At CAIA, your privacy is critical to us. We have created this policy to explain how we gather, utilize, impart and reveal and make utilization of individual data. 

Privacy Policy

CAIA (WA) Pty Ltd

Trading as Combat Arts Institute of Australia (CAIA)

Last Updated: 5 June 2026

Our Commitment to Privacy

CAIA (WA) Pty Ltd trading as Combat Arts Institute of Australia (CAIA) ("CAIA", "we", "our", or "us") is committed to protecting the privacy and confidentiality of personal information entrusted to us by our students, members, parents, guardians, instructors, volunteers, website visitors, and other stakeholders.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By engaging with CAIA, attending our classes or events, submitting information to us, or using our website, you consent to the collection and handling of your personal information as described in this Privacy Policy.

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1. The Information We Collect

We may collect personal information including:

• Full name

• Residential and postal address

• Email address

• Telephone number

• Date of birth

• Emergency contact information

• Parent or guardian details for minors

• Membership and attendance records

• Training history, grading records, and qualifications

• Payment and billing information

• Website enquiry information

• Communication records

• Photographs, videos, and images

• Information required for insurance or incident reporting

Where relevant to participation in martial arts and self-defence activities, we may also collect health information including:

• Existing injuries

• Medical conditions

• Disabilities

• Allergies

• Medications

• Emergency medical information

• Other information reasonably necessary to ensure participant safety

Health information is considered sensitive information under Australian privacy law and is handled with additional care.

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2. Why We Collect Personal Information

We collect personal information for purposes including:

• Managing memberships and student records

• Conducting martial arts and self-defence training

• Organising gradings, seminars, competitions, and events

• Communicating with students, members, and parents

• Managing payments and accounting records

• Maintaining attendance and participation records

• Responding to enquiries and support requests

• Providing customer service

• Meeting insurance requirements

• Managing incidents, injuries, and emergencies

• Complying with legal obligations

• Promoting CAIA activities and achievements

We will only collect information that is reasonably necessary for our activities and operations.

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3. How We Collect Personal Information

We generally collect information directly from you through:

• Membership applications

• Registration forms

• Website contact forms

• Email correspondence

• Telephone conversations

• Social media interactions

• Event registrations

• Payment transactions

• In-person communications

For participants under 18 years of age, information may be collected from a parent or legal guardian.

In limited circumstances, we may receive information from third parties such as medical professionals, insurers, coaches, sporting bodies, or family members where authorised or permitted by law.

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4. Use of Personal Information

We use personal information only for legitimate purposes connected with our activities and operations.

Examples include:

• Administering memberships

• Delivering training programs

• Maintaining grading records

• Processing payments

• Communicating important information

• Managing participant safety

• Responding to emergencies

• Meeting insurance obligations

• Improving our services

• Maintaining organisational records

We will not use personal information for unrelated purposes without consent unless authorised or required by law.

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5. Disclosure of Personal Information

We may disclose personal information to:

• Instructors and authorised administrators

• Volunteers acting on behalf of CAIA

• Professional advisers including accountants and legal advisers

• Payment processors and technology service providers

• Insurance providers and brokers

• Medical personnel in emergency situations

• Government agencies and regulators where required by law

We do not sell, rent, or trade personal information to third parties.

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6. Health and Medical Information

Martial arts and self-defence training involve physical activity and inherent risks.

To assist us in maintaining a safe training environment, participants may provide health or medical information that could affect their participation.

Providing accurate information helps us:

• Assess training suitability

• Manage risks

• Respond effectively to emergencies

• Comply with insurance obligations

• Protect participant wellbeing

Health information is accessible only to authorised personnel who require access to perform their duties.

Participants are responsible for notifying us of any significant changes to their medical circumstances that may affect training participation.

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7. Photography, Video and Media

CAIA may photograph, film, or record training sessions, seminars, competitions, gradings, demonstrations, social events, and other activities.

Images and recordings may be used for:

• Website content

• Social media posts

• Newsletters

• Marketing materials

• Historical archives

• Internal communications

If you do not wish your image to be used for promotional purposes, please notify us in writing.

For children and minors, parental or guardian preferences will be respected where reasonably practicable.

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8. Website, Cookies and Analytics

Our website may use cookies, analytics tools, and similar technologies to improve user experience and understand website performance.

Information collected may include:

• IP address

• Device information

• Browser type

• Operating system

• Pages visited

• Referring websites

• Time spent on pages

This information is generally aggregated and does not identify individuals directly.

Users may adjust browser settings to disable cookies, although this may affect website functionality.

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9. Storage and Security

We take reasonable steps to protect personal information against:

• Loss

• Misuse

• Unauthorised access

• Unauthorised disclosure

• Modification

• Destruction

Security measures may include:

• Password-protected systems

• Secure hosting environments

• Restricted staff access

• Secure cloud storage providers

• Physical security controls

While we take reasonable precautions, no method of transmission or storage is completely secure and we cannot guarantee absolute security.

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10. Overseas Disclosure

Some of our technology providers may store or process information outside Australia.

Where this occurs, we take reasonable steps to ensure personal information receives an appropriate level of protection consistent with Australian privacy requirements.

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11. Access to and Correction of Personal Information

You may request access to personal information we hold about you and request corrections where information is inaccurate, incomplete, or out of date.

Requests should be submitted using the contact details below.

We may require verification of identity before releasing information.

In certain circumstances permitted by law, access may be refused. If this occurs, we will explain the reasons where appropriate.

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12. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, meet legal obligations, resolve disputes, or enforce our agreements.

When information is no longer required, it will be securely destroyed or de-identified where practicable.

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13. Privacy Complaints

If you have concerns regarding how your personal information has been handled, please contact us first so we can investigate and attempt to resolve the issue.

Complaints should be submitted in writing and will be reviewed within a reasonable timeframe.

If you are not satisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC)

Website: www.oaic.gov.au
Phone: 1300 363 992

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14. Contact Us

CAIA (WA) Pty Ltd
Trading as Combat Arts Institute of Australia (CAIA)

Email: please visit our contact page.
Phone:08 9389 9489
Website: https://caia.com.au

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15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, technology, business practices, or operational requirements.

The current version will always be available on our website and will take effect immediately upon publication.

• Before or at the time of collecting personal information, we will identify the purposes for which information is being collected.
• We will gather and utilization of individual data singularly with the target of satisfying those reasons indicated by us and for other good purposes, unless we get the assent of the individual concerned or as required by law.
• We will hold individual data only for the length of time essential for the satisfaction of those reasons.
• We will gather individual data by legal and reasonable means and, where fitting, with the information or consent of the individual concerned.
• Personal information should be exact, finished, and updated.
• We will protect individual data by security shields against misfortune or burglary, and also unapproved access, divulgence, duplication, use or alteration.
• We will promptly provide customers with access to our policies and procedures for the administration of individual data.

We are focused on maintaining the highest of privacy standards to guarantee that the privacy of everyone's individual data is secure and maintained.