Terms and Policies
Everything you need to know about how we operate at Smudge Artspace.
Cancellations
Classes Cancelled by Smudge Artspace
If Smudge Artspace cancels a class for any reason (e.g. insufficient enrolments, educator illness, or unforeseen circumstances), all affected families will be notified as soon as possible and issued a credit note for the full amount. Credit notes can be used toward any future class, holiday program, or birthday party booking.
Classes Cancelled by the Customer
If you need to cancel a class booking, we offer the following options:
- Transfer: You may transfer your booking to a sibling or friend at no additional cost.
- Credit note:If you provide at least 14 days' notice before the class date, we will issue a credit note for the full amount.
Birthday Party Cancellations
Birthday party bookings require a minimum of 14 days' notice for cancellation. If sufficient notice is provided, a credit note will be issued for the full amount. Credit notes can be applied to a rescheduled party or any other Smudge Artspace service.
Holiday Program Cancellations
Holiday program bookings require a minimum of 14 days' notice for cancellation to receive a credit note. Within 48 hours of the session, you may transfer the booking to a sibling at no additional cost.
Late Cancellations & No-Shows
Cancellations made with less than the required notice period, or failure to attend a booked session without prior communication, will not be eligible for a refund or credit note.
Child Safety & Wellbeing
Purpose
Smudge Artspace is committed to providing a safe, nurturing, and inclusive environment for all children who attend our classes, programs, and events. The safety and wellbeing of every child is our highest priority. This policy outlines our commitment to child safety and the measures we take to protect children in our care.
Legal Framework
This policy is informed by and aligns with the following legislation and standards:
- Children, Youth and Families Act 2005 (Vic)
- Child Wellbeing and Safety Act 2005 (Vic)
- Victorian Child Safe Standards (Ministerial Order No. 1359)
- Working with Children Act 2005 (Vic)
- Privacy Act 1988 (Cth)
Risk Management
We conduct regular risk assessments of our physical space, activities, and materials to identify and minimise potential hazards. All art materials used are non-toxic and age-appropriate. Our studio space is designed and maintained to be safe and accessible for children of all ages and abilities.
Qualified Staff
All Smudge Artspace educators hold a current Working with Children Check (WWCC) and are trained in child safety practices. Staff are selected based on their experience, qualifications, and demonstrated commitment to child wellbeing. All staff undergo an induction process that includes training on this Child Safety Policy and our Code of Conduct.
Communication
We maintain open and transparent communication with families about our child safety practices. Parents and carers are encouraged to discuss any concerns with our staff at any time. This policy is publicly available on our website and displayed at our studio.
Health & Hygiene
We maintain high standards of cleanliness and hygiene throughout the studio. Hand-washing facilities are available and children are encouraged to wash hands before and after activities. We follow current health guidelines regarding illness and infection control.
Emergency Procedures
Smudge Artspace maintains current emergency and evacuation procedures. At least one staff member with a current First Aid certificate is present at all times during classes and events. Emergency contact details for all children are collected at the time of enrolment and kept securely on file.
Privacy & Confidentiality
All personal information collected about children and families is stored securely and handled in accordance with our Privacy Policy and the Privacy Act 1988 (Cth). Information about children is only shared with staff on a need-to-know basis, and never disclosed to unauthorised third parties.
Inclusivity & Respect
Smudge Artspace welcomes children of all backgrounds, abilities, and identities. We are committed to creating an environment free from discrimination, bullying, and harassment. We celebrate diversity and encourage children to express themselves freely through art.
Continuous Improvement
This policy is reviewed annually and updated as needed to reflect changes in legislation, best practice, or our operations. Staff training on child safety is ongoing and refreshed regularly.
Reporting Concerns
If you have any concerns about the safety or wellbeing of a child at Smudge Artspace, please contact our Child Safety Officer:
Child Safety Officer: Emma Dunlop
Email: hello@smudgeartspace.com
Phone: 0422 070 688If you believe a child is in immediate danger, please call 000. You can also contact the Department of Families, Fairness and Housing (DFFH) Child Protection on 131 278 to report concerns.
Photography & Social Media
Consent
Smudge Artspace may photograph or video children during classes, events, and activities for promotional and educational purposes. Consent is obtained from parents/guardians at the time of enrolment via our booking system. Parents/guardians may withdraw consent at any time by contacting us in writing.
Use of Images
Images and videos may be used on our website, social media platforms (Instagram, Facebook, TikTok), printed marketing materials, and internal training or documentation. Images will always be used in a manner that is respectful and appropriate.
Sharing by Families
We encourage families to share their Smudge Artspace experiences on social media. However, we ask that you do not photograph or share images of other children without their parent's or guardian's explicit consent.
Respect & Dignity
All images will depict children in a positive, dignified, and age-appropriate manner. We will never use images that could embarrass, exploit, or misrepresent a child.
Identification
Children will not be identified by full name in any public post or publication without specific additional consent from their parent or guardian.
Storage & Security
All images and videos of children are stored securely and accessible only to authorised Smudge Artspace staff. Images are deleted or archived in accordance with our data retention practices.
Third-Party Photographers
Any third-party photographers engaged by Smudge Artspace will be informed of this policy and required to comply with all provisions.
