Privacy Policy

1. Information We Collect

We collect personal information necessary to provide and improve our services, including:

• Names, email addresses, phone numbers, and addresses.
• Employment and service-related information.
• Usernames, passwords, and system access data.
• Website usage data, such as browser type, pages visited, and device information.
• Any other information you provide during your use of our services.

2. How We Collect Information

We collect information through:

• Forms and registrations completed by you.
• Emails and other communications you send us.
• Cookies and analytics tools on our website.
• Third-party systems we integrate with (e.g. payroll, compliance, and cloud platforms).
• When you use our KPI Dashboard, we may collect usage analytics and system access information to monitor security, support service delivery, and improve performance.

3. Use of Your Information

We use your personal information to:

• Deliver and manage the services we provide.
• Communicate with you about your account or services.
• Support internal compliance and quality improvement.
• Analyse and improve our digital tools and platforms.
• Meet legal and regulatory requirements.

Where possible, we will offer you the option to engage anonymously or using a pseudonym, unless it is impractical for us to do so.

4. Sharing Your Information

We may disclose your information to:

• Service providers involved in delivering our services, such as IT support and data hosting platforms.
• Government regulators and authorities where legally required.
• Partners where you have authorised sharing of information.
• We may disclose personal information to third-party service providers who assist us in delivering our services. These providers are contractually obligated to handle your information securely and in compliance with applicable privacy laws.

All third parties are required to handle your data in accordance with our obligations under the Privacy Act.

5. Overseas Disclosure

Some of our service providers and development partners are located overseas. Where your information is disclosed overseas, we ensure appropriate safeguards are in place consistent with APP 8. These include written agreements requiring compliance with Australian privacy standards.

At this time, all personal and service data managed by Early Learning Management is securely stored within Australian data centres. This includes data processed via our KPI Dashboard, LMS, internal systems, and client platforms. We do not transmit, host, or back up data offshore. If our storage arrangements change in the future, we will update this policy and ensure that all data transfers comply with the Australian Privacy Principles.

6. Data Security

We implement reasonable measures to safeguard your personal information. These include:

• Encryption of data in transit and at rest.
• Access restrictions based on job roles.
• Secure authentication methods.
• Ongoing monitoring of our systems and platforms.
• Access to the KPI Dashboard is protected by role-based controls, unique user credentials, and secure authentication methods. We apply data encryption and regularly audit access logs to maintain a secure digital environment.
• Data hosted within the KPI Dashboard and related ELM platforms is stored exclusively in Australian-based data centres.

7. Data Retention

We retain personal information only as long as necessary to fulfill our business and regulatory obligations. Upon completion of these obligations, data is securely destroyed in compliance with APP 11.

8. Your Rights

You have the right to:

• Request access to personal information we hold about you.
• Request corrections to inaccurate or incomplete information.
• Withdraw consent to the extent permitted by law.
• Lodge a complaint about how your data has been handled.

Please contact us using the details below to make a request.

9. Cookies and Analytics

Our website may use cookies and tracking technologies to help us understand visitor behaviour and improve performance. You can manage your cookie settings through your browser preferences.

10. Data Breach Notification

If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches (NDB) scheme.

11. Changes to This Policy

We regularly review this policy. Any changes will be published on our website with the updated effective date. Continued use of our services following a change means you accept the updated policy.

12. Contact Us

If you have questions or concerns about this policy or wish to exercise your privacy rights, please contact us:

Early Learning Management Pty Ltd
PO Box 6309 Gold Coast MC
Bundall QLD 9726
Email: info@elm.net.au