Child Safety & Wellbeing | Privacy | Terms & Conditions

1. About Hume Chess Academy

Hume Chess Academy (ABN 99 580 396 930) provides chess coaching and educational services to children and young people under 18, and to adult learners, in Melbourne (Victoria), including in-person lessons conducted at a residential teaching space, hired venues, and online.

Head of Organisation / Primary Contact:
Daniel Lacey – Founder & Head Coach
Email: [email protected]

2. Our Commitment to Child Safety & Wellbeing

2.1 Our commitment

Hume Chess Academy is committed to providing a safe, supportive, inclusive, and respectful environment where children and young people can learn and enjoy chess free from harm. We comply with and are guided by Victorian Child Safe Standards. The safety, participation, and wellbeing of children is our highest priority. We do not tolerate child abuse, discrimination, bullying, harassment, or any form of harm.

We are committed to culturally safe practices for Aboriginal and Torres Strait Islander children and to inclusive environments for children from culturally and linguistically diverse backgrounds, children with disabilities, and children of all genders and identities.

2.2 Children and Young People

All sections relating to child safety, wellbeing, mandatory reporting, supervision, and parental responsibilities apply to participants under the age of 18.

2.3 Adult Learners (18+)

Adult learners are not subject to child-specific provisions but are expected to comply with all general conduct, safety, privacy, and payment requirements contained in this document.

3. Physical Environment & Supervision (Including Home-Based Lessons)

3.1 One-on-One Private Lessons (In-Person)

For all in-person private lessons involving a child:

A parent or guardian must remain within the same residence and reasonably accessible for the duration of the lesson.

3.1.1 Designated Teaching Areas

Lessons conducted at a residential address occur only in designated teaching spaces. Students and/or parents/guardians do not enter private living areas of the residence.

3.2 Group Lessons

Group lessons may occur at the residential teaching space or hired venues. Parents must ensure timely drop-off and collection. Late pick-ups may result in removal from future programs.

3.3 Online Lessons

Online lessons use secure platforms (e.g., Google Meet, Zoom, Chess.com Classroom) with appropriate safety features such as waiting rooms and locked sessions. Underage students must be set up within the vicinity of a parent or guardian.

4. Code of Conduct – Students

Students must:

- Treat others with respect and kindness

- Follow all reasonable teacher instructions

- Use equipment and facilities responsibly

- Behave safely at all times

- Respect privacy and confidentiality

- Use online platforms appropriately

Behaviour Management

Behaviour is managed using a three-tier system:

- Green: Verbal reminder

- Amber: Consequence (e.g., time-out, seating change, game-based consequence)

- Red: Parental follow-up and potential removal from the lesson or program

Serious or repeated misconduct may result in suspension or permanent removal. Any refunds, where applicable, are managed in accordance with these Terms and the Australian Consumer Law.

5. Staff & Adult Conduct

Staff and contractors must:

- Act as positive role models

- Maintain appropriate physical and online boundaries

- Never engage in physical punishment, humiliation, or sexual behaviour

- Use communication and online platforms strictly for educational purposes

6. Reporting Child Safety Concerns

6.1 Raising Concerns

Concerns may be raised by children, parents, or staff at any time and will be treated seriously and confidentially.

6.2 Mandatory Reporting

Where there is a belief that a child is at risk of significant harm, reports will be made to Victoria Police and/or Child Protection in accordance with Victorian law.

6.3 Reportable Conduct Scheme

The Head of Organisation will notify the Commission for Children and Young People within three business days of becoming aware of a reportable allegation and will manage the investigation in accordance with scheme requirements.

No person will suffer adverse consequences for raising concerns in good faith.

7. Privacy & Personal Information

7.1 Our Approach

Hume Chess Academy treats private information seriously. It seeks to always use personal information only for the purposes of delivering services. It is not possible to engage anonymously.

