Privacy Policy – Australian Parliament Sports Club Limited

The Australian Parliament Sports Club Limited (ACN 688 883 552) (the Company)  is required to comply with the Privacy Act 1988 (Cth) (the Privacy Act) and the Australian Privacy Principles set out in the Privacy Act.

This Privacy Policy outlines what sort of Personal Information we hold, the purposes for which it is held, how that Personal Information is collected, held, used and disclosed, how you can access your Personal Information that we hold, how you can make a complaint about a breach of the Australian Privacy Principles and how we will deal with such a complaint.

1               Type of Personal Information Collected

We may collect and hold Personal Information related to those who access our website or contact us to participate in our events or other activities. Personal Information will vary depending on the nature of your dealing with us or what you choose to share. Such Personal Information may, for example, include:

• Personal Information that you provide to us or authorise us to collect, directly or indirectly, through the use of our website, at face-to-face fundraising events, through associated social media platforms or when you liaise with us over the phone or by email, including your:
  • contact details, including your name, address, phone number and email address;
  • other personal information, including your date of birth, gender, dietary requirements and the details of your emergency contact; and
  • health information, including pre-existing medical conditions, allergies, medications or other information necessary to provide you with medical treatment at an event (if required);
• information you provide to us through surveys or questionnaires, or subscribing to our mailing list;
• information you provide to us when enquiring, applying or registering for a position or opportunity with us as a member, volunteer, employee or contractor, including your work history;
• technical information about your access and use of our website, such as the use of links,[1] server log information,[2] Internet cookies[3] and your communications with our website;
• if you are participating in an event we are managing or delivering, images or audio-visual recordings taken which identify you; and
• any other details which you give us.

We may collect the above types of Personal Information from you when you:

• complete a participation agreement or club membership form;
• participate in surveys or questionnaires, or subscribe to our mailing list;
• enquire, apply or register to participate in an event, for a position or for an opportunity with us as a member, volunteer, an employee, contractor or consultant;
• contact us with a general enquiry; or
• visit our website or social media platforms or attend one of our fundraisers.

2               Disclosure and use of Personal Information

We may collect, use and disclose your Personal Information for many purposes in connection with our functions and activities described above, including for the following purposes:

• managing, planning, advertising and administering programs, events, competitions, conferences, training days and/or offer additional benefits to you;
• to enable you to donate to us and for us to generate and provide receipts for your donations;
• advertising and marketing, including to send you promotional information about our events, services and information about third parties that we consider may be of interest to you;
• recruitment processes (including for volunteers or contractors) to provide training or to communicate future opportunities;
• analytics, market research and business development, including to operate and improve our website, goods, services, programs, associated applications and associated social media platforms;
• researching, developing and expanding our facilities and services;
• to comply with our legal obligations and resolve any disputes that we may have; and
• other purposes explained at the time of collection or otherwise as set out in this Privacy Policy.

We may use or disclose Personal Information to:

• our volunteers, contractors, employees, or related entities;
• third parties, including agents or sub-contractors, who assist us in providing information, products or services to you;
• sponsors or promoters of any competition or event we run;
• third party service providers for the purpose of enabling them to provide their services to us, including (without limitation) those who assist in processing and collecting our donations, IT service providers, data storage, web-hosting and server providers, maintenance or problem-solving providers, marketing or advertising providers, conducting surveys, conducting mail outs, undertaking market research, professional advisors and payment systems operators. This may include parties that store data outside of Australia;
• anyone to whom our business or assets (or any part of them) are, or may (in good faith) be transferred;
• courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights;
• any other third parties you authorise us to disclose Personal Information to.

Where we disclose your Personal Information to third parties, we will request that the third party handle your Personal Information in accordance with this Privacy Policy. It is unlikely that we will disclose your Personal Information to overseas recipients.

3               How we treat sensitive information

‘Sensitive information’ is a sub-set of Personal Information that is given a higher level of protection under the Privacy Act. It includes information relating to your racial or ethnic origin, health information or biometric information.

Sensitive information may be collected when you enquire, apply or register to participate in an event or competition. You do not have to provide sensitive information to us. We will not collect sensitive information about you without first obtaining your consent.

4               Your rights and controlling your Personal Information

Choice: Please read this Privacy Policy carefully. You do not have to provide Personal Information to us, however, if you do not, it may affect your use of this website or the products and/or services offered on or through it.

Information from third parties: If we receive Personal Information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing Personal Information about somebody else, you represent and warrant that you have such person’s consent to provide the Personal Information to us.

Restrict: You may choose to restrict the collection or use of your Personal Information for direct marketing purposes.  If you have previously agreed to us using your Personal Information for direct marketing purposes, you may change your mind at any time by contacting us using the details below. We will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable for us to deal with individuals anonymously or pseudonymously on an ongoing basis. If we do not collect Personal Information about you, you may be unable to utilise our services or participate in our events, programs or activities we manage or deliver.

Access: You may request details of the Personal Information that we hold about you.  An administrative fee may be payable for the giving of access to the requested Personal Information.  In certain circumstances, as set out in the Act, we may refuse to provide you with access to Personal Information that we hold about you. If we do refuse your request, we will provide you with a reason for our decision. Please contact our privacy officer using the contact details below to request access.

Correction: We will take reasonable steps to correct any Personal Information found to be inaccurate, incomplete, misleading or out of date. You can help us to do this by letting us know if you notice errors or discrepancies in Personal Information we hold about you and letting us know if your personal details change. If you request a correction of your Personal Information, we will take reasonable steps to correct your information.

We may decline your request to access or correct your Personal Information in certain circumstances in accordance with the Privacy Act. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your Personal Information about the requested correction.

Complaints: If you believe that we have breached the Australian Privacy Principles and wish to make a complaint, please contact our Privacy Officer using the details below and provide us with full details of the alleged breach.

The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within 7 working days.

If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within 7 working days and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.

In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to your complaint, or you consider that we may have breached the Australian Privacy Principles, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992 or by using the contact details on the website.

Unsubscribe: To unsubscribe from our e-mail database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

5               Storage and security

Personal Information will only be retained for as long as necessary for the purpose it was provided or as required by law.

We take all reasonable steps to protect Personal Information from disclosure, unauthorised access, modification, misuse or loss. To keep electronic information secure, we use a range of security measures, such as restricting access to users who have a valid username and password.

We destroy Personal Information no longer needed for the purposes for which it was intended or if we are no longer required by law to retain it. Hard copy documents are properly disposed of and all electronic information is deleted from our systems.

6               Affiliated Websites

We offer some of our services in connection with other websites. Personal information that you provide to those websites may be sent to us in order to deliver the service. We process such information in accordance with this Privacy Policy. The affiliated websites may have different privacy practices and we encourage you to read their privacy policies. Those websites are not governed by this Privacy Policy.

This Privacy Policy applies to the Company and its services only. We do not exercise control over the sites displayed as search results or links from within our various services. These other sites may place their own cookies or other files on your computer, collect data or solicit Personal Information from you.

7               Amendments

We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.

8               Privacy Enquiries

Enquiries relating to our Privacy Statement, practices or procedures should be directed to our Privacy Officer, Andy Turnbull at andyturnbull@cipsport.com.

Our Privacy Officer will respond to your enquiry within 7 working days.

Last review and updated: 8 July 2025