Privacy Policy

1. Purpose and scope

Evolution Parkour Academy (EPA, we, us or our) respects your privacy and is committed to handling personal information in accordance with the New Zealand Privacy Act 2020 and the information privacy principles.

This policy explains how we collect, use, store, protect and disclose personal information when you enquire about or participate in EPA classes, school programmes, events, coach education or programme-development services; visit our WordPress website; communicate with us; or otherwise use our services.

2. Information we may collect

We collect only information that is reasonably necessary for a lawful purpose connected with our services. Depending on how you interact with EPA, this may include:

• Contact and identity details, such as names, addresses, email addresses and phone numbers
• Participant details, such as a child’s name, date of birth or age, class, attendance and relevant participation information
• Parent, caregiver and emergency-contact details
• Health, disability, allergy, injury, medication or other medical and emergency information relevant to safe participation or emergency response
• Enquiries, correspondence, feedback, complaints and testimonials
• Invoicing and transaction records needed to issue and reconcile invoices through Hnry
• Photos or video recordings, only where the required written opt-in consent has been obtained
• Limited technical information ordinarily generated when a person accesses a website, where collected by our WordPress website or hosting/security services

Please do not provide more personal or medical information than is reasonably needed. Where practical, tell us promptly if important participant, medical or emergency-contact details change.

3. How we collect information

We generally collect information directly from you, or from a parent, caregiver or authorised representative, when you:

• Email, phone or submit a website enquiry
• Register, enrol, complete a consent form or attend an EPA service
• Provide medical, emergency, safeguarding or incident information
• Receive or pay an EPA invoice
• Provide feedback, a testimonial, or written consent for photos or video

We may also receive relevant information from a school, venue, contracting organisation, emergency service or another authorised person where necessary for delivery, safety, safeguarding, administration, or where otherwise permitted by law.

4. Why we use personal information

We may use personal information to:

• Respond to enquiries and provide information about our services
• Manage enrolment, attendance, class communication and programme delivery
• Assess relevant participation needs and support participant safety
• Respond to injuries, emergencies, safeguarding concerns or incidents
• Issue invoices, receive payments, maintain business records and meet tax or accounting obligations
• Manage venues, contractors, schools, workshops and professional-service engagements
• Handle complaints, disputes and legal or regulatory obligations
• Maintain and protect our website, systems and records
• Use approved photos, videos or testimonials for the purposes covered by the relevant consent or permission

We will not use personal information for a materially different purpose unless that use is permitted by law or we obtain any further consent required.

5. Children and young people

EPA works with children and young people and takes particular care with their information. We seek to collect only information needed to provide services safely and effectively, communicate with parents or caregivers, and meet safeguarding or legal responsibilities.

Where appropriate, we will communicate directly with a parent, caregiver or authorised adult. We may also take a young person’s views into account in a manner appropriate to their age, understanding and circumstances.

6. Medical and emergency information

Medical and emergency information is collected and used only where relevant to safe participation, reasonable support, first aid, emergency response, incident management or another lawful purpose. It may be made available to the coach or responsible person who needs it for those purposes.

In an emergency, or where permitted by law to prevent or lessen a serious threat, we may disclose relevant information to emergency services, health professionals, Police, Oranga Tamariki, a school or venue, a parent or caregiver, or another appropriate person. We will limit any disclosure to what is reasonably necessary.

7. Photos, videos and testimonials

EPA will only take or arrange photos or video of a child for organisational, promotional, educational or social-media use where written opt-in consent has been obtained from the child’s parent or legal guardian and the intended purposes have been explained. Consent to participate in a class is separate from consent to photography or filming.

Consent may identify permitted uses, such as EPA’s website, social-media channels, printed material or programme resources. EPA will use imagery only within the scope of that permission. A parent or guardian may withdraw consent for future use by contacting us. Withdrawal cannot always remove material already lawfully printed, distributed or republished by others, but EPA will take reasonable steps regarding content it controls.

Testimonials will be published only with the contributor’s approval, including approval of the name or attribution used. Participants and spectators must respect others’ privacy and obtain permission before recording or sharing identifiable images of other people.

8. Invoicing and external services

Hnry

EPA uses Hnry to support invoicing, payment administration, accounting and tax obligations. Information needed for those purposes may be processed through Hnry. EPA generally does not need to hold full payment-card details. Hnry’s handling of information is also governed by its own privacy terms.

Impact Gymsport and Friendly Manager

EPA may link visitors to, or embed, Impact Gymsport’s Friendly Manager registration pathway for Impact-managed classes. Impact manages those registrations, enrolments and payments under its own systems and privacy practices. Information entered into the embedded form is submitted directly to Impact/Friendly Manager and is not collected by EPA merely because the form appears on EPA’s website. The embedded service may process limited technical information and use essential session cookies needed to operate the registration process. If Impact shares information with EPA for coaching, safety or service delivery, EPA will handle it under this policy and applicable law.

