PRIVACY POLICY

Last Updated: 28 / 05 / 26

Sol Au Pairs (“we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information with care.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, submit a form, book a call, purchase a service or product, download our materials, apply as an au pair, register as a host family, communicate with us, or use our services.

By using our website or services, you agree to the collection, use, storage, and disclosure of your personal information in accordance with this Privacy Policy.

1. Who We Are

Sol Au Pairs is an Australian-based au pair agency providing introduction, matching, placement support, mediation, resources, templates, digital products, and guidance for au pairs and host families in Australia.

Website: www.solaupairs.com.au
Email: hello@solaupairs.com.au
Location: New South Wales, Australia

Sol Au Pairs acts as an introduction, matching, and support agency only. We do not employ au pairs or host families and do not supervise the day-to-day living arrangement between an au pair and host family.

2. What Personal Information We Collect

We may collect personal information from au pairs, host families, referees, website users, subscribers, customers, and other people who interact with us.

This may include:

  • Name.

  • Date of birth.

  • Nationality.

  • Contact details, including email address, phone number, and address.

  • Emergency contact details.

  • Passport details.

  • Visa information and visa status.

  • Travel dates and availability.

  • Location preferences.

  • Childcare experience.

  • Employment, education, and background information.

  • Language skills.

  • Driving licence details and driving experience.

  • First Aid or CPR details, where provided.

  • Police check, Working With Children Check, Blue Card, or equivalent clearance information, where relevant.

  • References and referee contact details.

  • Photos, videos, profile information, and personal introductions.

  • Placement preferences, family preferences, household preferences, and lifestyle information.

  • Interview notes, communication history, and placement-related notes.

  • Details provided in forms, emails, calls, messages, or interviews.

  • Payment, billing, and transaction details.

  • Website usage data, cookies, analytics information, IP address, browser type, and device information.

3. Information About Children and Household Members

For host families, we may collect information about children and household members where relevant to the au pair placement.

This may include:

  • Children’s first names.

  • Ages.

  • General routines.

  • Childcare needs.

  • School or daycare arrangements.

  • Medical, allergy, behavioural, or developmental information only where voluntarily provided and relevant to the placement.

  • Household structure.

  • Pets.

  • Home environment.

  • Photos of the au pair room or family home.

  • General family lifestyle and expectations.

Host families must only provide information about children or household members where they have the authority to do so.

Host families must not provide unnecessary sensitive information about children or household members unless it is genuinely relevant to the safety, wellbeing, or suitability of the placement.

4. Sensitive Information

Some information we collect may be considered sensitive information, such as health information, police checks, Working With Children Checks, visa-related information, identity documents, or information about children.

We only collect sensitive information where it is reasonably necessary for our services, where you provide it voluntarily, where you consent to us collecting it, or where it is otherwise permitted or required by law.

Examples may include:

  • Police checks or criminal history clearance documents.

  • Working With Children Checks, Blue Cards, or equivalent clearances.

  • First Aid or CPR certificates.

  • Relevant health, allergy, or safety information.

  • Travel or health insurance confirmation.

  • Identity or visa documents.

We take reasonable steps to limit the collection of sensitive information to what is relevant to registration, screening, matching, placement support, safety, mediation, administration, or legal compliance.

5. How We Collect Personal Information

We may collect personal information when you:

  • Visit or browse our website.

  • Submit an enquiry form.

  • Complete an au pair or host family application form.

  • Book a call or consultation.

  • Email, call, text, or message us.

  • Attend an interview or video call.

  • Purchase a product, package, consultation, or service.

  • Download a free resource or digital product.

  • Join our mailing list.

  • Sign an agreement or complete an e-signature process.

  • Provide documents for screening or placement.

  • Provide references or contact details for referees.

  • Communicate with us during matching, placement, rematch, replacement, support, or mediation.

We may also collect information from third parties, including referees, host families, au pairs, government or verification sources, payment processors, website platforms, and service providers, where relevant to our services.

6. Why We Collect Personal Information

We collect, use, and store personal information to:

  • Respond to enquiries.

  • Register au pairs and host families.

  • Assess suitability for au pair placements.

  • Conduct interviews and screening.

  • Collect and review relevant documents.

  • Contact references.

  • Prepare au pair and host family profiles.

  • Introduce potential matches.

  • Facilitate placement discussions.

  • Support confirmed placements.

  • Provide mediation or support where required.

  • Manage rematches or replacement placements.

  • Provide digital products, templates, resources, and downloads.

