Ballarat East Neighbourhood House - Terms and Conditions for Participants

Last updated 29 April 2022

Neighbourhood Houses welcome people from all walks of life.

Ballarat East Neighbourhood House enriches our local community through advancing social and public welfare by advancing mental health and preventing social isolation and providing a physical location where we support individuals to undertake activities, or work on projects, in the company of others.

Some activites run by the Ballarat East Neighbourhood House are "user-pays", such as Tai Chi, Drawing Group and Watercolour. This means that the money paid by each participant goes toward paying for room hire, tutor fee, supplies, catering, administration, marketing and other costs. Any profits are invested by the Ballarat East Neighbourhood House in community development activities.

To keep participant costs low, other activities are externally funded through sources such as the State Government's Adult, Community and Further Education (ACFE) and Learn Local programs. This funding can help to cover the cost of the tutor and contribute to room hire. A participation fee is often also charged to contribute to the cost of supplies, catering, administation, marketing and other costs. The Ballarat East Neighbourhood House is not an ACFE or Learn Local provider, so we partner with the Ballarat Neighbourhood Centre (BNC) and Wendouree Neighbourhood Centre (WNC) to deliver ACFE and Learn Local activities on their behalf.

Terms and Conditions

Code of Conduct

In order to provide a safe and welcoming environment for staff, participants and visitors at the Ballarat East Neighbourhood House (BENH):

  • Staff, volunteers, participants and visitors will treat each other with respect and courtesy at all times
  • Anti-social behaviour, including harassing staff, volunteers, participants or visitors is not permitted. This includes the use of offensive or threatening language and the making of threats;
  • Behaviour or language which offends, insults, humiliates or intimidates another person or group of people on the basis of race, ethnic origin, gender, age or disability, or is disruptive in any way will not be tolerated.

COVID-Safe Principles

  • All participants in Ballarat East Neighbourhood House activities must follow the current Statewide COVID-Safe principles.
  • If you are feeling unwell and/or have cold/flu symptoms please do not come to the activity.
  • Please sanitise your hands upon entry to and exit from the activity. Hand sanitiser will be available.
  • Keep at least 1.5 metres from other people in the activity.

Photographs, Recordings, Work Product and Testimonial Consents

Ballarat East Neighbourhood House (BENH) from time to time uses photographs, recordings, work product and testimonials to promote BENH and its Third Party’s activities. We only use this information under the guidelines as set out in the Privacy Act 1998.

By ticking the YES box for photographic consent and signing the Ballarat East Neighbourhood House Registration Form you have read (or had read to you) this Personal Consent Statement and understand the consent given here.

By giving your consent you have agreed to:

  • Your images, either photographs or recordings, work product and testimonials being used in any and all marketing and promotion including but not limited to print / social media, websites, promotional flyers and materials.
  • Not to take legal action or seek payment or benefit against the Ballarat East Neighbourhood House for any reason relating to those uses of the material.
  • You have the right to withdraw your consent at any time prior to the publication of the images, work examples or testimonials by writing to the BENH Manager with your request to withdraw consent.
  • If you only wish to give consent for specific situations please contact our office for a separate consent form.

Note: Staff will also verbally ask for your consent before taking any photos or recordings, giving you the opportunity to opt out of a photograph or recording at any time.

Physical Activity

As a participant of activities including physical movement such as Tai Chi/Yoga/Walking Group/Delivering Newsletters:

  1. You agree that this activity is aimed at both enjoying the physical activity as well as the company of others.
  2. You are aware that there is a risk in any physical activity, including Tai Chi/Yoga/Walking Group/Delivering Newsletters, and you voluntarily accept that risk.
  3. You declare that you are physically capable to undertake this activity, and will seek medical advice before commencing if you have any concerns regarding your capacity, for example, due to any medical condition.
  4. You acknowledge that you are responsible for your own safety whilst participating in any Ballarat East Neighbourhood House activity, particularly those which include physical movement. You accept it is your sole responsibility for all risks and liabilities that may arise from your participation, and release the Ballarat East Neighbourhood House and its members from claims, liability, demands and proceedings from or in relation to any loss, damage or personal injury which may be sustained as a result of your participation.
  5. If you have any injuries or issues which may affect your ability to partipate fully in the activity, please arrive early and discuss with the activity organiser.

