Reviewed and approved by SNSW Board 22nd April 2018
Approved by the Board:26 October 2017
Updated:October 2017
Review date:October 2018
SOFTBALL AUSTRALIA LIMITED
ACN 092 181 318
Level 1 I Suite 2 I 273 Wellington Street I Collingwood Vic 3066 I Australia
T: +61 3 9417 0022 I F: +61 3 9417 3399 I E: I W:
Table of contents
1Introduction
2Why does Softball Australia collect personal information?
3What personaland sensitive information doesSoftball Australia collect?
Personalinformation
Sensitiveinformation
4HowdoesSoftball Australiacollect and hold personal information?
5Providing information
Collectionfromthirdparties
Informationstorageandprotection
6HowdoesSoftball Australiause and disclose personalinformation?
Use
Disclosure
Directmarketing
Otherdisclosures
Softball Australiawebsite
7Accessing and seeking correction ofinformation held bySoftball Australia
8Data security
9Resolving privacyissues andcomplaints
SAL Privacy Policy FINAL
Updated: October 2017Page 1
1Introduction
1.1TheprotectionofpersonalinformationisimportanttoSoftballAustraliaLimited(Softball Australia). SoftballAustraliaiscommittedtorespectingindividual'sprivacyandtheprotectionofpersonalinformation.
1.2ThisdocumentsetsouthowSoftball Australiamaycollect,holdandusepersonalinformation.ByprovidingyourpersonalinformationtoSoftball Australia,youconsenttoitsuse,storageanddisclosureinaccordancewiththisPrivacyPolicy (Policy).
1.3ThisPolicydealswiththecollection,useanddisclosureofpersonalinformation,aswellasaccesstopersonalinformationandsecurityissues.ItappliestoalltheactivitiesofSoftball AustraliaanditsMemberStates,AssociationsandClubs.
2Why does Softball Australia collect personal information?
2.1Softball Australia collects personal information (defined below) in order to properly and efficiently carry out its functions, including to provide you requested products and services, and to facilitate the provision of marketing and promotion services that may be of interest to you.
2.2Softball Australia uses personal information only for the purposes for which it was provided and for directly related purposes (unless otherwise required by or authorised under law). Softball Australiamay state a more specific purpose at the point that your information is collected.
2.3If you do not provide us with the information that Softball Australiarequests, Softball Australiamay not be able to provide you with itsproducts or services.
3What personaland sensitive information doesSoftball Australia collect?
Personalinformation
3.1"Personalinformation"isinformationoranopinion(includinginformationformingpartofadatabase),whethertrueornot,andwhetherrecordedinmaterialformornot,aboutanindividualwhoseidentityisreasonablyapparent,orcanbereasonablyascertained,fromtheinformationoropinion.
3.2TheinformationcollectedbySoftball Australiaaboutaparticularpersonwillvarydependingonthecircumstancesofcollection.Itmayinclude,butisnotlimitedto,aperson'scontactdetails(name,emailand/orpostaladdress,phonenumber),dateofbirth,gender,creditcarddetails,driver'slicencenumber,passportnumber,insurancedetails,employmenthistory,qualificationsorcommunicationhistorywithSoftball Australia.
Sensitiveinformation
3.3Ifitisreasonablynecessaryinthecircumstances, Softball Australiamayalsocollectsensitiveinformation(whichisatypeofpersonalinformation)suchasyourmedicalhistory,nationality/ethnicityordisabilitybackgrounds.
3.4Sensitiveinformationisaffordedahigherlevelofprivacyprotectionthanotherpersonalinformation.WhereyouprovidesensitiveinformationtoSoftball Australia,youalsoprovideconsenttoSoftball AustraliacollectingitinaccordancewiththisPrivacyPolicy,unlessyoutellusotherwise.
4HowdoesSoftball Australiacollect and hold personal information?