  • Process payments and issue invoices.

  • Send service-related communications.

  • Send newsletters, updates, resources, and marketing communications where consent has been provided.

  • Improve our website, services, systems, and communications.

  • Maintain records for legal, insurance, safety, administrative, and business purposes.

  • Comply with legal obligations and respond to complaints, disputes, or safety concerns.

7. Sharing Placement Information

By using Sol Au Pairs’ services, au pairs and host families consent to Sol Au Pairs sharing relevant personal information where reasonably necessary for registration, screening, matching, placement, support, mediation, safety, administration, legal compliance, or related services.

This may include sharing:

  • Au pair profiles with potential host families.

  • Host family profiles with potential au pairs.

  • Photos and personal introductions.

  • Contact details once appropriate.

  • Availability and location preferences.

  • Childcare experience.

  • Driving experience.

  • Visa-related information.

  • References or reference summaries.

  • Relevant documents or confirmation of documents.

  • Placement requirements.

  • Interview notes or placement-related information.

  • Safety or wellbeing concerns where relevant.

We will only share information that is reasonably relevant to the placement process, support process, or safety of the placement.

8. Candidate Profiles, Host Family Profiles and Confidentiality

Au pair profiles, host family profiles, photos, references, documents, contact details, interview notes, and placement-related information are confidential.

They are shared only for the purpose of considering, arranging, supporting, or managing an au pair placement.

Host families and au pairs must not copy, publish, forward, upload, distribute, or share profiles, documents, photos, private communications, or personal information with third parties without consent, unless required by law.

9. Referees and Third-Party Information

If you provide referee details, you confirm that you have permission to share those details with Sol Au Pairs.

We may contact referees to verify experience, suitability, conduct, or other information relevant to a placement.

Information provided by referees may be recorded and used for screening, matching, support, safety, and administration.

We rely on information provided by applicants, host families, referees, and third parties and cannot guarantee that all third-party information is complete, accurate, current, or free from error.

10. Payments and Billing Information

If you purchase a product or service, we may collect billing information, transaction details, invoice details, and payment status.

Payments may be processed securely through third-party payment providers such as Stripe or other payment platforms.

We do not store full credit card details.

Payment providers may collect and process payment information in accordance with their own privacy policies and terms.

11. Email and Marketing Communications

When you provide your email address or phone number through our website, forms, downloads, purchases, enquiries, bookings, or services, you consent to receive communications from Sol Au Pairs.

These communications may include:

  • Placement information.

  • Service updates.

  • Resources.

  • Newsletters.

  • Marketing emails.

  • Administrative communications.

  • Transactional emails.

  • Safety-related or placement-related communications.

You can unsubscribe from marketing emails at any time using the unsubscribe link in our emails.

Unsubscribing from marketing emails does not prevent us from sending transactional, administrative, safety-related, service-related, or placement-related communications where necessary.

12. Cookies and Analytics

Our website may use cookies, analytics tools, tracking technologies, and similar tools to improve website performance, understand visitor behaviour, and improve our services.

This may include information such as:

  • IP address.

  • Browser type.

  • Device type.

  • Pages visited.

  • Time spent on the website.

  • Referring website.

  • General location data.

  • Interaction with website content.

We may use tools such as Squarespace analytics, Google Analytics, Meta Pixel, or similar platforms.

You can disable cookies through your browser settings, although some website features may not work properly if cookies are disabled.

13. Third-Party Platforms and Service Providers

We use trusted third-party platforms and business systems to operate our business and provide services.

These may include:

  • Tally or other form platforms.

  • Google Workspace.

  • Airtable.

  • MailerLite or other email marketing platforms.

  • Stripe or other payment processors.

  • Squarespace or other website platforms.

  • E-signature platforms.

  • Calendar booking tools.

  • Cloud storage providers.

  • Communication tools such as email, phone, video call, WhatsApp, or messaging platforms.

  • Administrative, workflow, document-drafting, or automation tools.

These providers may collect, store, process, or access personal information only as reasonably necessary to provide their services to us.

We take reasonable steps to choose reputable providers and limit access to personal information where possible.

14. Overseas Storage and Disclosure

Some of our third-party platforms, service providers, cloud storage systems, contractors, or business tools may store or process information outside Australia.

This may include countries such as the United States, the European Union, the United Kingdom, or other locations where those providers operate.

By using our services, you acknowledge that your personal information may be stored, processed, or accessed outside Australia where reasonably necessary for our business operations.