Social Media Accounts
Smudge Artspace operates official social media accounts on Instagram, Facebook, and TikTok. All content posted to these accounts is managed by authorised staff and reflects the values and standards of this policy.
Parent Communication via Social Media
We may use social media direct messaging for general enquiries and communication. Sensitive information about children will never be shared via social media and should always be communicated via email or phone.
Reporting Misuse
If you become aware of any misuse of images of children associated with Smudge Artspace, please contact us immediately at hello@smudgeartspace.com.
Review
This policy is reviewed annually and updated as needed to ensure ongoing compliance with relevant legislation and best practice.
Compliance
This policy complies with the Privacy Act 1988 (Cth), Australian Privacy Principles, and the Victorian Child Safe Standards.
Privacy Policy
Information We Collect
When you book a class, event, or party with Smudge Artspace, we may collect the following personal information: parent or guardian name, email address, phone number, child's name, child's date of birth, medical or allergy information, and billing details. We may also collect information when you subscribe to our newsletter, contact us via our website, email, or social media, or interact with our online platforms.
How We Use Your Information
We use the information we collect to:
- Process bookings and payments
- Communicate with you about your bookings, including confirmations, reminders, and updates
- Ensure the safety and wellbeing of children during classes and events
- Send marketing communications (only with your consent)
- Improve our services, programs, and website
- Comply with legal obligations and protect our rights
Consent
By providing your personal information to Smudge Artspace, you consent to its collection, use, and disclosure as described in this policy. You may withdraw consent at any time by contacting us. Withdrawal of consent may affect our ability to provide certain services.
Data Security
We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, or disclosure. Personal data is stored securely using industry-standard encryption and access controls. Only authorised staff have access to personal information, and only as required to perform their duties.
Third-Party Service Providers
We may share your information with trusted third-party service providers who assist us in operating our business, including payment processors (Stripe), email service providers (Resend), and booking and CRM platforms. These providers are required to protect your information and use it only for the purposes we specify.
Marketing Communications
We may send you marketing emails about upcoming classes, events, promotions, and news from Smudge Artspace. You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email or contacting us directly.
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. When information is no longer needed, it is securely deleted or de-identified.
Children's Data
We collect children's personal information (name, date of birth, medical/allergy details) solely for the purpose of providing a safe and appropriate experience during classes and events. This information is provided by parents or guardians and is handled with the highest level of care.
Your Rights
Under the Privacy Act 1988 (Cth), you have the right to access and correct your personal information, request deletion of your data, opt out of marketing communications, and lodge a complaint about our handling of your information. To exercise any of these rights, contact us at hello@smudgeartspace.com.
Cookies & Website Analytics
Our website may use cookies and analytics tools to improve your browsing experience and understand how visitors use our site. You can control cookie settings through your browser preferences.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date. We encourage you to review this policy periodically.
Compliance
This policy complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If you believe we have breached the APPs, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Anaphylaxis Policy
Allergen Awareness
Smudge Artspace recognises that anaphylaxis is a life-threatening allergic reaction that requires immediate medical attention. We are committed to minimising the risk of exposure to known allergens and ensuring our staff are prepared to respond appropriately in an emergency.
Allergen-Free Environment
While we cannot guarantee an entirely allergen-free environment, we take all reasonable steps to reduce the risk of allergen exposure. We avoid using common food allergens (including nuts, dairy, eggs, and gluten) in our art materials and activities wherever possible. All art materials are checked for allergen content before use.
Emergency Action Plans
Parents and guardians of children with known allergies or anaphylaxis are required to provide a current ASCIA (Australasian Society of Clinical Immunology and Allergy) Action Plan at the time of enrolment. Action Plans must be updated annually or whenever there is a change to the child's medical needs.
Medical Information
All medical and allergy information provided by families is recorded securely and made accessible to relevant staff. Parents and guardians must inform Smudge Artspace of any changes to their child's allergy or medical status as soon as practicable.
Communication
Families will be notified in advance if any class or activity involves materials that may pose an allergen risk. We encourage open communication between families and staff about allergy management strategies.
Food at Events
Where food is served at Smudge Artspace events (e.g. birthday parties), parents and guardians are responsible for providing information about their child's dietary requirements. We ask all families to refrain from bringing food containing common allergens (especially nuts) into the studio.
Emergency Response
In the event of a suspected anaphylactic reaction, staff will immediately administer the child's prescribed adrenaline auto-injector (EpiPen), call 000 for an ambulance, contact the child's parent or guardian, and follow the child's ASCIA Action Plan. Staff will remain with the child until emergency services arrive.
EpiPen Accessibility
Parents and guardians of children with prescribed adrenaline auto-injectors must provide a current, in-date EpiPen to be kept at the studio during classes and events. EpiPens are stored in a clearly labelled, easily accessible location known to all staff.
Staff Training
All Smudge Artspace staff are trained in anaphylaxis awareness and emergency response, including the administration of adrenaline auto-injectors. Training is refreshed regularly and forms part of our staff induction process.
Review
This policy is reviewed annually and updated as needed to reflect changes in legislation, medical guidelines, or our operations. For questions or concerns about this policy, please contact us at hello@smudgeartspace.com or 0422 070 688.