Terms & Conditions

Effective Date: 21 August 2026
Last Updated: 21 August 2026

Introduction

These Terms and Conditions (“Terms”) govern your access to and use of the Glen Oak Kindergarten website (the “Website”), as well as your interactions with Glen Oak Kindergarten Inc. (“we”, “us”, “our”, or “the Kindergarten”) in relation to enrolment, attendance, and related services.

By accessing or using the Website, submitting an enrolment enquiry, or enrolling your child, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree, please do not use the Website or proceed with enrolment.

Glen Oak Kindergarten is a not-for-profit community kindergarten located at 11 Watt Avenue, Oak Park, VIC 3046 (entry via Harra Court). We provide funded 3-year-old and 4-year-old kindergarten programs under the Victorian Government’s Free Kinder initiative and operate in accordance with the Education and Care Services National Law Act 2010, the Education and Care Services National Regulations 2011, the Victorian Early Years Learning and Development Framework (VEYLDF), and all applicable Victorian and Commonwealth laws.

1. Website Use and Acceptable Use

1.1 The Website is provided for informational purposes only, including details about our programs, term dates, session times, enrolment processes, and community activities.

1.2 You may use the Website only for lawful purposes and in a manner that does not infringe the rights of others or restrict or inhibit anyone else’s use of the Website.

1.3 Prohibited activities include (but are not limited to):

Copying, reproducing, distributing, or modifying any content (text, images, logos, curriculum materials, or photographs) without our prior written consent.
Posting, uploading, or transmitting any harmful, defamatory, offensive, discriminatory, or illegal material.
Attempting to gain unauthorised access to the Website, servers, or related systems.
Using automated tools (bots, scrapers, etc.) to extract data.
Impersonating any person or entity, or misrepresenting your affiliation with the Kindergarten.

1.4 We reserve the right to restrict or terminate access to the Website at any time if we reasonably believe these rules have been breached.

2. Enrolment and Admissions

2.1 Information on the Website (including program descriptions, session times, and availability) is general in nature and does not constitute an offer of a place or a guarantee of enrolment.

2.2 Enrolment at Glen Oak Kindergarten is managed through the Merri-bek City Council Central Enrolment Register. Families must register via the Council’s official process and nominate Glen Oak as a preferred service.

2.3 Offers of places are made by Merri-bek City Council in accordance with the Victorian Government’s Priority of Access criteria and available capacity. Acceptance of an offer is subject to:

Completion of all required enrolment forms and documentation.
Compliance with the “No Jab, No Play” immunisation requirements under Victorian law.
Payment of any applicable administrative or registration fees (if charged by Council).
Attendance at orientation or information sessions as required.

2.4 The Kindergarten reserves the right to decline or withdraw an enrolment if information provided is incomplete, inaccurate, or if the child’s needs cannot be reasonably met within our resources and regulatory obligations.

2.5 Website content regarding groups, days, and session times (e.g., Red, Orange, Blue, Green groups) is indicative only and subject to change based on enrolment numbers and operational requirements.

3. Fees, Payments and Refunds

3.1 Glen Oak Kindergarten participates in the Victorian Government’s Free Kinder program. Funded hours (typically 15 hours per week for both 3-year-old and 4-year-old programs) are provided at no cost to eligible families.

3.2 The following may still apply:

Non-refundable administrative or registration fees charged by Merri-bek City Council.
Optional one-off costs for excursions or special activities (families experiencing hardship will not be excluded).
Late pick-up fees (if applicable and clearly communicated in our Family Handbook).
Any voluntary contributions or fundraising requests (these are optional).

3.3 Where any fees are payable, they must be paid by the due date specified in invoices or enrolment documentation. Late payments may attract reasonable administrative charges.

3.4 Refunds of any deposits or fees will be considered only in accordance with Victorian Free Kinder funding guidelines and our internal policies (available on request). Enrolment deposits (if any) are generally refunded upon the child’s commencement in the funded program.

3.5 We reserve the right to suspend or terminate a child’s place for persistent non-payment of any applicable fees after reasonable notice.

4. Code of Conduct

4.1 All parents, guardians, family members, and visitors are expected to:

Treat children, staff, other families, and visitors with respect, courtesy, and dignity at all times (both on premises and online).
Follow all workplace health and safety directions, including parking restrictions (no parking or drop-off in Harra Court), sun-smart policies, and emergency procedures.
Not engage in any form of bullying, harassment, discrimination, aggression, or inappropriate behaviour.
Refrain from posting defamatory, misleading, or confidential information about the Kindergarten, staff, or other families on social media or public platforms.
Comply with all reasonable requests from educators and management.

4.2 Breach of this Code may result in restricted access to the premises, exclusion from events, or, in serious cases, termination of enrolment.

4.3 Staff are bound by professional codes of conduct under the National Quality Framework and Victorian Institute of Teaching requirements.

