Privacy, Recording, Monitoring, WebApp Access, Copyright and Intellectual Property Notice

1. Why this notice exists

CRANK provides coaching, group programs, digital engagement and online supports. To deliver these supports safely and effectively, we may collect information, record sessions, monitor engagement, use the CRANK WebApp, and provide access to support-related materials.

This notice explains how we manage privacy, recording, monitoring, WebApp access, copyright and intellectual property.

 

2. What information we collect

CRANK may collect:

• Personal information, such as name, contact details, image, voice, messages and attendance;

• Disability-related and support information;

• Coaching notes, session notes and progress information;

• CCTV footage at CRANK premises;

• Recordings, audio, video, transcripts and chat activity;

• Discord, Teams, telephone and WebApp activity;

• Attendance, engagement and participation information;

• Information needed for NDIS reporting, reviews, safeguarding, audit and compliance.

Disability and support information is sensitive information and is handled with extra care.

 

3. Why we collect and use this information

We use this information to:

• Deliver coaching and supports;

• Keep Participants, Crew, coaches, staff and visitors safe;

• Prepare session notes and coaching notes;

• Track progress towards goals;

• Personalise supports;

• Complete NDIS reporting and reviews;

• Identify when extra support may be needed;

• Improve coaching quality;

• Train and supervise staff;

• Manage incidents, complaints, risks and safeguarding concerns;

• Meet legal, insurance, audit and compliance requirements.

 

4. Recording and monitoring

CRANK may record, transcribe or monitor:

• 1:1 Coaching sessions;

• Group sessions;

• Online sessions;

• Discord activity;

• Teams sessions;

• Telephone calls;

• WebApp activity;

• Activities at CRANK premises;

• CCTV-covered areas.

Recordings may be used for support delivery, session notes, progress tracking, staff training, quality improvement, safeguarding, reporting, audit, legal and compliance purposes.

 

5. WebApp access

CRANK may make relevant recordings, transcripts, coaching notes, progress information and support information available through the CRANK WebApp.

Access is limited to authorised users. This may include CRANK staff, coaches, the Participant, authorised representatives, and others who reasonably need access for support delivery, safeguarding, reporting, audit, legal or compliance purposes.

Publishing information to the CRANK WebApp does not mean it is published publicly.

 

6. Notices about recording

CRANK may notify Participants about recording or monitoring through:

• This Service Agreement;

• Physical signs;

• Online banners;

• WebApp notices;

• Discord notices;

• Teams notices;

• Telephone call notices;

• Coach announcements;

• Privacy and copyright slides;

• Other reasonable notices.

If a Participant remains in a room, session, channel, call or online space after being notified, CRANK may treat that continued participation as agreement that recording or monitoring may occur.

 

7. Managing privacy and exposure

Participants can manage their exposure online by:

• Keeping their camera off;

• Keeping their microphone muted;

• Using text chat;

• Asking for a break;

• Asking whether recording can be paused for sensitive, confidential or highly copyrighted material.

CRANK will consider reasonable requests. However, some recording, monitoring or information collection may still be needed for safety, support delivery, reporting, audit, legal or compliance reasons.

 

8. Pausing recording

A coach may pause or stop a recording where:

• Sensitive personal information is being discussed;

• Confidential information is being discussed;

• Another person’s privacy may be affected;

• Highly copyrighted material is being used;

• Recording may create legal, copyright, privacy or safeguarding concerns.

Where practical, the coach will tell Participants when recording is paused or resumed.

 

9. Recording by Participants, Crew and visitors

Participants, Crew, families, representatives and visitors must not record, screenshot, livestream, copy, share or post:

• Sessions;

• Coaches;

• Staff;

• Other Participants;

• Discord activity;

• Teams sessions;

• WebApp content;

• CRANK recordings;

• CRANK materials.

Written permission from CRANK is required.

If a Participant needs to record as a disability-related adjustment, CRANK will consider this through a documented access or adjustment plan.

 

10. Copyright and third-party materials

CRANK may use third-party copyright materials during sessions, including games, videos, images, text, websites, software and online tools.

Participants must not copy, share, upload, publish, livestream, distribute or post third-party materials from CRANK sessions unless they have permission or a lawful right to do so.

CRANK may pause, restrict, edit or withhold a recording where copyright material is involved.

 

11. CRANK intellectual property

CRANK-created materials remain the intellectual property of CRANK or the relevant owner.

This includes:

• Recordings;

• Transcripts;

• Coaching resources;

• Session materials;

• Slides;

• Worksheets;

• Activities;

• Program designs;

• WebApp content;

• Discord content created by CRANK;

• Dashboards;

• Badge systems;

• Progress tools;

• Templates;

• Coaching methods.

Participants may use these materials for their own support and participation in CRANK services. They must not copy, share, sell, upload, publish, distribute, adapt or provide them to anyone else without CRANK’s written consent.

 

12. Marketing and public use

Session recordings, CCTV footage, Discord activity, Teams recordings, WebApp content and support records are collected for support delivery, safety, quality, reporting, audit and compliance purposes.

They are not automatically used for public marketing, testimonials, advertising, social media or public website content.

CRANK will seek separate consent before using identifiable images, voice, stories, testimonials or recordings for public marketing or promotional purposes.

 

13. Storage and access

CRANK takes reasonable steps to store information securely.

Access is limited to authorised people who need it for support delivery, safeguarding, reporting, audit, legal, insurance, quality, operational or compliance purposes.

Participants or representatives may ask CRANK to access or correct personal information held about the Participant.