Privacy policy.

This privacy policy describes how Eikoh Seminar Australia Pty Ltd (ABN 54 050 051 495) collects, uses and protects personal information about families and children at our 4 centres. We comply with the Australian Privacy Principles under the Privacy Act 1988.

What information we collect

To provide early childhood education and care, we collect:

• Names, dates of birth, addresses, and contact details for parents/guardians and emergency contacts
• Names, dates of birth, languages spoken, cultural background, and special needs of children
• Medical information including immunisation records, allergies, and medical action plans
• Health information including doctor and specialist details
• Custody and family court arrangements where relevant
• Payment details for fees
• Customer Reference Numbers (CRNs) for Child Care Subsidy
• Photographs and observation records for documentation of learning

Dealing with us anonymously

Where it is lawful and practicable, you are welcome to deal with us without identifying yourself. You can call us with general questions about our centres, our fees or availability without giving your name. Our website forms are different: a tour request, a re-enrolment or a permission slip all concern a named child or a scheduled visit to a centre, so we need your real name and contact details before we can act on them.

How we use the information

We use this information to:

• Provide care and education for the child
• Communicate with families about the child's day, learning, and wellbeing
• Manage health, safety, and emergency response
• Comply with regulatory and legal obligations (NSW Department of Education, Services Australia, ACECQA (the national childcare quality authority), public health authorities)
• Process Child Care Subsidy claims through Services Australia
• Issue invoices and process fee payments

Who we share with

We share information only with parties who have a legitimate need:

• Services Australia for CCS claims
• NSW Department of Education as our regulator
• Public health authorities in the case of notifiable illness
• Emergency services in the case of medical emergency
• Software providers who handle our centre management systems (data is held under their own privacy frameworks)

We never sell personal information. We never share family details for marketing.

Direct marketing

We do not use your details to send you marketing. We have no mailing list and we do not run newsletters or promotional email. If you enquire, we reply about your enquiry. If your child is enrolled, we contact you about your child, your account and the running of the centre. If that ever changes we will say so here and give you a simple way to opt out.

Photos and documentation

Each centre uses early learning documentation systems (OWNA) to share children's learning with families. These systems use photos and observations of children. Photos are only shared with the relevant family. Children's photos are posted publicly only with explicit written consent.

You can withdraw photo consent at any time. Some children may not be photographed at all, depending on family wishes. Our enrolment forms include a section where you can specify your preferences.

Storage and security

Records are kept on the Australian servers of our software providers, with access restricted to the educators and administrators who need it. Paper records are kept securely at the centre. Records are kept for the period required by the National Quality Framework (typically 7 years after a child leaves), then securely destroyed.

Access to and correction of your information

You can request a copy of any personal information we hold about you or your child, and you can ask us to correct anything that is wrong, out of date or incomplete. Contact your centre director or our head office at admin@eikoh.nsw.edu.au. We'll respond within 30 days. If we decide not to make a correction you have asked for, we'll tell you why in writing.

Concerns or complaints

If you have a concern about how your information has been handled, please contact our head office on 02 9487 5174 or admin@eikoh.nsw.edu.au. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

Our website, cookies and analytics

When you visit one of our websites we collect information about the visit itself, in addition to anything you enter in a form.

• Analytics. We use Google Analytics 4 to see which pages are read, on which devices, and roughly where visitors are located. It loads only after you interact with the page, and it sets cookies in your browser.
• Advertising. We use Google Ads conversion tracking so we can tell which advertisements lead to tour enquiries.
• How you found us. Your browser stores a short note, for up to 90 days, recording how you first arrived: a search, an advertisement, a link from another site, or directly. If you go on to request a tour, that note is sent with your request and is then held with your name and contact details as part of the enquiry.
• Website forms. What you enter in a form on our websites, together with the page you sent it from and the IP address it was sent from, is emailed to the relevant centre and authorised Eikoh staff where required. We keep the enquiry so we can reply to you and follow it up.

You can clear or block cookies and site storage through your browser's privacy settings. The site and its forms continue to work if you do.

Website service providers and overseas handling

Other organisations handle this information for us so that the websites can run:

• Cloudflare hosts and delivers the websites and runs the check that stops automated form spam.
• Resend delivers the emails our website forms generate, and Microsoft 365 carries our company mail.
• Google provides the analytics and advertising measurement described above.

These providers store and process information on servers outside Australia, including in the United States, and each handles it under its own privacy terms. The centre records described under Storage and security, including children's learning documentation, are held separately on Australian servers.

Changes to this policy

This policy was last updated in July 2026. We'll update it as needed and post any material changes here.