Flow State Swim Co. Privacy Policy

Effective date: April 2026 · flowstateswim.co

Flow State Swim Co. (a trading name of Flow State Community Aquatics Pty Ltd, ABN 55 694 937 132) is committed to protecting your privacy. This policy explains what personal information we collect, how we use it, and your rights under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website or booking a service with us, you consent to the collection and use of your information as described in this policy.

01 — Who We Are

Flow State Swim Co. is the trading name of Flow State Community Aquatics Pty Ltd (ABN 55 694 937 132), a swim school operating in Suffolk Park, Byron Bay, NSW 2481. We deliver aquatic education programs for children using the Flow State Aquatic Method™.

References to "we", "us", or "our" in this policy refer to Flow State Community Aquatics Pty Ltd trading as Flow State Swim Co.

02 — Information We Collect

We collect personal information only where it is reasonably necessary for our functions. The types of information we may collect include:

From parents and guardians: Full name, email address, and phone number. Child's name, date of birth, and relevant medical or health information. Booking and payment details. Any special needs, disabilities, or anxiety-related information you choose to share

From website visitors: Name and email address submitted via enquiry or contact forms. Technical data such as IP address, browser type, and pages visited (collected automatically by Squarespace)

From email subscribers: Name and email address provided when signing up for communications

03 — Sensitive Information

We may collect sensitive information about your child, including health conditions, disabilities, and anxiety-related needs. This information is collected solely to ensure the safety and well-being of your child during our programs and is handled with the highest level of care and confidentiality.

We will only collect sensitive information with your consent and will not use it for any purpose other than delivering our services safely.

04 — How We Use Your Information

We use the personal information we collect to:

Process and confirm bookings. Communicate with you about your sessions, including cancellations or changes. Deliver safe and appropriate aquatic education to your child. Respond to enquiries submitted through our website. Send program updates, newsletters, or promotional communications where you have consented to receive them. Meet our legal, insurance, and safety obligations. Improve our programs and website

We will not use your personal information for any purpose that is unrelated to our services without your consent.

05 — Disclosure of Your Information

We do not sell, rent, or trade your personal information. We may share your information with third parties only in the following limited circumstances:

Squarespace — our website and booking platform, which processes booking and enquiry data on our behalf. Xero — our accounting software, which may hold payment and invoicing records. Payment processors — if you pay online, payment data is processed securely by our payment provider. We do not store your full payment card details. Legal requirements — where we are required by law to disclose information, or where disclosure is necessary to protect the safety of a child or person

All third-party service providers are required to handle your information in accordance with applicable privacy laws.

06 — Photography & Content

We may photograph or film sessions for educational, marketing, and social media purposes. If you do not wish your child to appear in any content produced by Flow State Swim Co., please notify us in writing at hello@flowstateswim.co prior to your first session.

Any images or footage in which your child appears will be stored securely and used only for the purposes described above. We will not tag, name, or otherwise identify children in any public content without your prior consent.

07 — Data Storage & Security

Your personal information is stored securely in accordance with industry-standard practices. We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification, or disclosure.

Our website is hosted by Squarespace, which maintains its own security and data protection practices. We encourage you to review Squarespace's privacy policy for further information.

We retain your personal information for as long as is necessary to deliver our services and meet our legal obligations. When information is no longer required, we will securely destroy or de-identify it.

08 — Marketing Communications

We may send you program updates, news, or promotional communications if you have opted in to receive them. You may unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email or by contacting us directly at hello@flowstateswim.co.

Transactional communications relating to your bookings — such as confirmations, reminders, and cancellation notices — are not marketing communications and will be sent regardless of your marketing preferences.

09 — Cookies & Website Data

Our website is built on Squarespace, which uses cookies and similar technologies to operate the website, process bookings, and analyse website traffic. By using our website, you consent to the use of cookies as described in Squarespace's cookie policy.

You may disable cookies through your browser settings; this may affect the functionality of certain parts of our website, including the booking system.

10 — Your Rights

Under the Australian Privacy Principles, you have the following rights in relation to your personal information:

Access — Request a copy of the personal information we hold about you. Correction — Ask us to correct information that is inaccurate, incomplete, or out of date. Deletion — Request that we delete your personal information, subject to our legal obligations. Complaints — Lodge a complaint with us or with the Office of the Australian Information Commissioner (OAIC).

To exercise any of these rights, please contact us at hello@flowstateswim.co. We will respond to all requests within a reasonable timeframe and no later than 30 days.

11 — Complaints

If you believe we have handled your personal information in a way that does not comply with the Australian Privacy Principles, please contact us in the first instance at hello@flowstateswim.co. We take all privacy complaints seriously and will investigate and respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

12 — Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available at flowstateswim.co. We encourage you to review this policy periodically. Where changes are material, we will notify you by email or via a notice on our website.

Privacy Contact

For all privacy-related enquiries, requests, or complaints: hello@flowstateswim.co flowstateswim.co Suffolk Park, Byron Bay NSW 2481

Flow State Swim Co. is a trading name of Flow State Community Aquatics Pty Ltd ABN 55 694 937 132 · Incorporated in New South Wales, Australia · Privacy Policy last updated April 2026