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

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, the ACECQA, 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.

Photos and documentation

Each centre uses early learning documentation systems (such as Owna or Storypark) 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 your information

You can request a copy of any personal information we hold about you or your child. Contact your centre director or our head office at [email protected]. We'll respond within 30 days.

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 [email protected]. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

Changes to this policy

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