Digitees

EPA may link to the Digitees online store for merchandise. Purchases and information submitted directly to Digitees are handled by Digitees under its own terms and privacy practices. EPA does not receive full payment-card details from a purchase merely because the store is linked from our website.

Other providers

We may use service providers for website hosting, email, document storage, communications, professional advice or other business functions. We provide them only with information reasonably required for the service and take reasonable steps to select and manage providers appropriately.

9. Website, cookies and technical information

Our website is built on WordPress. The website, host or security services may process limited technical information needed to deliver, secure and maintain the site, such as an IP address, browser/device information, timestamps, requested pages and security logs.

EPA does not state that it uses analytics, advertising or non-essential cookies unless those tools are actually enabled. If non-essential analytics, marketing or similar cookies are introduced, EPA will update this policy and provide any notice or consent controls required by law. Essential cookies may be used where needed for website operation or security.

Links to external websites are provided for convenience. Once you leave our website, the external provider’s privacy policy and terms apply.

10. Disclosure of information

We do not sell personal information. We may disclose information where reasonably necessary for a purpose described in this policy, where you have authorised it, or where disclosure is otherwise permitted or required by law. Recipients may include:

• Coaches, contractors, schools, venues or contracting organisations involved in delivering the relevant service
• Hnry and other service providers acting for business, technology, communication or professional-support purposes
• Emergency services, health professionals, Police, Oranga Tamariki or another appropriate agency in an emergency or safeguarding situation
• Insurers, advisers, regulators, courts or enforcement bodies where reasonably necessary or legally required
• Another person or organisation with your authority

We limit disclosures to information reasonably necessary for the relevant purpose.

11. Cloud services and information outside New Zealand

Some website, email, storage, payment or other service providers may store or process information using systems located outside New Zealand. Where information is handled overseas on our behalf, or disclosed to an overseas person or organisation, we will take reasonable steps to assess the arrangement and apply the protections required by the Privacy Act 2020, including Information Privacy Principle 12 where it applies.

12. Storage and security

EPA uses safeguards that are reasonable in the circumstances to protect personal information against loss, misuse, unauthorised access, modification or disclosure. These may include access controls, passwords, device and account security, secure cloud or business systems, limited access based on need, and appropriate disposal of records.

No method of electronic storage or transmission is completely secure. If you believe information has been lost, accessed improperly or sent to the wrong person, contact us promptly.

13. Retention and disposal

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected, for safety or safeguarding needs, to resolve a complaint or claim, or to meet legal, tax, accounting, insurance or contractual requirements. Retention periods may differ by record type.

When information is no longer reasonably required, we will securely delete, destroy or de-identify it where practicable. We may ask families to review or refresh medical and emergency information so that it remains accurate and relevant.

14. Access and correction

You may ask whether EPA holds personal information about you, request access to that information, and ask for inaccurate, incomplete, out-of-date or misleading information to be corrected. A parent, caregiver or representative may need to show authority to act for another person.

We will respond in accordance with the Privacy Act 2020. The Act allows access to be limited or refused in certain circumstances. If a requested correction is not made, you may ask us to attach a statement of correction to the information where the law provides for this.

15. Privacy breaches

EPA will assess suspected privacy breaches promptly, take reasonable steps to contain and remedy them, and record or review the incident as appropriate. If a breach has caused, or is likely to cause, serious harm, EPA will notify the Office of the Privacy Commissioner and affected people as soon as practicable, in accordance with the Privacy Act 2020. Where there is an imminent threat to safety, emergency services will be contacted first.

16. Questions and complaints

Please contact EPA first if you have a privacy question, want to request access or correction, wish to withdraw consent for future imagery use, or want to make a complaint:

Email: admin@evogymandparkour.com
Phone: +64 21 0262 8998

We will consider your concern and respond as soon as reasonably practicable. If you are not satisfied, you may contact the Office of the Privacy Commissioner at privacy.org.nz (external site).

17. Changes to this policy

We may update this policy when our services, systems or legal obligations change. The current version will be published on our website with its effective date. Where a change materially affects how existing personal information is used, we will take any additional notification or consent steps required by law.

Reference framework

This draft has been prepared with reference to the New Zealand Privacy Act 2020 and guidance published by the Office of the Privacy Commissioner, including the information privacy principles, privacy-breach guidance, overseas-disclosure guidance, third-party-provider guidance, and guidance about photography and filming involving children and young people.