Lane Cove Tennis Club (ACN 40 329 147 295) recognises and values the protection of your personal information. We respect the privacy of all people using the Club’s facilities and interacting with our website (www.lanecovetennis.com). This policy is designed to ensure that all parties interacting with Lane Cove Tennis Club are aware of and consent to information being collected about them in the circumstances and for the purposes set out in this policy. The policy outlines your rights to gain access to, and seek corrections of, your personal information we hold. Finally, the policy provides information about how you can approach us about your privacy-related concerns and complaints, and how we will deal with such communications.
Information we collect and hold
The term “personal information” has the meaning given to it in the Act. Generally, personal information is any information that can be used to personally identify you. This may include your name, address, telephone number, email address, date of birth, and profession or occupation. If the information that we collect personally identifies you, or you are reasonably identifiable from it, then we will treat that information as personal information.
When you visit our website or engage with the facilities and services of Lane Cove Tennis Club, we may collect personal information.
However, under no circumstances will we request any information from you that may disclose your:
- political, religious or philosophical opinions, beliefs, associations or affiliations;
- health and sexuality;
- racial or ethnic origin;
- membership of a trade union, or a professional or trade association; or
- criminal records.
We may also conduct surveys or market research and may seek other information from you on a periodic basis. These surveys will provide us with information that allows improvement in the types and quality of services offered to you, and the manner these services are delivered.
How we collect your personal information
We collect your personal information directly from you unless it is unreasonable or impracticable to do so. When collecting personal information from you, we may collect it in various ways, including:
- through your access to and use of our website
- when you subscribe to be a member/renew membership
- when you enter competitions, play club events
- when you book a court
- during conversations between you and committee members
- when you communicate with us via email, post or other means
Most commercial websites use ‘cookies’, which are pieces of information that websites send to the browser and are stored in the computer hard-drive. Cookies make using the website easier by storing information about your preferences on the website. This allows the website to be tailored to you for any of your return visits. Cookies will not identify you personally.
If you would prefer not to receive cookies, you can alter your security settings on your web browser to disable cookies or to warn you when cookies are being used. However, by disabling the cookie function in your web browser you may impede your ability to use parts of the website.
Your option not to provide your personal information
Providing us with your personal information is optional. If you do not provide us with the personal information described above, some, or all of the following may happen:
- you may not receive club communications
- you may be hindered in booking and using courts
- we may be unable to tailor the content of our website/communications to your preferences and your experience of our website/communications may not be as relevant, enjoyable or useful as it could be.
Use and disclosure of your personal information
When we hold your personal information, it will be used for the following primary purposes to:
- ensure the proper functioning of the website
- update our records and keep your contact details up to date
- process your membership subscriptions
- process and respond to any complaint made by you
- communicate with you on club activities, events, etc
Who we may disclose your information
We may disclose your personal information to:
- committee members, Tennis Australia and its related entities, or third party service providers in connection with the services that we are providing to you
- our insurers (via our association with Tennis Australia)
- any other organisation or individual for any authorised purpose with your express consent.
Protection of your personal information
We will not sell, distribute, rent, licence, disclose, share or pass your personal information onto any third parties, other than those who are contracted to us to keep the information confidential whether subject to a statute or a scheme which imposes similar restrictions to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth), as amended, regarding the handling of personal information.
Should a third party approach us with a demand to access your personal information, we will take reasonable steps to redirect the third party to request the information directly from you, wherever it is lawful and reasonable for us to do so.
If we are compelled to disclose your personal information, to a third party we will take reasonable steps to notify you of this in advance, wherever it is lawful and reasonable for us to do so.
Security of personal information
Your personal information may be stored both electronically and in hard-copy form. We are committed to keeping your personal information secure and we will take reasonable steps to ensure your personal information is protected from misuse and loss and from unauthorised access, modification or disclosure.
You use the website at your own risk; we accept no responsibility, whether we are deemed to have been negligent or not, in the event of a security that affects your privacy.
Accuracy and quality of personal information
We will take all reasonable steps to ensure that:
- all information collected from you is kept accurate, up to date and complete; and
- the personal information that we use or disclose is, having regard to the purpose of the use or disclosure, accurate, up-to-date, complete and relevant.
Access to and correcting your personal information
You may request access to any personal information that we hold about you at any time by contacting us (see the details below). Where we hold information that you are entitled to access, we will try to provide you with suitable means of accessing it (for example, by posting or emailing it to you).
We will deal with all requests for access to personal information as quickly as possible. Requests for a large amount of information or, information which is not currently in use, may require further time before a response can be given.
We may charge you a reasonable fee to cover our administrative and other reasonable costs in providing the information to you. We will not charge you for simply making the request and will not charge for making any corrections to your personal information.
There may be instances where we cannot grant you access to the personal information we hold. For example, we may refuse access if granting access would interfere with the privacy of others, or would result in a breach of confidentiality, or if your request is frivolous or vexatious, or where we reasonably believe that giving access would pose a serious threat to the life, health or safety of any individual, or to public health/public safety, or if it would result in unlawful activity or misconduct of a serious nature, or would be to the detriment of Lane Cove Tennis Club.
If we refuse to give you access, we will provide you with reasons for our refusal, unless doing so would be unreasonable in the circumstances. We will also take reasonable steps to give you access in a way that meets your needs without giving rise to the reasons of our refusal. Further, we will provide details of how you may make a complaint about our decision.
In the case we have corrected personal information about you, you may request that we take reasonable steps to give notice of the correction to any third party to which we have disclosed the inaccurate, out of date, incomplete or misleading personal information.
These mechanisms for correcting your personal information operate alongside, and do not replace, other informal or legal procedures by which you may be provided correction of your personal information.
Overseas transfer of personal information
It is not part of our standard procedure to disclose personal information to overseas recipients. However, if we have reason to transfer your personal information overseas, we will first seek your consent to do so, unless the disclosure of the information is required or authorised by or under an Australian law or a court/tribunal order.
Concerns and complaints about breaches of privacy
If you have concerns about how we handle your personal information, it is important that you notify us as soon as possible so that we can investigate it. We will treat your complaint confidentially, investigate your complaint and aim to ensure that we contact you and that your complaint is resolved within a reasonable time (within the time required by the Act if applicable).
Our Privacy Officer can be contacted via:
Lane Cove Tennis Club
PO Box 45
Lane Cove NSW 1595