The Athlete Collective — Privacy Policy

Coach Cailie (ABN 70 983 994 820) ("we", "us", "Coach Cailie") is committed to protecting the privacy of athletes, parents, and guardians who engage with The Athlete Collective program and website.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and store it, and your rights in relation to that information.

By submitting an application, completing any enrolment form, or using the website at coachcailie.com.au, you agree to the terms of this Privacy Policy.

1. What Information We Collect

We collect the following types of personal information:

Contact information:

• Parent/guardian name, email address, phone number
• Athlete name, date of birth, age

Health & medical information:

• Medical conditions, allergies, medications, current or recent injuries
• Emergency contact details
• Consent for emergency medical treatment

Program information:

• Sport/discipline, current skill level
• Session attendance records
• Athlete progress notes (internal coaching use)

Financial information:

• Payment records (processed securely via Stripe — card details are not stored by Coach Cailie directly)

Media:

• Photographs and video recordings taken during program sessions (subject to photography consent)

Website usage:

• Basic analytics data (page visits, referral source) — no personally identifiable information is collected from website visitors without their active submission

Marketing & waitlist information:

• Name, email address and phone number submitted through handbook, waitlist, enquiry, interest and workshop forms on our website
• How you found us (e.g. the social media link or campaign you arrived from)
• Email engagement information such as whether an email was delivered, opened or unsubscribed

2. Why We Collect It

We collect personal information for the following purposes:

• To process and manage program enrolments
• To ensure the safety and appropriate care of athletes during the program
• To communicate program updates, session details, and relevant information to enrolled families
• To administer payments
• To comply with our legal obligations
• To improve the program and coaching experience
• To use in program marketing materials (where photography consent has been provided)

3. How We Store It

• Enrolment information is stored securely using cloud-based tools (Google Workspace, Stripe)
• Medical information is treated with strict confidentiality and accessed only by Coach Cailie
• Physical forms, where used, are stored securely and not accessible to third parties
• We take reasonable technical and organisational steps to protect your information from unauthorised access, loss, or misuse

4. Who We Share It With

We do not sell or trade personal information. We will only share information:

• With service providers who assist with program delivery (e.g. payment processing via Stripe) — who are required to handle information securely
• Where required by law (e.g. in response to a legal obligation or emergency)
• With your explicit written consent

The service providers we currently use include Stripe (payment processing), Google Workspace and Google Sheets (secure storage of enrolment and waitlist records), Google Forms (applications and workshop registrations), and our email delivery provider (program updates and marketing emails). Some of these providers may store or process information overseas; we only use providers that are required to protect your information to a standard consistent with Australian privacy law.

5. Marketing & Email Communications

• If you request a handbook, join our waitlist, submit an enquiry, or enrol in a program, we may send you the requested information, program updates, session information and occasional marketing emails about The Athlete Collective and related workshops
• We do not sell, rent or share your email address with third parties for their own marketing
• Every marketing email includes an unsubscribe link, and you can opt out at any time by using that link or emailing us. Unsubscribing does not stop essential enrolment, safety or payment messages for a program you are enrolled in
• We keep a record of unsubscribes so we can honour your choice
• Where photography consent has been given, images and video from sessions may be used in our marketing materials and on social media. You may withdraw that consent in writing at any time

6. Payments & Stripe

• Payments are processed by Stripe. Card numbers and other payment credentials are entered directly with Stripe and are never stored on our systems
• To take a payment we share your name, email address and the amount and description of your enrolment with Stripe, and we receive back a payment record (amount, date, status, and a reference to the payment method)
• Where you have agreed to a payment plan or a remaining balance, Stripe securely stores your payment method on our behalf so the agreed amount can be charged on the agreed schedule. We never see or hold your full card details
• Stripe acts as an independent data controller for the information it processes and may use it for payment processing, fraud prevention, tax and legal compliance, in line with the Stripe Privacy Policy at stripe.com/au/privacy
• Receipts, invoices and refund notifications relating to your payment may be sent to you by Stripe on our behalf
• We retain payment records for a minimum of 7 years to meet Australian tax and record-keeping obligations

7. How Long We Retain It

• Enrolment and medical information is retained for a minimum of 7 years following the end of the program, in accordance with standard business record-keeping requirements
• You may request deletion of your information subject to any legal retention obligations

8. Your Rights

You have the right to:

• Access the personal information we hold about you or your athlete
• Correct any inaccurate or incomplete information
• Request deletion of your personal information (subject to legal obligations)
• Withdraw consent for photography/media use at any time by contacting us in writing
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy rights have been breached

9. Contact Us

For any privacy-related questions, access requests, or concerns:

Coach Cailie
Email: info@coachcailie.com.au
Website: coachcailie.com.au

We will respond to all privacy enquiries within 14 business days.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on the website and communicated to enrolled families where material changes are made.

This Privacy Policy is governed by the laws of New South Wales, Australia and the Australian Privacy Act 1988 (Cth).

Last updated: July 2026