PRIVACY POLICY
CONTENTS
1. About this Privacy Policy
Schools in Action Pty Ltd ABN 32 646 332 514 (“we”, “us” or “our”) recognises the importance of privacy and is committed to protecting your privacy when handling your personal information. We handle personal information for purposes relating to our functions and activities involving organising and conducting sports events for school students.
This Privacy Policy describes how we collect, hold, use and disclose personal information for purposes relating to our sports event functions and activities in an open and transparent manner. This Privacy Policy applies to all personal information that we collect for purposes relating to our sports event functions and activities. Personal information is any information about an identified or reasonably identifiable natural person including any health information about the health or disability of such a person.
This Privacy Policy applies to personal information that we collect about students, parents and guardians of students, school representatives, volunteers, contractors, employees and other persons. By providing us with your personal information you consent to us collecting, holding, using and disclosing it in accordance with this Privacy Policy. If you revoke your consent to us collecting, holding, using or disclosing your personal information in accordance with this Privacy Policy then you may not be able to attend, participate in or assist us with our sports events.
If you provide us with any personal information about another person then we rely upon you to inform that person of the details contained in this Privacy Policy.
2. Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information for purposes relating to our sports event functions and activities.
If you are a student or a parent or guardian of a student then we may collect, hold, use and disclose your personal information for the following purposes:
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you attending or participating in our sports events
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managing our relationship with you as a student or parent or guardian of a student respectively
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promoting our sports events
If you are a school representative then we may collect, hold, use and disclose your personal information for the following purposes:
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you attending or assisting us with our sports events
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managing our relationship with you as a school representative
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promoting our sports events
If you are or apply to become a volunteer, contractor or employee with us then we may collect, hold, use and disclose your personal information for the following purposes:
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you assisting us with our sports events
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managing our relationship with you as an actual or prospective volunteer, contractor or employee respectively
If you contact us to enquire about our sports events then we may collect, hold, use and disclose your personal information for the purpose of responding to your enquiry.
In all cases we may collect, hold, use and disclose your personal information for the following purposes:
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providing you with information about our sports events
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evaluating or improving our sports events
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carrying out our sports event functions and activities
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complying with our legal and regulatory obligations
3. What kinds of personal information we collect
If you are a student the kinds of personal information about you that we may collect and hold include:
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your personal details including name, contact details, date of birth, age, gender, country of birth, nationality, languages spoken, photos, videos and student record information
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your family information including parents, guardians, emergency contacts and next of kin
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your health information including dietary requirements, illnesses, immunisations, allergies, adverse reactions, prescription information, medicines, disabilities, organ donation and healthcare providers
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your sports event information including events and competitions entered and event and competition results
If you are a parent or guardian of a student the kinds of personal information about you that we may collect and hold include your name and contact details and your student’s name.
If you are a school representative the kinds of personal information about you that we may collect and hold include your name, contact details and school details.
If you are or apply to become a volunteer, contractor or employee with us then the kinds of personal information about you that we may collect and hold include your application details and volunteer, contractor or employee details respectively including your name and contact details, date of birth, gender, Working With Children eligibility, employment history, referee contact details, educational qualifications, health conditions and criminal convictions where applicable.
If you contact us to enquire about our sports events then we may collect and hold include your contact details.
In all cases the kinds of personal information about you that we may collect and hold include your communications information including your message content, date and time.
We will not collect any sensitive information about you without your consent unless we are required or permitted by law to collect the information. Sensitive information includes information about a person’s health, biometrics, genetics, ethnic background, religious beliefs, religious affiliations, philosophical beliefs, professional memberships, trade memberships, political memberships, political opinions, sexual preferences or criminal record.
If we are not provided with any personal information about you which we request then you may not be able to attend, participate in or assist us with our sports events.
4. What kinds of website user information we collect
We may use cookies or similar technologies to collect information about your use of our website www.schoolsinaction.com.au (“Website”). A cookie is a small text file that may be stored on your computer, mobile or other device by your web browser when you access or use our Website.
The kinds of information that we may use cookies or similar technologies to collect and hold about your use of our Website include your IP address, domain name, locality, operating system, browser type, referring website, search terms, pages and links accessed, and browsing date and time. We may use this information for the purpose of maintaining and improving our Website and enhancing your experience browsing our Website.
If you do not wish us to use cookies or similar technologies to collect information about your use of our Website then you may set your computer, mobile or other device to disable cookies but some parts of our Website may not function properly if cookies are disabled.
5. How we collect personal information
We usually collect your personal information directly from you but we may also collect your personal information from third parties for purposes relating to our sports event functions and activities.
Direct collection
If you are a student then we may collect your personal information directly from you when you attend or participate in, or apply to attend or participate in, our sports events.
If you are a parent or guardian of a student then we may collect your personal information directly from you when you attend or apply to attend our sports events.
If you are a school representative then we may collect your personal information directly from you when you attend or assist us with, or apply to attend or assist us with, our sports events.
If you are or apply to become a volunteer, contractor or employee with us then we will collect your personal information directly from you at the time you are or apply to become a volunteer, contractor or employee respectively.
If you contact us to enquire about our sports events then we may collect your personal information from you at that time.
In all cases we may collect your personal information directly from you when:
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you communicate with us by telephone, email, standard form, letter, facsimile or other means
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you request us to provide you with information about our sports events
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you complete a survey or provide feedback in respect of our sports events
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you subscribe to receive news or other information about our sports events
Third party collection
We may also collect your personal information from a third party or publicly available source for purposes relating to our sports event functions and activities.
