How KTV handles your information
Privacy
This policy explains how Kids and Teens in the Valley (KTV) collects, uses, stores and shares personal information when you use our website, contact us or take part in a KTV program.
Last updated: 19 July 2026
What we collect
We may collect parent, carer and guardian names, contact details and addresses; child names, dates of birth, ages, school years and schools; emergency contact details; program choices, registrations and attendance; communications with KTV; and the permissions and consents you give. Our website also receives basic technical information needed to operate securely, such as request times and device or browser information.
Children and sensitive information
To support safe participation, we may collect health, medical, disability, support, cultural identity and other sensitive information about a child. A parent or carer provides this information and the relevant consent. Please give KTV only information that is accurate and needed to support the child safely.
How we collect information
We usually collect information directly from you through the Parent & Carer Portal, registration and contact forms, email, telephone conversations and in-person program administration. We may also receive relevant information from an authorised parent, carer, school or program partner where this is appropriate and lawful.
Why we use it
KTV uses personal information to assess and manage registrations, support children safely, contact families, plan and deliver programs, manage attendance and emergencies, keep appropriate records, improve services and meet safeguarding, insurance, funding and legal obligations. Optional program updates are sent only where you have chosen to receive them. KTV does not sell personal information.
Who we may share it with
Information is available only to KTV staff, authorised volunteers and program partners who need it for their role. Where necessary, KTV may share relevant information with schools, venues, health or emergency services, insurers, professional advisers, government bodies or funders. Reports to funders should use grouped or de-identified information where individual details are not required. KTV also uses trusted providers for secure records, website hosting and email delivery. Some providers may process information outside Australia.
Website access and cookies
The Parent & Carer Portal and staff area use essential, time-limited cookies to keep a signed-in session secure. KTV does not use these cookies for advertising. Please sign out or close the browser when using a shared device and do not forward a sign-in link to another person.
Security and retention
KTV takes reasonable steps to protect personal information from loss, misuse and unauthorised access, change or disclosure. Access is limited to people who need the information. Records are kept only for as long as they are needed for program delivery, safety, insurance, funding, record-keeping or legal requirements, then securely destroyed or de-identified where appropriate.
Access, correction and choices
You may ask KTV to provide access to personal information held about you or your child, or to correct information that is inaccurate, out of date, incomplete or misleading. You may also withdraw optional marketing or future photo consent. Use the Contact page and choose “Privacy or personal information”. KTV may need to confirm your identity before acting on a request.
Privacy questions and complaints
Send a privacy question or complaint through the Contact page and choose “Privacy or personal information”. KTV will review it fairly, may ask for more information and aims to respond within 30 days. If you are not satisfied after KTV has had a reasonable opportunity to respond, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
KTV may update this policy when its programs, systems or legal obligations change. The current version and its last updated date will always appear on this page.