7.2 What Information We Collect

- Identity and contact details (such as name, email address, phone number)

- Payment and invoicing information
- Email addresses submitted for access to digital courses or educational resources

- Next of kin/parent/guardian emergency contact details (such as name, email address, phone number, relationship to student)

- Health information (in instances where physical sessions require knowledge such as: anaphylaxis or asthma)

- Online platform usernames/emails (such as chess.com username)

- Images or recordings are only taken with explicit consent

7.3 How We Use Your Information

Information is used to:

- Provide lessons, manage enrolments and record attendance

- Ensure safety and duty of care

- Process payments and records

- Deliver digital course content and related educational communications

- Communicate with families

- Improve services

7.4 Data Security & Retention

Reasonable security measures are used to protect information. Student records are generally retained for up to seven (7) years to meet legal, tax, and child-safety obligations, after which they are securely destroyed or de-identified.

7.5 Access, Correction, Deletion & Complaints

Individuals may request access or correction of their information. Individuals may also request deletion of their personal information, subject to legal record-keeping obligations. Privacy complaints may be directed to the Academy.

7.6 Disclosure of Personal Information

Hume Chess Academy does not sell personal information.

Personal information may be disclosed only where reasonably necessary to deliver our services, including to:

- secure third-party service providers (such as customer relationship management systems, booking platforms, payment processors, and online learning platforms);

- professional advisers where required by law; and

- government authorities where required or authorised by law.

8. Lesson Types & Locations

Lessons may include:

- Group lessons (in-person or online)

-Private lessons (in-person or online)

Lessons may occur at:

- Residential teaching space (address provided on enrolment)

- Hired venues

- Online platforms

- Student homes (by agreement, with supervision requirements)

9. Enrolment & Age Requirements

- All enrolments for learners under 18 must be completed by a parent or legal guardian

- Proof of age may be requested

- Parents must assist with account setup for online platforms

9.2 Adult-Only Digital Courses

Hume Chess Academy may from time to time offer online digital courses, email-delivered programs, or pre-recorded educational content.

Unless otherwise expressly stated, digital courses (including the “7 Days to Get a Grip in Chess” course) are offered strictly to individuals aged 18 years and over.

By enrolling in or accessing any digital course, the participant confirms that they are 18 years of age or older.

Hume Chess Academy does not knowingly collect personal information from children under 18 for access to adult-only digital courses. If it becomes aware that such information has been collected, it will be deleted as soon as reasonably practicable.

10. Payment, Cancellations & Refunds

10.1 Payments

Payment in advance is required. All prices are listed in Australian dollars (AUD) and include GST where applicable. Any additional fees will be clearly disclosed before purchase.

10.2 Cancellations and refunds

- Group lessons: 24 hours’ notice required for refund or credit

- Private lessons: 24 hours’ notice required to reschedule

- Late cancellations may be charged in full

- If Hume Chess Academy cancels or reschedules a lesson, an alternative session or a refund for any prepaid, undelivered service will be offered.
- First Session Money-Back Guarantee: We offer a risk-free first session for our online group chess workshops. If a parent or guardian determines after the first scheduled session that the program is not suitable for their child, they may request a full refund of the term fee. Refund requests must be made within 48 hours of the first session taking place. Once the 48 hours after the first session has passed, refunds are not available for remaining sessions except where required by Australian Consumer Law.

10.3 Australian Consumer Law

Nothing in this policy limits or excludes your rights under the Australian Consumer Law. Refunds are provided where required by law, including where services are not delivered with due care and skill or do not match the description provided.

11. Liability & Insurance

To the fullest extent permitted by law, Hume Chess Academy is not liable for indirect or consequential loss. Nothing in this policy excludes liability that cannot be excluded under the Australian Consumer Law or other applicable laws.

Parents and guardians are responsible for the health and safety of children before and after scheduled lesson times and during online lessons.

12. Review & Continuous Improvement

This policy is reviewed annually and after any incident. Feedback from children, families, and staff is welcomed and used to improve safety and service quality.

