Henwood Park Football Club

This policy identifies the manner of collection and use of private information by Henwood Park Football Club, and sets out the process whereby individuals can identify the information held and correct it if it is wrong. The policy also clarifies how names and photographs of individuals will be used on the Club website or in newsletters or other documents circulated amongst members or the public.

It is based on the National Privacy Principles (NPPs) in the Commonwealth Privacy Act 1988.

Terms:

For the purposes of this document:

"The Club" and "we" refer to Henwood Park Football Club Inc.
"Member" refers to a person who has registered with the Club as a player or official, including Life Members. If the registered person is a minor then the term also includes his/her parent or guardian.

Collection and Use of Personal Information:

Registration Information: In its capacity as a Club affiliated with Football Wagga Wagga and Football NSW, the Club collects personal information. Such information may include name, date of birth, address, telephone number(s), identification photographs, school (if applicable), email address(es) and grading status. This information is collected for the maintenance of the Club membership database and to facilitate registration with Football Wagga Wagga, Football NSW and/or Football Federation Australia, insurance purposes, and for communication both with and between Members. We do this for the purposes of providing and enhancing participation by the member in sporting and other activities organized by or with the help of the Club.

Where appropriate this policy may need to be read in conjunction with the privacy policies of those organizations with which the we are affiliated (see below for details).

Website: When you visit the Club website, the web server may record the IP address you come from, the browser type and computing platform you are using, which pages were requested, the duration of your session and other similar information. None of this can identify you personally. We may use this information to analyse the way that site visitors use our site, in order to improve our site and the services that we offer.

Cookies: A cookie is a small data file that certain web sites write to your hard disk when you visit them. The Club website uses cookies to save information such as your preferred text size or computer monitor settings, to restore the same settings on your next visit and thereby enhance your experience. Website users who are authorized for access at a more secure level than the general public can also opt to have their login details saved in an encrypted form in a cookie to facilitate subsequent logins. Other than in this situation, we do not store any personal information in cookies. A cookie cannot read data on your hard disk or access cookie files created by other sites. You can disable cookies from within your browser, however if you do so you may not receive the optimum experience from visiting the Club website.

Public Forums: The Club website may make chat rooms, forums, message boards, and/or news groups available to its users. Any information that is disclosed in these areas may become public and caution should be exercised when deciding to disclose personal information in these media.

Security of Information:

The Club will take reasonable precautions to keep personal information secure.

Disclosure of Information:

The Club will not disclose personal information other than in accordance with this policy.

Personal information will be disclosed to Football Wagga Wagga, Football NSW and/or Football Federation Australia as required and to the extent necessary in order to effect Player and/or Team Official Registration.

Personal details will be distributed to the relevant Team Officials such as Coaches and Managers as applicable for their use in facilitating the involvement of Members in sporting and/or other activities. In addition details are available to Club Officials as required in the performance of their duties with the Club.

We may be required by sponsorship agreements to divulge personally identifiable details to sponsors, however we will not do so where the Member has requested us not to. We will not under any circumstances divulge personally identifiable details of minors to sponsors. We will not disclose any personally identifiable information to a sponsor until we are satisfied the sponsor itself has an effective Privacy Policy that complies with the National Privacy Principles.

Aggregated statistical data such as the number and gender of players or teams may be disclosed without restriction by the Club.

We will provide personal details to third parties if required to, and to the extent necessary, by law or for the health or safety of any person.

It is the responsibility of the individual Member to advise the Club of any legal arrangements that would require the information to be controlled to prevent dissemination of any information, even to family members.

Publication of Personal Photographs and Names:

As part of the information provided for Members, we may publish photographs or names on the Club’s website and/or printed matter such as Newsletters. It is not generally possible to prevent access to this material by persons with no connection or interest in the Club and we have no control over the use to which third parties may put these details. The following guidelines will be followed where practicable:

Generally speaking, permission for the Club to directly use image and name details in the manner described above will be granted or withheld in accordance with the wishes expressed on the Member’s Application for Registration form completed each Season;
Photographs in which an individual is clearly recognizable will not be used if the individual has requested that no photographs be published;
Photographs of individuals will be withdrawn from publication on the Club’s website as soon as possible after receival of a request to do so by the individual concerned;
Discretion will be used with photographs of young children to reduce the risk of the inappropriate exploitation of these pictures by others;

Opt Out:

We provide all Members the opportunity to 'opt out' of any direct mail out of publicity or news material. In such cases the Member can elect not to receive further information of this type from the Club, however this may result in the member not receiving information relevant to the Member’s participation in sporting and other events.

Accuracy of Information:

We take reasonable steps to make sure that the personal information that we collect, use or disclose is accurate, complete and up to date. We will provide Members with reasonable access to the personal information that we hold about them. If the information we hold is not accurate, complete and up to date, we will take reasonable steps to correct this information upon the written request of the Member.

Who to Contact:

If you have any questions or comments about this policy, or to request access to your own personal information, please contact the Registrar in the first instance.

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