.
Customers may opt out of promotional communications at any time by using an unsubscribe option included in the communication or contacting coaching@exceltennis.com.au.
Opting out of promotional communications will not prevent Excel Tennis from sending necessary service-related communications, including booking confirmations, payment notices, timetable updates, weather notifications, safety information or account messages.
8. Storage, Security and Retention
Excel Tennis takes reasonable steps to protect personal information from misuse, loss, interference and unauthorised access, modification or disclosure.
Information may be stored in secure digital systems, cloud-based services, email systems, password-protected devices or confidential hard-copy records.
Access is limited to authorised people who reasonably require the information for their role.
Excel Tennis retains personal information only for as long as reasonably required to provide services, maintain appropriate records or meet legal, accounting, insurance, safety and operational obligations.
When information is no longer required, Excel Tennis will take reasonable steps to securely delete, destroy or de-identify it.
9. Access, Correction and Complaints
Individuals may request access to personal information held about them or ask for inaccurate, incomplete or outdated information to be corrected.
Individuals may also request that personal information be deleted or that consent for a particular future use be withdrawn.
Excel Tennis may need to verify the requester’s identity before responding.
A request may be refused or limited where permitted by law, including where information must be retained for legal, accounting, insurance, child-safety or dispute-management purposes.
Privacy complaints will be reviewed and responded to within a reasonable timeframe.
Where applicable, a person who is not satisfied with Excel Tennis’s response may be entitled to contact the Office of the Australian Information Commissioner.
10. Cookies and Website Information
The Excel Tennis website may use cookies, analytics tools and similar technologies to operate website features, understand website usage, improve performance and maintain security.
Information collected may include device and browser type, Internet Protocol address, pages viewed, dates and times of access and general website-usage information.
Cookies do not give Excel Tennis access to personal files stored on a user’s device.
Users may disable or manage cookies through their browser settings, although some website features may not function as intended.
11. Updates to This Policy
Excel Tennis may update this Privacy Policy to reflect changes to our services, systems, practices or legal obligations.
The current version will be published on the Excel Tennis website with an updated “Last Updated” date.
Where a change materially affects how personal information is collected, used or disclosed, Excel Tennis will take reasonable steps to provide appropriate notice.
12. Contact Information
For privacy-related questions, concerns, complaints or requests, please contact:
Privacy Compliance Officer
Excel Tennis Pty Ltd
Email: coaching@exceltennis.com.au