Queensland Robotics & Coding Academy Pty Ltd (QRCA)
Effective date: 9 November 2026
1. Our Commitment to Privacy
Queensland Robotics & Coding Academy Pty Ltd (QRCA) respects the privacy of children, young people, parents, guardians, staff, contractors and visitors.
We are committed to protecting personal information collected through our website, enrolments, educational programs, robotics competitions and other activities.
We recognise that children’s personal information requires particular care and aim to collect only the information reasonably necessary to provide safe, effective educational services.
QRCA handles personal information in accordance with applicable Australian privacy laws and adopts the Australian Privacy Principles as a guide to good privacy practice.
2. Information We Collect
Depending on your interactions with QRCA, we may collect:
Children and students
- Name, age, year level and school.
- Enrolment and program participation details.
- Parent or guardian contact information.
- Emergency contacts and authorised collection arrangements.
- Relevant medical, allergy, disability or support information necessary for safe participation.
- Attendance, learning progress, team membership and competition participation.
- Photographs, videos or recordings where appropriate consent has been obtained.
Parents and guardians
- Names, contact details and relevant enrolment information.
- Billing, booking and payment-related information.
- Communications, enquiries and feedback.
Staff and contractors
- Contact details, qualifications and professional credentials.
- Blue Card or exemption verification information.
- Induction, training and safeguarding records.
Website visitors
- Information submitted through website forms.
- Technical information such as browser details, device information, IP addresses and website usage information where collected by our website or service providers.
We do not intentionally collect more personal information than is reasonably necessary for our activities.
3. How We Collect Information
We may collect personal information through:
- Online or paper enrolment and registration forms.
- Parent and guardian communications.
- Our website, email and booking systems.
- Attendance and participation records.
- Robotics competitions, workshops and school activities.
- Emergency or incident reporting.
- Staff and contractor recruitment and induction.
- Photographs or recordings taken during QRCA activities, subject to applicable consent arrangements.
Where practical, information about children is collected from or with the involvement of their parent or guardian.
4. How We Use Personal Information
QRCA uses personal information for purposes including:
- Managing enrolments, bookings and attendance.
- Delivering robotics, coding and educational programs.
- Communicating with parents, guardians and participants.
- Maintaining appropriate student supervision and collection arrangements.
- Responding to emergencies, medical needs and child safety concerns.
- Organising competitions and team participation.
- Managing payments and administration.
- Meeting legal, safeguarding and regulatory obligations.
- Improving our services and educational programs.
- Publishing photographs or promotional material where appropriate permission has been obtained.
We will not use children’s personal information for unrelated marketing or promotional purposes without an appropriate lawful basis and any required consent.
5. Children’s Privacy and Safety
QRCA takes additional care when handling information about children and young people.
We aim to:
- Collect only information reasonably necessary for safe participation and program delivery.
- Restrict access to sensitive student information.
- Respect children’s privacy, dignity and individual circumstances.
- Avoid unnecessary disclosure of student information.
- Use age-appropriate communication and consent practices.
- Maintain professional boundaries in online communications.
- Respond appropriately to suspected privacy or information security breaches.
Our safeguarding arrangements are supported by QRCA’s Child and Youth Risk Management Strategy (Version 1.1).
6. Photographs, Videos and Media Consent
QRCA may photograph or record activities for educational, competition, communication or promotional purposes.
We seek appropriate parent or guardian consent before using identifiable images of children for public promotional purposes.
Where consent has not been provided, QRCA will take reasonable steps to avoid publishing identifiable images of the child.
Parents and guardians may contact QRCA to withdraw permission for future use of their child’s identifiable photographs or videos.
Where reasonably practicable, QRCA will also consider requests to remove previously published images under its control. Withdrawal may not reverse material already distributed or independently copied.
QRCA does not intentionally publish children’s personal contact information alongside photographs or videos.
7. Sharing Personal Information
QRCA may disclose personal information when reasonably necessary to:
- Deliver activities in partnership with schools, competition organisers or service providers.
- Respond to medical emergencies.
- Protect children or respond to child safety concerns.
- Meet legal obligations or cooperate with authorised government agencies.
- Operate booking, communication, payment or technology services.
We aim to limit information sharing to what is reasonably necessary for the relevant purpose.
QRCA does not sell children’s personal information.
Where external organisations operate their own systems, their privacy policies may also apply.
8. Online Platforms and Digital Communication
QRCA uses digital technologies to support learning, communication and program administration.
We aim to use appropriate safeguards when managing online accounts, student information and digital learning activities.
Under QRCA’s child safety arrangements:
- Contractors must not communicate privately with students through personal social media, messaging applications, email or other online platforms.
- Daniel Ricardo and Sharon Ricardo may communicate directly with students in Years 9–12 through approved channels for legitimate QRCA purposes.
- Communications involving students in Years 8 and below are directed through parents or guardians.
Children and families are encouraged to report inappropriate online contact or concerns about their personal information.
9. Storage and Security
QRCA takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
These steps may include:
- Restricted access to enrolment and student records.
- Secure handling of paper documents.
- Password protection and appropriate access controls for digital systems.
- Limiting access to medical and safeguarding information.
- Secure handling of incident and complaint records.
- Appropriate disposal or de-identification of information when it is no longer required, subject to legal and operational retention requirements.
No electronic system can be guaranteed to be completely secure, but QRCA aims to manage information security risks responsibly.
10. Website Cookies and Third-Party Services
QRCA’s website may use cookies or similar technologies to support website functionality, improve user experience or understand website usage.
Some services integrated into our website may be operated by third-party providers.
The information collected and the use of cookies will depend on the services and settings in operation.
Where applicable, users may manage cookies through their browser settings.
11. Accessing or Correcting Your Information
Parents, guardians and other individuals may contact QRCA to request access to, or correction of, personal information held about them or their children.
Requests will be considered in accordance with applicable law, the child’s circumstances and any relevant safeguarding obligations.
QRCA may need to verify identity or authority before releasing information.
12. Privacy Concerns and Complaints
If you have a question or concern about how QRCA collects, uses, stores or discloses personal information, please contact:
Queensland Robotics & Coding Academy Pty Ltd
Email: admin@qrca.com.au
Please provide enough information for us to understand and respond to your concern.
QRCA will review privacy complaints and take appropriate steps to address identified issues.
Where the Privacy Act 1988 (Cth) applies, individuals may also be entitled to complain to the Office of the Australian Information Commissioner (OAIC).
OAIC website: https://www.oaic.gov.au
13. Changes to This Policy
QRCA may update this Privacy Policy to reflect changes in legislation, technology, educational activities or our information-handling practices.
The current version will be available on our website.
Related QRCA Policies
Child Safety and Wellbeing Statement
Child and Youth Risk Management Strategy — Version 1.1
Child Safety Complaints and Reporting Procedure
Child-Friendly Safety and Rights Guide
Queensland Robotics & Coding Academy Pty Ltd
Privacy Policy — November 2026