Regulator Champions Privacy Policy

1. About This Policy

This policy explains how Play Move Improve, operated by Robyn Papworth, ABN 17 415 190 263, collects, uses, stores and discloses personal information through the Regulator Champions website, professional learning platform and associated services.

We aim to manage personal information carefully, transparently and consistently with privacy obligations that apply to our operations.

2. Information We May Collect

Depending on how you use the service, we may collect:

• Contact information: your name, work email address, telephone number, role and organisation.
• Service information: centre name, approved provider details, service location, purchasing information and possible funding source.
• Centre Starting-Point Review information: broad descriptions of team pressures, room routines, implementation needs and professional learning priorities.
• Educator Confidence Check responses: private professional reflections about confidence, sensory awareness, stress responses and current regulation practice.
• Learning and project information: ladder progress, reflection entries, submitted projects, participation records and recognition evidence.
• Enquiry and support information: questions, proposal requests, correspondence and topic suggestions.
• Technical information: information ordinarily generated when a website is used, such as browser type, device information, approximate location based on internet connection, access time and diagnostic logs.

3. Information We Do Not Intentionally Collect

Regulator Champions is not designed to hold individual child records, family case notes, medical records or diagnostic reports.

Users must not submit:

• children’s or family members’ full names
• dates of birth or home addresses
• photographs, videos or audio recordings of children
• medical, therapy or diagnostic documents
• identifiable incident reports
• information about a family’s health, finances, legal matters or private circumstances

If identifiable child or family information is submitted unintentionally, contact us promptly so we can assess whether it should be removed.

4. How We Use Information

We may use collected information to:

• respond to enquiries and prepare centre proposals
• create and administer service access
• deliver Regulation Ladder learning and resources
• record participation and learning progress
• provide structured feedback on reflections and projects
• identify common professional learning themes
• review final Regulator Champion applications
• improve program content and website functionality
• send operational messages relating to membership
• maintain platform security and investigate misuse
• meet legal, taxation and record-keeping obligations

5. Educator Confidence Check Privacy

The Educator Regulation Confidence Check is a private professional learning reflection. It is not intended to operate as a formal employee performance assessment.

Individual educator answers may be accessed by Robyn Papworth and authorised personnel who require access to administer, secure or support the platform.

Individual answers, named reflection entries and verbatim educator responses are not routinely provided to centre directors or approved providers.

Directors may receive broad, de-identified or aggregated themes intended to guide centre-wide professional learning. For example, a report may identify that transitions are a common pressure point across the team without naming individual educators or reproducing their answers.

Information may be disclosed where required by law, where necessary to respond to an immediate safety concern, or where the educator has authorised disclosure.

6. Automated Processing and Feedback

Some forms and learning submissions may be processed using automated rules or software to check whether required fields are complete, identify common themes, calculate participation measures or determine whether further reflection is required.

Automated feedback may identify elements such as observation, action, reflection and consistency. It does not provide a child diagnosis, clinical assessment or guarantee that a strategy is appropriate in every situation.

Submissions may be referred to Robyn for personal review where they contain uncertainty, potential safety concerns, sensitive content or issues requiring professional judgement.

If artificial intelligence services are introduced to analyse educator submissions, this policy and the relevant collection notice will be updated to explain the provider, purpose and safeguards before that processing begins.

7. Service Providers

We may use third-party providers to operate and support the platform. These may include:

• website hosting and deployment providers
• database and authentication providers
• email delivery providers
• payment, accounting or invoicing services
• website security and diagnostic services
• professional advisers where reasonably necessary

At the time of this policy, website, database or email functions may use providers including Vercel, Supabase and Resend.

Providers receive only the information reasonably required to perform their contracted function and handle information subject to their own terms, privacy policies and technical infrastructure.

8. Storage and Overseas Processing

Personal information may be stored or processed using cloud infrastructure operated by service providers in Australia or other countries.

The exact location may depend on the infrastructure region selected for the service and the locations used by providers for backups, support, security, email delivery or content distribution.

We take reasonable steps when selecting and configuring providers and do not claim that all information remains exclusively within Australia unless this has been specifically confirmed for the relevant service.

9. Data Security

We take reasonable administrative and technical steps to protect personal information from misuse, loss, interference, unauthorised access, modification or disclosure.

Measures may include:

• restricted administrative access
• authentication and access controls
• encrypted connections
• secure cloud infrastructure
• software updates and security monitoring
• backups and recovery procedures where configured

No internet-based service can guarantee absolute security. Users must also protect their access codes and notify us if they believe their access has been compromised.

10. Retention and Deletion

We retain personal information only for as long as reasonably required for the purpose for which it was collected, to administer the membership, maintain appropriate business records, resolve disputes or satisfy legal obligations.

Educator learning records may ordinarily be retained during the centre’s active membership and for a reasonable period afterwards to support completion records, recognition review, renewal or returning membership.

Information that is no longer reasonably required will be deleted, de-identified or archived where practicable, subject to legal, backup and record-keeping requirements.

A service or individual may request deletion, although some records may need to be retained where required by law or for legitimate administrative purposes.

11. Access and Correction

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

We may need to verify your identity before providing access, changing information or deleting records.

In some circumstances, access or deletion may be limited where required or permitted by law, where it would affect another person’s privacy, or where information must be retained for legitimate record-keeping purposes.

Requests should be emailed to robyn@playmoveimprove.com.au. We will respond within a reasonable period.

12. Email Communications

We may send operational emails concerning enquiries, proposals, membership access, webinar information, service updates, security matters and learning participation.

Promotional emails will include a way to unsubscribe where required. Unsubscribing from marketing does not prevent necessary administrative or membership communications.

13. Website Analytics and Cookies

The website may use essential browser storage, cookies or similar technologies to maintain access, remember preferences, protect forms and understand general website performance.

If additional analytics, advertising or tracking tools are added, this policy and any required consent notices will be updated.

14. Data Breaches

If we become aware of suspected unauthorised access, disclosure or loss of personal information, we will investigate the incident, take reasonable containment steps and assess the likely impact.

Where notification is required under applicable law, affected individuals and the relevant regulator will be notified in accordance with those requirements.

15. Privacy Questions and Complaints

Contact us if you have a question, concern or complaint about how your information has been handled.

Please provide enough information for us to understand and investigate the issue. We will acknowledge the concern and work towards a reasonable response.

16. Changes to This Policy

We may update this policy when the program, technology, service providers or legal requirements change.

The current version will be published on this page with its effective date. Material changes affecting active members may also be communicated using the contact details held for the service.