4.1Information may be collected when you:
4.1.1becomeamemberofasoftballclub,associationorotherbodywhichisamemberoforaffiliatedwith Softball Australia(Affiliate)
4.1.2subscribetoanypublicationofSoftball Australiaoran Affiliate,includingelectronicpublications
4.1.3provide details to Softball Australia or an Affiliate in an application, consent form, survey, feedback form or incident report
4.1.4enter personal information into, or agree to having your personal information entered into, one of Softball Australia's or an Affiliate's online systems or by completing a form at any Softball Australia or an Affiliate activation
4.1.5access the Softball Australia website or a website of an Affiliate
4.1.6contact Softball Australiavia email, telephone or mail or engage with Softball Australiavia social media
4.1.7participate in any program, activity, competition or event run by Softball Australia or an Affiliate
4.1.8purchase tickets to a softball or sporting event from Softball Australia or an authorised agent
4.1.9purchase merchandise, products or services from Softball Australia or an authorised agent or licensee
4.1.10are elected or appointed to the Board or a committee of Softball Australia, or
4.1.11apply for employment or a volunteer position with Softball Australia or an Affiliate.PersonalinformationmayalsobecollectedwhereSoftball Australiaisrequiredtodosobylaw(for education,childprotection,workhealthandsafetylaws,charitablecollections,medicaltreatmentorotherlegislationinAustralia).
5Providing information
5.1Depending on the circumstances, some types of information will be required and others might be optional. IfyoudonotprovidesomeoralloftheinformationthatSoftball Australiarequestsfromyou,thismayaffectSoftball Australia'sabilitytocommunicatewithyouorprovidetherequestedproductsorservices.
5.2Bynotprovidingrequestedinformation,youmayjeopardise yourabilitytoparticipateinprogramsorcompetitionsorapplyforemploymentorvolunteerpositionswith Softball Australiaoran Affiliate.Ifit isimpracticableforSoftball Australiatodealwithyouasaresultofyounotprovidingtherequestedinformationorconsent, Softball Australiamayrefusetodoso.
Collectionfromthirdparties
5.2.1Softball AustraliaoranAffiliatemaycollectpersonalinformationregardingachildfromtheparentorotherresponsiblepersonassociatedwiththatchild.
5.2.2Insomecircumstances,Softball AustraliacollectsinformationfromAffiliatesorotherthirdparties.
5.2.3Examplesofsuchthirdpartiescouldinclude,withoutlimitation,theAustralianSportsCommission,the Australian Olympic Committee,theAustralianSportsAnti-DopingAgency,theAustralianInstituteofSport,non-affiliatedSoftball Australiaorganisationsorgovernmentandlawenforcementbodiesasrequiredbylaw.
Informationstorageandprotection
5.2.4Softball Australiastoresinformationindifferentways,includinginpaperandelectronicform.
5.2.5MuchoftheinformationSoftball AustraliacollectsfromandaboutitsmembersisaddedtoSoftball Australia'smembershipdatabase.When yourinformationisenteredintoSoftball Australia'smembershipdatabase,theinformationmaybecombinedorlinkedwithotherinformationheldabout you.
5.2.6SecurityofpersonalinformationisimportanttoSoftball Australia.Softball Australiahastakenstepstoprotecttheinformationitholdsfrommisuse,loss,unauthorisedaccess,modificationordisclosure.
5.2.7SomeofthesecuritymeasuresSoftball Australiausesincludestrictconfidentialityrequirementsofitsemployees,volunteers,Softball AustraliaAffiliatesandserviceproviders,securitymeasuresforsystemaccessandsecuritymeasuresforitswebsite.
6HowdoesSoftball Australiause and disclose personalinformation?
Use
6.1Softball Australia,andthirdpartiestowhomitmaydisclosepersonalinformationinaccordancewiththisPolicy,maycollect,holdanduse yourpersonalinformationto:
(a)verifyyouridentity
(b)completebackgroundchecks
(c)research,develop,run,administerandmarketcompetitions,programs,activitiesandothereventsrelatingtosoftball
(d)research,developandmarketproducts,services,merchandiseandspecialoffersmadeavailablebyusandthirdparties including Softball Australia Affiliates
(e)to enable Softball Australia and Affiliates, their corporate sponsors and partners, as well as their related bodies corporate, to market and promote their products and services to you
(f)respondtoemergencysituationsinvolvingorrequiringmedicaltreatment
(g)administer,manageandprovideyouwithaccesstoSoftball Australiawebsite and registration database, and
(h)keep youinformedofnewsandinformationrelatingtovarious softballevents,activitiesandopportunitiesviavariousmediums.
