Policies

2023 Privacy Policy

March 2023

From time to time, The Oakleigh District, Football Netball Cricket Club Inc. (ODFNC) may be

bound to comply with the Privacy Act 1988 (Cth) (“the Privacy Act”) and the Australian

Privacy Principles (or APPs) set out in that Act. Whether or not it is bound at a particular

time, ODFNC aims at all times to deal with the personal information of individuals in a way

that is consistent with the APPs.

This Policy describes ODFNC’s approach to dealing with

personal information.

The purposes for which ODFNC collects, holds, uses and discloses personal information.

ODFNC provides organised sport at the grass roots level across specific sports, including

Australian Rules Football, Netball and Cricket. Ultimately, ODFNC aims to deliver

participation and development opportunities for amateur athletes through the club

structure and provide further opportunities for involvement in various programs and events

that provide various health and social benefits. ODFNC works with the various associated

leagues, Council and state bodies to develop the organisation through collaboration and

alignment and improved effectiveness. As a membership-based organisation, information is

collected for the purposes of registration and communication.

The kinds of personal information that ODFNC collects and

holds

In undertaking its activities ODFNC, at its various levels, collects & 'personal information'. This

may include (but is not limited to) a person’s name, contact details, date of birth,

occupation, family background and financial records. The personal information that ODFNC

holds will depend on the nature of the activity or service. ODFNC will only collect personal

information to the extent relevant for the relationship it has with each person.

ODFNC also holds sensitive personal information, for example about a member or an

athlete. This may include (but is not limited to) information about health, disability,

personnel files, employment histories and tax file numbers.

Recognising that the Privacy Act places restrictions on collecting sensitive personal

information about person. ODFNC may collect sensitive information when:

providing health services to persons (for example to an athlete)
providing sport services to persons (for example to an athlete)
it is required to provide specific services
assessing eligibility of volunteers
for the purpose of meeting legal obligations

If ODFNC conducts online collaboration, social media or market research, it may also ask for

public opinions about its services. These will be treated as personal information if they

contain personally identifiable information.

How ODFNC collects and holds personal information

If it is reasonable and practical to do so, ODFNC will collect personal information directly

from the persons concerned with their consent. This may be through application forms,

surveys, over the telephone, the Internet, or in person.

ODFNC may also need to collect personal information from other people or organisations.

This information is collected with the person’s consent, except for in circumstances allowed

for by legislation. Sometimes this may happen without direct involvement. Some examples

of the people or organisations from which ODFNC may collect personal information are:

sporting organisations
publicly available sources of information (such as telephone directories)
person’s representatives (such as a parent, coach, legal adviser, manager)
person’s employers
other government agencies
law enforcement agencies

So that ODFNC can better tailor information and services to individual needs, when it sends

email messages, it may use technology to identify persons to know when an email is opened

or links within an email are used.

ODFNC will hold the information it collects on electronic systems, and where appropriate in

paper format. ODFNC may also hold or receive some information on cloud-based systems.

Where this occurs, ODFNC will require the relevant service to be compliant with its privacy

and security standards in protecting personal information.

How ODFNC will keep personal information accurate and up-to-date ODFNC seeks to maintain

the quality of its information holdings by taking reasonable administrative and technical steps

to make sure that the information collected, used and disclosed is accurate, complete and up-to-date.

How ODFNC will keep information and data secure

Paper documents are protected from unauthorised access or use through the various

security systems that we have over our physical premises. Users also aim to maintain up-to-

date computer and network security systems with appropriate firewalls, access controls and

passwords to protect electronic copies of personal information.

If we no longer require an individual’s personal information, we will generally take

reasonable steps to destroy it in a secure manner or remove identifying features from it.

This is subject to any legal obligation that requires ODFNC to keep information for a certain

period of time.

In what circumstances would ODFNC provide personal information to others, including overseas providers

Sometimes ODFNC may provide personal information to external organisations. Generally, these are organisations

that help ODFNC conduct its programs and activities.

These organisations may include:

sport partners (sporting organisations, including those overseas with whom we have agreements to provide funding or services)
cloud based services that host ODFNC data on its servers
authorised representatives of ODFNC
payment systems operators (for example, our online facility to receive credit card
payments)
our accountants, auditors or lawyers
local Council
a person’s representatives (for example a parent, coach, legal adviser, manager)

ODFNC strives to limit the information it provides to outside organisations to what they

need to provide their services to us - or to provide services to ODFNC members. ODFNC

requires any organisation that it contracts with to use the personal information provided

only for the purposes of the specific service being provided to ODFNC, and for no other

purpose.

ODFNC may also need to provide personal information to others outside ODFNC where:

ODFNC is required to by law or has a public duty to do so. For example, a Court, a regulator (such as the Australian Taxation Office or the Police can compel ODFNC to disclose personal information to them);
the information relates to a sports drug and safety matter or is otherwise relevant to the performance of the functions of the Australian Sports Anti Doping Authority and as such may be provided to the Australian Sports Anti Doping Authority;
persons have expressly consented to their personal information being supplied to others for particular purposes.

Access to personal information held by ODFNC and the correction of that information

Any person who believes that ODFNC holds personal information about them may contact

ODFNC to seek access to that information. In most cases, ODFNC will provide access,

although there might be reasons why ODFNC considers this inappropriate – for example

where access would involve infringing on another person's privacy.

If after accessing information held about any person, they consider that it is inaccurate, out-

of-date, incomplete, irrelevant or misleading for the purposes for which it is held, then they

may request ODFNC to amend it or where applicable log into the ODFNC website and

change it themselves.

In most cases, ODFNC will amend or permit the person to amend the information. In the

first instance a person can request access to their personal information by contacting

ODFNC.

Complaints

ODFNC aims to be efficient and fair when responding to any privacy complaint. Any privacy

complaints to ODFNC must be made in writing to the ODFNC President or Secretary. ODFNC

aims to respond to all complaints within a reasonable time period.

Roles and Responsibilities

The overall responsibility for the management of ODFNC privacy ultimately resides with the

ODFNC President. However, authority and responsibility for the management and use of

personal information is delegated and assigned at all levels. Privacy is a shared responsibility

and all ODFNC system users are responsible for implementing privacy policies and practices.

Contact for this Policy:

ODFNC President

Email: c/- oakleighdistrict@efnl.org.au

Tel. 0423 474 211