If you are a student then we may collect your personal information from:
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your parent or guardian, or school in connection with you attending or participating in our sports events
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our service providers that assist us to carry out our sports event functions and activities including information technology providers and billing providers
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our agents, partners, affiliates and other trusted entities that assist us to carry out our sports event functions and activities including National, State and Territory sporting organisations
If you are a parent or guardian of a student then we may collect your personal information from:
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your student’s school in connection with you attending our sports events
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our service providers that assist us to carry out our sports event functions and activities including information technology providers and billing providers
If you are a school representative then we may collect your personal information from:
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your school in connection with you attending or assisting us with our sports events
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our service providers that assist us to carry out our sports event functions and activities including information technology providers
If you apply to become a volunteer, contractor or employee with us then we may collect your personal information from your referees in connection with your application.
In all cases we may collect your personal information from government departments, agencies and bodies in connection with carrying out our sports event functions and activities.
6. When you will have the option of not identifying yourself
We will give you the option of not identifying yourself or using a pseudonym when dealing with us in relation to a particular matter except where it is impracticable or unlawful for us to do so. You may not need to identify yourself when you request that we provide you with general information about our sports events.
7. How we disclose personal information
We may disclose your personal information to third parties for purposes relating to our sports event functions and activities.
If you are a student then we may disclose your personal information to:
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your parent or guardian, your school or our event partners in connection with you attending or participating in our sports events
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other competing schools in connection with you participating in our sports events
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our event partners or National, State or Territory sporting organisations for the purpose of you being provided with information about events organised by our event partners or National, State or Territory sporting organisations respectively
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the public on our Website, our event partners’ websites or social media platforms operated by us or our event partners in connection with you participating in our sports events
If you are a parent or guardian of a student then we may disclose your personal information to your student’s school in connection with you or your student respectively attending, participating in or assisting us with our sports events.
If you are a school representative then we may disclose your personal information to:
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your school or our event partners in connection with you attending or assisting us with our sports events
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other competing schools in connection with you assisting us with our sports events
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our event partners or National, State or Territory sporting organisations for the purpose of you being provided with information about events organised by our event partners or National, State or Territory sporting organisations respectively
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the public on our Website, our event partners’ websites or social media platforms operated by us or our event partners in connection with you attending or assisting us with our sports events
In all cases we may disclose your personal information to:
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members of the public in publications which contain information about our sports events
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our service providers that assist us to carry out our sports event functions and activities including information technology, billing, printing and mailing providers
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our agents, partners, affiliates and other trusted entities that assist us to carry out our sports event functions and activities
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government departments, agencies and bodies in connection with carrying out our sports event functions and activities
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our professional advisers including accountants, auditors and lawyers in connection with carrying out our sports event functions and activities
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an actual or potential purchaser, acquirer, financier or insurer of all or any part of our business that handles your personal information
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a body that takes over some or all of our functions that involve the handling of your personal information
The third parties to which we may disclose your personal information may be located in Australia or other countries including the United States.
We will not disclose your personal information to any third parties for any other purpose without your consent except where required or permitted by law.
We will not sell, trade or rent your personal information to any third parties for marketing purposes without your consent.
8. How we use personal information for direct marketing
We may use your personal information to provide you with news or other information about our sports events that may be of interest to you. In each such communication we will describe how you may at any time request not to receive any further such communications from us. We will give effect to your request not to receive any further such communications from us as soon as practicable.
9. How we hold and protect personal information
We hold personal information that we collect in both physical and electronic storage facilities including paper-based files, computer servers, desktop and laptop computers, tablets, mobile phones, cameras and other portable data storage devices.
We protect personal information that we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure using both physical and electronic security measures which include secure premises, physical access restrictions, locked cabinets, secure databases, password access and anti-virus software.
If we hold any personal information that we no longer need for any purpose for which we may lawfully use or disclose the information then we will take reasonable steps to destroy or de-identify the information unless we are required or permitted by law to retain the information.
10. How to access, correct and delete your personal information
You may request to access, correct or delete any of your personal information which we hold. You should promptly notify us if you become aware that any of your personal information which we hold is inaccurate or out-of-date.
If you wish to access, correct or delete any of your personal information which we hold then please contact our Privacy Officer using the contact details below. You will be required to verify your identity before you will be allowed to access, correct or delete any of your personal information which we hold. You may not be allowed to access, correct or delete any of your personal information which we hold where we are required or permitted by law to refuse to allow such access, correction or deletion.
11. How to make an enquiry or complaint
If you have an enquiry or complaint about our handling of your personal information, please contact our Privacy Officer using the contact details below. A complaint about our handling of your personal information should first be made in writing to our Privacy Officer setting out details of your complaint. Our Privacy Officer is responsible for dealing with all enquiries and complaints about our handling of personal information.
12. How we update this Privacy Policy
We may update this Privacy Policy from time to time to take into account changes to our information handling practices by making available an updated version of this Privacy Policy on our Website. You should regularly review the current version of this Privacy Policy available on our Website.
13. How to contact us
You may contact our Privacy Officer using the contact details below:
Privacy Officer
Schools in Action
Email: privacy@schoolsinaction.com.au
This Privacy Policy is effective as of 31 March 2021
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