6.2Softball Australiamayusehealthinformationtoensurethatprogramsitoperatesarerunsafelyandinaccordancewithanyspecialhealthneedsparticipantsmayrequire.Healthinformationmayalsobekeptforinsurancepurposes.Inaddition,Softball Australiamayusede-identifiedhealthinformationandothersensitiveinformationtocarryoutresearch,topreparesubmissionstogovernment,ortoplaneventsandactivities.
Disclosure
6.3Softball Australiamaydiscloseyourpersonalinformationtoarangeoforganisationswhichinclude,butarenotlimitedto:
(a)AffiliatesandotherorganisationsinvolvedinsoftballprogramsinAustralia
(b)companiesSoftball Australiaengagestocarryoutfunctionsandactivitiesonitsbehalf,includingdirectmarketing
(c)its third party service providers in connection with any of the categories of use identified above
(d)itsprofessional advisers, including accountants, auditors and lawyers
(e)itsinsurers
(f)relevant sporting bodies such as the International Softball Federation, Australian SportsCommission,the Australian Olympic Committee,theAustralianSportsAnti-DopingAuthority,AustralianInstituteofSport,variousNationalSportingbodies,FederalandStateDepartmentsofSportamongstothers,and
(g)inothercircumstancespermittedbylaw.
6.4InsomecircumstancespersonalinformationmayalsobedisclosedoutsideofAustralia,forexample,informationdisclosedtotheInternationalSoftballFederation, which is based in the USA.Insuchcircumstances,Softball Australiawilluseitsbestendeavourstoensuresuchpartiesaresubjecttoalaw,bindingschemeorcontractwhicheffectivelyupholdsprinciplesforfairhandlingoftheinformationthataresuitablysimilartotheAustralianPrivacyPrinciples(APP).
Directmarketing
6.5Softball Australiawillusenon-sensitivepersonalinformationtoprovidebetterservicesandformarketingpurposes(includingdisclosureofsuchinformationtoserviceproviders).
6.6Ifyoudonotwishtoreceivee-mail,SMSorpostedoffersfromSoftball Australia,youmayopt-outbyusingthelinkprovided.Alternatively,youmayadviseusatanytimebycontactingtheSoftball AustraliaPrivacyOfficerviathecontactdetailssetoutinthisPolicy.
Otherdisclosures
6.7Inaddition,Softball Australiamayalsodisclosepersonalinformation:
(a)withyourexpressorimpliedconsent
(b)whenrequiredorauthorisedbylaw
(c)toanenforcementbodywhenreasonablynecessary,or
(d)to lessen or prevent a threat to an individual or public health or safety
Softball Australiawebsite
6.8WhenyouvisittheSoftball Australiawebsite,itssystemsmayrecordcertaininformationaboutyouruseofthesite,includingthewebpagesvisitedandthetimeanddateofyourvisit.Softball AustraliausesthisinformationtohelpanalyseandimprovetheperformanceoftheSoftball Australiawebsite.
6.9InadditionSoftball Australiamayuse“cookies”onitswebsite.CookiesaresmalltextfilesthatassistSoftball Australia'swebsiteto retainuserpreferencestoimprovetheexperienceofusingthewebsite.Insomecases,thecookiesthatSoftball Australiausemaycollectsomepersonalinformation.Softball AustraliawilltreatthisinformationinthesamewayasotherpersonalinformationSoftball Australiacollects.Youarefreetodisablecookiesonyourinternetbrowsertopreventthisinformationbeingcollected;however,youwilllosethebenefitoftheenhancedwebsiteexperiencethattheuseofcookiesmayoffer.
