Policies and Publications

Website Privacy Policy

At the Diamond Creek Junior Football Club (DCJFC) we believe that privacy is an important individual right, and to that end we will endeavour to abide by the Australian Privacy Principles, as set out in the Privacy Act 1988 (the Act).

This policy sets out how we collect, use, manage and store personal information in accordance with the Act.

1. Terminology

In this policy:

APP means the Australian Privacy Principles prescribed by the Privacy Act 1988
personal information means any information or opinion about a natural person (whether or not true) which is reasonably identifiable
sensitive information means (without limitation) information about an individual’s race, political opinions, religious beliefs, philosophical beliefs, membership of a trade union, sexual preference, criminal record, or health, genetic or biometric information, including “sensitive information” as defined in the Privacy Act 1988
“we” “us” and “our” are references to Diamond Creek Junior Football Club
website means our website at www.diamondcreekjfc.com.au
“you” and “your” means a natural person whose personal information we have knowingly collected

2. What personal information we collect

Depending on the purpose for which we collect personal information, personal information we collect or hold may include information about your:

name;
contact details;
payment details;
identification details;
communications and dealings with us;
telephone recordings, images and video footage;
any other personal information you or a person ostensibly authorised by you submits to us; and
any other information that we consider is reasonably necessary (such as information about your opinions, preferences and interests) to perform our functions and activities.
We may also collect sensitive information, which includes:
an individual’s health information (e.g. we may collect this in connection with returning to play after an injury or for personal safety in the event of pre existing allergies/illnesses.
Working with children checks from prospective and current coaches, committee or volunteers and
information about your ethnic or cultural origin to assist us to develop diversity programs.
Some of the personal information we collect is collected pursuant to club and NFNL requirements such as:
Confirming the age of players;
Return to play requirements;
Welfare policies
occupational health and safety acts and workers compensation acts and
Victorian Childsafe standards

3. How we collect personal information

We collect personal information in a number of ways, including:

Where you provide information directly to us on our website or a hardcopy form;
Where you complete feedback forms or surveys online or using a hardcopy form;
Where you interact directly (including by telephone and video link-up) with our staff
From third parties, such as medical agencies;
From your referees or representatives;
From publicly available sources of information.

Where we collect, use and disclose sensitive information about you, we will only do so where it is reasonably necessary to conduct our business and either:

We have obtained your consent; and
It is permitted by law.

If you do not wish for your personal information to be collected in a way anticipated by our Privacy Policy, we will use reasonable endeavours to accommodate your request. If we do comply with your request, or you provide us with inaccurate or incorrect information, we may not have sufficient information to conduct our business and we may be limited:

In our ability to provide our services to subcontractors and clients;
In our ability to keep you informed of company updates and services information;
In considering your application for employment with us; and
In our ability to respond to your inquiry or request.

4. Purpose of collection, use and disclosure

We collect, use and disclose personal information for the primary purpose of conducting our business, which includes:

Providing and managing the running of a football club;
Establishing, maintaining and managing an account with an organisation;
Delivering service and club update notices to you.
Resolving disputes;
Collecting feedback forms (online or hardcopy) to improve our services;
Responding to an inquiry or request;
Responding to customer feedback or complaints;
Identifying prospective players, members and volunteers and avoiding duplication of records.
Consolidating and verifying our records;
Improving our services;
Compiling and maintaining mailing lists derived from our website or our hardcopy forms and communicating
with persons on those lists;
Fulfilling obligations to, and cooperating with league or government authorities;
To confirm fitness to play
Doing something that one would reasonably expect us to do using the information; and
Where you otherwise provide your consent, whether express or implied.
In conducting our operations, we may share some of your personal information with third parties.
The types of contractors and outsourced service providers we use include providers of:
recruitment and volunteer screening;
training;
debt collection;
archival;
auditing;
accounting;
customer contact;
legal;
document management;
marketing, research and investigation; insurance;
website and technology services; and
advisory services.
As at the date that the Privacy Policy was most recently updated, your personal information is not usually disclosed overseas. If we do disclose your personal information overseas, we will first obtain your consent or otherwise ensure we comply with our privacy law obligations. However you acknowledge that we may utilise the services of a cloud services provider to process and store personal information on our behalf and under our effective control, even if their processing and storage facilities are located overseas.