Fees and Enrolment

Ballarat East Neighbourhood House will keep fees to a minimum to ensure everyone has the opportunity to participate in our programs and activities.

Some activities run by Ballarat East Neighbourhood House are pay-as-you-go, cash on the day. For other activities, we ask participants to pay the activity fees either in cash, via EFTPOS or by on-line payment prior to the activity commencement date.

If you are having difficulty in paying the full fee in one payment, payment can be made by instalment. For people experiencing financial hardship, the fees may be waived with approval from the Manager.

Registrations can be made over the phone or in person, but a place in a course is not confirmed until a registration form is completed and the payment received. If a place is not available, your name will be placed on a waiting list.

For enrolment in an ACFE-funded class run in partnership with the Ballarat Neighbourhood Centre or Wendouree Neighbourhood Centre, please note you must be aged over 16 years and meet Department of Education eligibility criteria.

Class Attendance

Certificates of Participation are issued for all Learn Local funded classes for learners who have attended at least 75% of their scheduled classes.

If you are unable to make a class please contact the Ballarat East Neighbourhood House as soon as possible to let your tutor know of your non-attendance. Please leave a message if calling outside office hours.


The information provided by Ballarat East Neighbourhood House on these pages is provided as a guide only. It is intended to assist you with your participation in our education, training and community activities. All information is provided in good faith and to the best of our abilities. However, we cannot guarantee there are no mistakes or errors. We reserve the right to cancel classes and make amendments and changes to this information at any given time.

Cancellation and Refund Policy

Cancellation Policy

Ballarat East Neighbourhood House (BENH) reserves the right to cancel activities if the required minimum number of participants enrolled prior to the activity starting date is not met. A full refund will be given for payments received.

Refund Policy

Fee refunds are not automatic and must be applied for in writing to the Manager.

The following will be taken into account before a Refund is issued:

  • Approved fee refunds are only processed after the fees have been cleared through the bank account.
  • A student excluded, suspended, or expelled under a BENH/BNC/WNC policy or procedure is not entitled to a refund (except where any Commonwealth or State legislation or code of practice provides otherwise).
  • Where the student ceases training of their own volition prior to the midway point of the program (defined as midway through unit completion, or midway through time period of course, whichever is the earlier), the maximum fee refund will be 50% of the total fee payment.
  • Where the student ceases training of their own volition after the midway point of the program as defined above, no refund is payable.
  • Refunds will not be issued after course commencement except in exceptional circumstances or where funding guidelines stipulate this requirement. In exceptional circumstances a participant may apply in writing for special consideration of a refund for the following bereavement, hospitalisation and/or unexpectedly having to assume carer’s responsibilities.
  • BENH will not issue refunds for a change in working hours; inconvenient travel; moving interstate; job change or change of career direction or change of mind.
  • Actual attendance in class by the student will not be considered when assessing a refund request.

Privacy Policy

Ballarat East Neighbourhood House Privacy Declaration

Ballarat East Neighbourhood House (BENH) respects and upholds your right to privacy in the way we collect, store and use the information you provide to us. Information we collect from you is held in accordance with information privacy laws and the BENH Privacy Policy.

The BENH Privacy Policy requires staff and Committee members to be consistent and careful in the way they manage what is written and said about individuals and how they decide who can see or hear this information. The BENH Privacy Policy can be viewed on the BENH website:

Third Party Reporting

As part of our relationship with government departments, funding partners and referral agencies, we are required to collect and provide them with a range of program / project data and information.