6.10WebsiteslinkedtotheSoftball AustraliawebsitearenotsubjecttoSoftball Australia'sprivacystandards,policiesorprocedures.Softball Australiacannottakeanyresponsibilityforthecollection,use,disclosureorsecurityofanypersonalinformationthatyouprovidetoathirdpartywebsite.
7Accessing and seeking correction ofinformation held bySoftball Australia
7.1Softball Australiawilltakeallreasonablestepstoensurethatthepersonalinformationitcollects,usesordisclosesisaccurate,completeandup-to-date.However,Softball Australiareliesontheaccuracyofpersonalinformationasprovidedtousbothdirectlyandindirectly.
7.2Softball Australiaencouragesyoutoregularlyreviewandupdate yourpersonalinformation.IfyouwouldliketoaccessthepersonalinformationthatSoftball Australiaholdsaboutyou,pleaseletusknowbymakingarequestviathecontactdetailssetoutbelow.Softball Australiawillrespondtoyourrequestforaccesswithinareasonableperiod.IfyoufindthatthepersonalinformationSoftball Australiaholdsaboutyouisinaccurate,incompleteorout-of-date,pleasecontactSoftball Australiaimmediatelywhowillcorrectit.
7.3Individuals may also request access to their personal information held by us by making a request via the contact details set out below. Softball Australiawill respond to your request for access within 14 days and endeavour to provide the requested information within 30 days. If you find that the personal information Softball Australiahold about you is inaccurate, incomplete or out-of-date, please contact Softball Australia immediately who will see that it is corrected.
8Data security
8.1Softball Australiawilltakereasonablestepstoprotect yourpersonalinformationfrommisuse,loss,unauthorisedaccess,modificationordisclosure.Wheninformationisnolongerrequired,Softball Australiawilldestroyyourpersonalinformationinasecuremanner.
8.2Ininstances whenSoftball Australiamakeyourpersonalinformationaccessibletoyouviaitswebsites,youareresponsibleformaintainingthesecrecyofthepassword/sthatallowaccesstothatinformation.
9Resolving privacyissues andcomplaints
9.1Anyissuesorcomplaintsinrelationtothecollection,use,disclosure,quality,securityofandaccesstoyourpersonalinformationmaybemadetoSoftball Australiain one of the following ways:
Write to:
Privacy Officer
CEOSoftballAustralia
Level1,Suite2,273WellingtonStreetCollingwood,Victoria
By email:
By phone:0394170022
9.2Softball Australiawillrespondtoyourcomplaintwithinareasonableperiod,andtrytoresolve yourcomplaintforyou.IfSoftball Australiaisunabletoresolveyourcomplaintoryouareunhappywiththeoutcome,youcancontacttheOfficeofAustralianInformationCommissionerviaitsenquiriesline1300363992orwebsite
9.3ForfurtherinformationonSoftball Australia'smanagementofpersonalinformation,pleasecontactSoftball Australia.
9.4Softball AustraliamayamendthisPolicyfromtimetotime.
Document control
Ownership and ApprovalResponsible Officer: / CEO, Softball Australia
Approved By: / Softball Board
Review Frequency: / Annual
Last Reviewed: / October 2017
Version History
Version / Release Date / Amendment Summary / Author / Approval
.01 / July 2014 / Compliance with amendments to Legislation- Privacy Act / Lander & Rogers
1.0 / August 2014 / Sign off above / Governance Committee / Board
2.0 / November 2016 / Reviewed by Lander & Rogers
Changed SAL to Softball Australia / Board
3.0 / October 2017 / Reviewed by Lander & Rogers
No Changes / Governance Committee / Board
Publishing
Version / Published date / Published by / Published in
1.0 / 13 May 2015 / Helen Davis / Website
2.0 / 10 January 2017 / Helen Davis / Website
3.0 / 2 November 2017 / Helen Davis / Website
SAL Privacy Policy FINAL
Updated: October 2017Page 1of 7