5. Storage and security of personal information

Where we hold your personal information, we will take appropriate measures to ensure that the information is held securely and may only be accessed by authorised persons. All personal information transmitted via our virtual private network and our customer management system is encrypted.
We store personal information on secure servers, or at fully classed data centres. We annually submit our
servers to annual penetration and vulnerability testing.
Where we store your personal information electronically, there are restrictions as to who has access to that information, for example there is password protection and locked folders. There are also different levels of security access for different individuals, depending on their position at DCJFC. All hardcopies of personal information are stored in a lockable storage room or lockable offices.
Where we store your sensitive personal information electronically, there are additional restrictions as to who has access to that information, for example there are system controls restricting visibility of sensitive personal information on our customer management system to approved personnel with operational requirements to access such information.
Although we take all reasonable measures, we are not responsible for third party circumvention of security measures on our electronic databases or at any of our premises. Please note that third party recipients of personal information may have their own privacy policies and we are not responsible for their actions, including their handling of personal information.
We cannot control the actions of other persons with whom you share your information. Please notify us immediately via email at president@diamondcreekjfc.com.au if you believe there has been any unauthorised access to your information.
If any personal information that we hold is no longer required for the purpose in which it was collected and no applicable law requires us to retain that information, we will take reasonable steps to de-identify, delete or destroy the information.

6. Direct marketing

Unless you ‘opt out’ or we are subject to legal restrictions, we may use and disclose your personal information for direct marketing purposes. This includes contacting you as part of our club fundraising endeavours.

From time to time, we may contact you with information about products and services offered by us and other companies which we think may be of interest to you. This includes offering discounts and special deals to you. When we contact you it may be by mail, telephone, email, SMS, social media or online.
Where we use or disclose your personal information for the purpose of direct marketing, we will:
allow you to ‘opt out’ or in other words, allow you to request not to receive direct marketing communications; and
comply with a request by you to ‘opt out’ of receiving further communications within a reasonable time frame.
To ‘opt out’ of direct marketing, email us at president@diamondcreekjfc.com.au if or contact our club using the details at clause 11 of this Privacy Policy.

7. Our online services – additional information

This section applies to our websites including:
www.diamondcreekjfc.com.au (the Website)
The Website and our other online services including our apps, email communications and social media profiles (together, Online Services). If you use our Online Services, our system may record information such as your server address, top level domain (e.g. .com, .au, etc.), date and time of your visit, content accessed, information downloaded, previous site visited and browser and device type. This information is used for statistical, reporting and website administration and maintenance purposes.
Like many other website, our Website may use ‘cookies’ from time to time. A cookie is a piece of information that allows our system to identify and interact more effectively with your browser. The cookie helps us to maintain the continuity of your browsing session and remember your details and preferences when you return. You can configure your web browser software to reject cookies however some parts of our Websites may not have full functionality in that case. See www.allaboutcookies.org for instructions on deleting and rejecting cookies for many common browsers.
Our Website may use Google services such as Google Analytics from time to time. For more about how Google collects and processes data, please see Google’s privacy policy and their information at www.google.com/policies/privacy/partners/

8. Access and correction

We will use reasonable steps to ensure the personal information we hold is complete, up to date and accurate, so far as it is practicable for us to do so.
You may request access to the personal information we hold about you by contacting our club. If we determine, having regard to the APPs, that it is either not lawful or not required by law to provide you access to the personal information we hold, we will provide you with a written response within a reasonable period of time, setting out our reasons. If we are otherwise obliged or permitted to give you access to that personal information, we will do so within a reasonable time. We reserve the right to charge you a fee for providing access.
If personal information we hold about you is incorrect we will, on your request and where we are satisfied that the information is inaccurate, out of date, incomplete, irrelevant or misleading, take such steps as are reasonable in the circumstances to ensure that the information is corrected. If you request us to correct personal information that we hold about you and we refuse to do so, we will, to the extent reasonable, provide you a written response as to our reasons. Where we decide not to make a correction you request, you may ask us to make a note of your requested correction with the information.
If you wish to have your personal information de-identified or destroyed please let us know and we will deidentify or destroy that information wherever practicable and appropriate. If we become aware that your personal information is no longer needed for any of our purposes, we will take reasonable steps to de-identify or destroy it.

9. Questions and complaints

If you have a question about how we handle personal information, you may contact our President on president@diamondcreekjfc.com.au

The club will co-ordinate the investigation of any complaint and any potential resolution of a complaint. We will aim to resolve all complaints as soon as practicable for us to do so.

If you are not satisfied with our response, you may take your complaint to the Office of the Australian Information Commissioner, whose website is: www.oaic.gov.au

10. Changes to this policy

We may change this Privacy Policy at any time. If we make changes to this Privacy Policy, we will notify you by publication on our website. The revised version of the Privacy Policy will be effective at the time we post it.

The policy will undergo scheduled reviews to ensure that it remains relevant and appropriate, and to re-confirm our commitment to People Management.