5. Intellectual Property

5.1 All content on the Website, including text, photographs, logos, graphics, curriculum outlines, and design elements, is the property of Glen Oak Kindergarten or its licensors and is protected by Australian copyright and intellectual property laws.

5.2 Photographs of children are used only with appropriate parental consent and in accordance with our Privacy Policy and media consent forms.

5.3 You may not reproduce, publish, or commercially exploit any content without our prior written permission.

5.4 Curriculum materials and educational resources developed by the Kindergarten remain our exclusive property.

6. Privacy Policy

This Privacy Policy forms part of these Terms and explains how Glen Oak Kindergarten collects, uses, stores, discloses, and protects personal information in accordance with:

The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
The Privacy and Data Protection Act 2014 (Vic)
The Health Records Act 2001 (Vic)
Regulations 181 and 183 of the Education and Care Services National Regulations 2011
The Child Wellbeing and Safety Act 2005 (Vic) and related information-sharing schemes

6.1 What personal information we collect

We may collect:

Child’s full name, date of birth, gender, address, cultural background, language spoken at home, immunisation status, medical conditions, allergies, additional needs, and emergency contacts.
Parent/guardian names, contact details, relationship to the child, occupation, Centrelink/Customer Reference Number (if relevant for funding), and parenting orders or court documents.
Health information (e.g., medical management plans, medication authorisations).
Attendance records, developmental observations, and photographs/videos (with consent).
Website usage data (cookies, IP addresses) for analytical purposes.

6.2 How we collect information

Information is collected primarily via enrolment forms, medical plans, authorisations, attendance records, and direct communication with families. We collect information only by lawful and fair means and, where practicable, directly from the individual or authorised parent/guardian.

6.3 Purpose of collection and use

Personal information is collected and used solely for purposes reasonably necessary for our functions, including:

Enrolment, attendance, and delivery of the kindergarten program.
Meeting regulatory, funding, and reporting requirements (including to the Department of Education, ACECQA, and Merri-bek City Council).
Emergency contact and medical care.
Communication with families about the child’s progress, events, and service matters.
Quality improvement and compliance under the National Quality Framework.

6.4 Disclosure of information

We will not sell or use personal information for marketing purposes. Disclosure occurs only:

With consent.
As required or authorised by law (e.g., child protection, mandatory reporting, or Child Information Sharing Scheme).
To authorised third parties such as emergency services, medical practitioners, or regulatory authorities.
To service providers (e.g., IT or administrative support) under strict confidentiality agreements.

Sensitive information (including health information) is subject to higher protections and is disclosed only with consent or where legally required.

6.5 Storage and security

Records are stored securely (locked cabinets for hard copies; password-protected and encrypted systems for electronic records). Access is restricted to authorised staff on a need-to-know basis. We take reasonable steps to protect information from misuse, interference, loss, unauthorised access, modification, or disclosure.

Records are retained in accordance with the National Regulations and destroyed or de-identified when no longer required (subject to legal retention periods).

6.6 Access, correction, and complaints

You may request access to, or correction of, your personal information by contacting us (see Section 12). We will respond within a reasonable timeframe and in accordance with APP 12 and APP 13.

If you believe we have breached your privacy, please contact us first. You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or the Victorian Information Commissioner.

6.7 Cookies and website data

Our Website may use cookies and similar technologies for functionality and analytics. You can manage cookie preferences through your browser settings.

7. Limitation of Liability

7.1 To the maximum extent permitted by law (including the Australian Consumer Law), Glen Oak Kindergarten excludes all liability for:

Any loss or damage arising from website downtime, technical errors, or reliance on unofficial or outdated information on the Website.
Content on external links (we do not endorse or control third-party sites).
Indirect, incidental, or consequential loss.

7.2 Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

7.3 Our total liability for any claim arising out of these Terms or the Website is limited to the re-supply of the relevant services or the cost of re-supply.

8. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Victoria, Australia. Any dispute arising under these Terms will be subject to the exclusive jurisdiction of the courts of Victoria.

We encourage families to raise concerns informally with the Nominated Supervisor or Committee of Management in the first instance. Formal complaints may be escalated in accordance with our Complaints Policy (available on request) or to the relevant regulatory authority (Department of Education and Training – Victoria).

9. Changes to These Terms

We reserve the right to update or amend these Terms at any time. Changes will be posted on the Website with an updated “Last Updated” date. Continued use of the Website or ongoing enrolment after changes constitutes acceptance of the revised Terms. Material changes affecting enrolled families will also be communicated directly where practicable.

10. Contact Us

For questions about these Terms, the Privacy Policy, or any related matter:

Glen Oak Kindergarten
11 Watt Avenue, Oak Park, VIC 3046
Phone: 03 9306 7466
Mobile: 0435 437 466
Email: glen.oak.kin@kindergarten.vic.gov.au

We are committed to transparency, child safety, and respectful partnerships with families. Thank you for being part of the Glen Oak Kindergarten community.