If a third party (agency, employer or other organisation) is paying for or funding a course / activity, please be aware we may provide them with information as required and in compliance with privacy laws.

2022 Victorian Government VET Student Enrolment Privacy Notice

Why we collect your personal information

As we partner with registered Learn Local Organisations (LLO), we collect your personal information so we can process and manage your enrolment in an adult, community and further education course (ACFE) with us.

How we use your personal information

We use your personal information to enable us to deliver ACFE courses to you, and otherwise, as needed, to comply with our partners' obligations as LLOs.

How we disclose your personal information

We are required by law (under the National Vocational Education and Training Regulator Act 2011 (Cth) (NVETR Act)) to disclose the personal information we collect about you to the National VET Data Collection kept by the National Centre for Vocational Education Research Ltd (NCVER). The NCVER is responsible for collecting, managing, analysing and communicating research and statistics about the Australian VET sector, which includes the ACFE sector.

We are also authorised by law (under the NVETR Act) to disclose your personal information to the relevant state or territory training authority.

How the NCVER and other bodies handle your personal information

The Victorian Government, through the Department of Education and Training (the Department), develops, monitors and funds vocational education and training (VET) in Victoria. The Victorian Government is committed to ensuring that Victorians have access to appropriate and relevant VET services. Any personal information collected by the Department for VET purposes is protected in accordance with the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic).

Collection of your data by Ballarat East Neighbourhood House and sharing with our relevant ACFE/LLO providers

Ballarat Neighbourhood Centre (BNC) and/or Wendouree Neighbourhood Centre (WNC) is required to provide the Department with student and training activity data. This includes personal information collected in the enrolment form and unique identifiers such as the Victorian Student Number (VSN) and the Commonwealth’s Unique Student Identifier (USI). BNC and WNC provide data to the Department in accordance with the Victorian VET Student Statistical Collection Guidelines, available at DET website:

Use of your data

The Department uses student and training data, including personal information, for a range of VET purposes including administration, monitoring and planning, including interaction between the Department and Student where appropriate. The data may also be subjected to data analytics, which seek to determine the likelihood of certain events occurring (such as program or subject completion), which may be relevant to the services provided to the student.

Disclosure of your data

As necessary and where lawful, the Department may disclose VET data, including personal information, to its contractors, other government agencies, professional bodies and/or other organisations for VET-related purposes. In particular, this includes disclosure of VET student and training data to the Commonwealth and the National Centre for Vocational Education Research (NCVER).

Legal and Regulatory

The Department’s collection and handling of enrolment data and VSNs is authorised under the Education and Training Reform Act 2006 (Vic). The Department is also authorised to collect and handle USIs in accordance with the Student Identifiers Act 2014 (Cth) and the Student Identifiers Regulation 2014 (Cth).

Survey participation

You may be contacted to participate in a survey conducted by NCVER or a Department-endorsed project, audit or review relating to your training. This provides valuable feedback on the delivery of VET programs in Victoria. Please note you may opt out of the NCVER survey at the time of being contacted.

Consequences of not providing your information

Failure to provide your personal information may mean that it is not possible for you to enrol in VET and/or to obtain a Victorian Government VET subsidy.  

Access, correction and complaints

You have the right to seek access to or correction of your own personal information. You may also complain if you believe your privacy has been breached.

Further information

For further information about the way the Department collects and handles personal information, including access, correction and complaints, go to the Victorian State Government Education and Training website

For further information about Unique Student Identifiers, including access, correction and complaints, go to the Australian Government USI website.

At any time, you may contact Ballarat East Neighbourhood House to:

  • request access to your personal information
  • correct your personal information
  • make a complaint about how your personal information has been handled
  • ask a question about this Privacy Notice

If you wish to enquire about the use of your personal information, contact us at: This email address is being protected from spambots. You need JavaScript enabled to view it.

Ballarat East Neighbourhood House
PO Box 1443, Ballarat East 3354
0422 612 052