13. Acknowledgement & Consent

By enrolling in or purchasing services from Hume Chess Academy, parents/guardians and adult learners acknowledge that they have read, understood and agree to comply with this Legal & Policies document. Enrolment and participation in Hume Chess Academy programs is conditional upon acceptance of this Legal & Policies document, and services will not be provided where agreement is not given.

14. Governance, Roles & Responsibilities

14.1 Head of Organisation

The Head of Organisation (Founder & Head Coach) holds primary responsibility for:

- Implementing and monitoring compliance with the Child Safe Standards

- Fulfilling obligations under the Reportable Conduct Scheme

- Ensuring appropriate supervision, risk management, and training

- Responding to and reporting child safety concerns

14.2 Staff, Contractors and Volunteers

All staff and contractors must:

- Hold and maintain a valid Working With Children Check (or VIT registration where applicable)

- Act in the best interests of children

- Maintain professional boundaries at all times

- Follow this policy and Code of Conduct

- Complete child safety induction and annual refresher training

- Report concerns promptly

14.3 Parents and Guardians

Parents and guardians are responsible for:

- Providing accurate enrolment, medical, and emergency information

- Supporting their child to comply with behavioural expectations

- Providing required supervision for private lessons

- Communicating promptly about absences, lateness, or concerns

14.4 Students

Students are expected to behave respectfully, safely, and in accordance with the Code of Conduct.

15. Digital Courses, Online Content & Email Communications

15.1 Digital Course Delivery

Digital courses may be delivered via email, private web pages, secure third-party platforms (including but not limited to YouTube unlisted videos), or customer relationship management systems.

Access to digital content is for personal educational use only and must not be:

- Shared publicly

- Redistributed

- Uploaded to third-party platforms

- Used for commercial purposes without written consent

Hume Chess Academy reserves the right to modify, update, or discontinue digital content at any time.
Access may be revoked in cases of misuse, redistribution, or breach of these Terms.

15.2 Who May Enrol

The free online course (“7 Days to Get a Grip in Chess”) is educational in nature and suitable for both adults and children.

However, enrolment and access registration must be completed by:

an individual aged 18 years or older; or

a parent or legal guardian enrolling on behalf of a child under 18.

Individuals under the age of 18 must not submit personal information directly through the enrolment form. Hume Chess Academy does not knowingly collect personal information directly from children without verified parental consent.

15.3 Parental Responsibility for Child Access

Where a parent or guardian enrols on behalf of a child:

The parent/guardian remains the primary account holder.

All communications will be sent to the parent/guardian’s email address.

The parent/guardian is responsible for supervising or permitting the child’s access to the course material.

15.4 Nature of Course Content

The course contains general chess education material only. It does not contain explicit, mature, or age-restricted content. The age restriction applies solely to enrolment and data collection processes, not to the suitability of the educational material itself.

15.5 Consent

By enrolling a child, the parent or guardian confirms that they:

have authority to provide consent on behalf of the child;

understand that personal information collected relates to the parent/guardian as the account holder; and

agree to supervise or manage the child’s participation as they deem appropriate.

15.6 Email Communications & Marketing

By enrolling in a digital course or submitting a form through the Hume Chess Academy website, participants consent to receive:

-Course delivery emails

-Educational updates

-Occasional marketing communications relating to chess coaching, workshops, or future programs

-All email communications comply with the requirements of the Spam Act 2003 (Cth).

Participants may opt out of non-essential marketing communications at any time.

Participants may unsubscribe at any time using the unsubscribe link provided in each email. Unsubscribe requests will be processed within five (5) business days.

Hume Chess Academy does not sell or rent email addresses to third parties.

15.7 No Guarantees

While chess improvement is a goal of instruction, individual results vary. Hume Chess Academy makes no guarantee of specific rating increases, tournament outcomes, or performance improvements. Nothing in this clause excludes rights under the Australian Consumer Law.

15.8 Intellectual Property

All course materials, videos, worksheets, branding, and educational frameworks remain the intellectual property of Hume Chess Academy. Unauthorised reproduction or distribution may result in removal of access and legal action where appropriate.