INTRODUCTION The protection of personal information is important to Gold Coast Volleyball Club Inc. (GCVC).
GCVC is committed to respecting the right to privacy and the protection of personal information.
COLLECTION OF INFORMATION
WHEN INFORMATION IS COLLECTED
Information will be collected from a person when they:
· Become a member of the GCVC
· Are elected/appointed to the Executive Committee of the GCVC
· Subscribe to any publications of GCVC including Event registration
· Subscribe to the GCVC email newsletter
· Voluntarily provide their details in order to receive information from GCVC.
· Participate in a GCVC program or activity (when they need not be a member of GCVC)
WHAT INFORMATION IS COLLECTED
Generally, the information collected by GCVC about a particular person may include:
· a person’s name
· email and/or postal address
· date of birth
· school person attends (where relevant)
· credit card details
· volleyball specific qualifications
· roles performed at previous volleyball events and/or programs.
· Emergency contacts
· Drivers Licence
· Vehicle Registration
· Pictures, Video , Audio
The type of information collected will depend on the circumstances of collection.
GCVC may disclose personal information in certain circumstances. For example:
· when required by law
· to an enforcement body when reasonably necessary
· to lessen or prevent a threat to an individual or public health or safety.
· When engaging Third Party services for Direct Debit Payment Plans or Debt Collection
GCVC will, before or at the time of collection, take reasonable steps to ensure that persons are aware of:
· the purpose for which the information is collected
· the organisations or types of organisations to which GCVC usually discloses information of that kind.
As well as collecting information directly, there may be occasions when GCVC will collect information from third parties. For example, from Member States or State Affiliates.
USING AND DISCLOSING PERSONAL INFORMATION
All personal information collected by GCVC is only available to those authorised individuals who need to handle that information for the purpose of its collection.
In some circumstances, personal information may also be disclosed outside GCVC (ie. to uniform suppliers, sponsors, medical providers, those organisations required by law, mailing houses and other service providers,) and outside Australia. In such circumstances, GCVC will require such parties to keep the information confidential and not to use the information other than the purpose for which it is disclosed to them.
We will assume consent to use non-sensitive information to provide better services and for direct marketing purposes (this may include receiving up-to-date information about events, news and sponsors’ products/services/offers etc). GCVC will also assume consent to disclose personal information to service providers (such as a mailing house) to assist with this process.
If a person has an outstanding debt for more than six months to GCVC, the amount of that debt and the name of the indebted person may be placed on a register maintained by GCVC and distributed to State and National bodies. If a person listed on that register applies for membership of a different Member State or Membership Club, the circumstances of and reason for that debt may be disclosed by GCVC.
Every person whose data is collected by GCVC will have the option to refuse e-mail or posted offers from GCVC by notifying the GCVC Privacy Officer.
KEEPING PERSONAL INFORMATION ACCURATE AND UP-TO-DATE
GCVC will take all reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up-to-date. Personal information can be corrected, completed or up-dated by contacting the GCVC Privacy Officer.
PROTECTING PERSONAL INFORMATION
GCVC stores information in different ways, including by paper and in electronic form.
The security of personal information is important to GCVC and reasonable steps to protect it from misuse, loss, unauthorised access, modification or disclosure will be taken.
Some of the security measures GCVC uses include:
· Confidentiality requirements of our employees and service providers
· Security measures for system access
· Security measures on the GCVC website www.gcvc.org.au
Copyright and right to use photography, audio /video:
GCVC will often take Photos and Videos of events run by GCVC, VQ or VQ affiliates this includes but not limited too Athletes, Coaches, Officials and Supporters. Photos, Video / Audio may be used for further promotion of the GCVC or where the GCVC Executive Committee feel fit. All images taken by GCVC remain the property of the GCVC.
Websites linked to the GCVC website, www.gcvc.org.au, are not subject to GCVC’s privacy standards, policies or procedures. These individual websites would need to be contacted or reviewed directly to determine their privacy standards, policies and procedures.
ACCESS & CORRECTION
Access to an individual's own personal information held by GCVC is permitted, except as otherwise provided under law.
If an individual wishes to access information held by GCVC, they should make a request in writing to the GCVC Privacy Officer. Note that in the interest of protecting the privacy of all our members and customers, GCVC must properly identify the individual and as such, GCVC may telephone the person or require current name and address and a form of identification (such as a driver’s licence or passport) before access to information is provided.
GCVC will assume, unless told otherwise, that a request relates to current records. This will include the personal information which is held on database and files. Generally, a request for information from current records will not attract a charge.
For legal and administrative reasons, GCVC may also store records containing personal information in its archives. A person may seek access to such records, but may be charged a fee for access.
GCVC is required by law to obtain consent in the collection of “sensitive” information. Sensitive information includes (but is not limited to) information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs or affiliations, health information or details of criminal records.
REMOVAL FROM MARKETING DATABASES
Any person who does not want to receive e-mail or posted offers and/or wishes to be deleted from GCVC lists, should put this request in writing and forward it to the GCVC Privacy Officer at the address below.
RESOLVING PRIVACY ISSUES AND COMPLAINTS
Any issues or complaints in relation to the collection, use, disclosure, quality, security and access of your personal information, may be made to the GCVC Privacy Officer, who may be contacted at the address above.
For further information on GCVC’s management of personal information, please contact the GCVC Privacy Officer.
Further information on privacy generally can be found at www.privacy.gov.au or via the Privacy Officer hotline on 1300 636 992.
for more information please contact firstname.lastname@example.org