We take reasonable steps to ensure personal information is handled securely and in accordance with this Privacy Policy.

15. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

These steps may include:

  • Password-protected systems.

  • Restricted access to personal information.

  • Secure cloud-based platforms.

  • Internal access controls.

  • Use of reputable third-party service providers.

  • Limiting document sharing where possible.

  • Retaining information only where reasonably necessary.

  • Secure deletion or archiving where appropriate.

However, no online system, email system, or digital storage method can be guaranteed to be completely secure.

By using our services, you acknowledge that transmission of information online is at your own risk.

16. Data Retention

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, including registration, matching, placement support, mediation, safety, administration, legal compliance, insurance, record keeping, and dispute resolution.

We may retain records related to enquiries, registrations, placements, payments, communications, agreements, screening, and support for up to seven (7) years, or longer where required or permitted by law.

If you request deletion of your information, we will take reasonable steps to delete or de-identify personal information where appropriate, unless we are required or permitted to retain it for legal, safety, administrative, insurance, accounting, dispute resolution, or legitimate business purposes.

17. Access, Correction and Deletion Requests

You may request access to the personal information we hold about you.

You may also ask us to correct, update, delete, or restrict certain personal information.

To make a request, please email:

hello@solaupairs.com.au

We may need to verify your identity before responding to a request.

We will respond within a reasonable timeframe.

We may decline a request where we are legally required or permitted to do so, including where information must be retained for safety, legal, administrative, insurance, accounting, dispute resolution, or legitimate business purposes.

18. Withdrawing Consent

You may withdraw consent to marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

You may also withdraw consent to certain uses of your personal information.

However, withdrawing consent may affect our ability to provide services, continue a placement process, support a placement, communicate with potential matches, or comply with legal or safety obligations.

19. Data Breaches

If we become aware of a data breach involving personal information, we will take reasonable steps to contain, assess, and respond to the breach.

Where required by law, we will notify affected individuals and relevant authorities.

A data breach may include unauthorised access, unauthorised disclosure, loss of personal information, or another security incident involving personal information.

20. Photos, Testimonials and Public Sharing

If you provide a testimonial, review, photo, message, or feedback, we may use it for marketing or promotional purposes where appropriate consent has been provided.

We may display your first name, general location, or other details you have agreed to share.

You may request removal of a testimonial or review at any time by emailing us at:

hello@solaupairs.com.au

Host families and au pairs must not publicly share photos, videos, private messages, children’s images, addresses, documents, disputes, or placement-related information without consent from the relevant person.

Photos or videos of children must not be shared publicly without the express consent of the host family.

21. Children’s Privacy

Our services are intended for adults aged 18 and over.

We do not knowingly collect personal information directly from children without consent from a parent or guardian.

Where host families provide information about children, they confirm that they have authority to provide that information and that it is reasonably necessary for the placement process.

If you believe a child has submitted personal information directly to us without appropriate consent, please contact us immediately.

22. International Users

If you access our website or services from outside Australia, you acknowledge that your information may be collected, stored, and processed in Australia and in other countries where our service providers operate.

Where additional privacy rights apply to you under overseas laws, we will take reasonable steps to respond to requests in accordance with applicable legal requirements.

23. No Legal, Migration, Tax or Medical Advice

Any information provided by Sol Au Pairs about visas, Working Holiday visas, Work and Holiday visas, 88-day work, checks, insurance, tax, health, driving, or legal obligations is general information only.

Sol Au Pairs is not a registered migration agent and does not provide legal, migration, tax, accounting, employment, medical, insurance, or financial advice.

You should seek advice from the Department of Home Affairs, a registered migration agent, lawyer, accountant, insurer, medical professional, or relevant authority where required.

24. Complaints and Privacy Concerns

If you have a question, complaint, or concern about how we handle your personal information, please contact us first so we can try to resolve the issue.

Email: hello@solaupairs.com.au

Please include your name, contact details, and a clear description of your concern.

We will take reasonable steps to review and respond to privacy complaints in a fair and timely manner.

25. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The most recent version will be published on our website with the “Last Updated” date.

Continued use of our website or services after changes are published means you accept the updated Privacy Policy.

26. Governing Law

This Privacy Policy is governed by the laws of New South Wales, Australia.

27. Contact Us

For questions, requests, or concerns about this Privacy Policy, please contact:

Sol Au Pairs
Email: hello@solaupairs.com.au
Website: www.solaupairs.com.au
Location: New South Wales, Australia