February 2022
Protecting Privacy
Your privacy is very important to Port Pacers Running Club (PPRC). This privacy policy provides information about the personal information that PPRC collects and the ways in which PPRC may use, hold and disclose this personal information. It also sets out how you can access that information and who to contact should you have any concerns regarding the use by PPRC of your personal information or your child’s personal information.
As a general observation, PPRC may in certain circumstances disclose personal information to Affiliated State Bodies (Athletics NSW, Little Athletics NSW) and Member Associations may disclose personal information to PPRC. Each of PPRC and a Member Association will collect and use personal information in accordance with their privacy policy.
PPRC Privacy Policy
This policy describes the way PPRC collect, hold and disclose personal information. Personal information is broadly information that identifies you or could identify you. This privacy policy has been formulated generally in accordance with the principles set out in the Privacy Act 1988 (Cth), including the Australian Privacy Principles. Whilst PPRC is not generally bound by this legislation, PPRC considers that the principles underlying the legislation are sound and should have general application where they are appropriate to apply.
Protecting personal information is fundamental to PPRC’s relationship with PPRC members and the wider community. All personal information received in connection with a PPRC Product or service, or in the conduct of PPRC’s business (including without limitation being a promoter of competitions for its members or the broader community from time to time), is therefore treated seriously, having regard to the legal obligations of PPRC.
Privacy Of Children
The Privacy Act protects personal information of an individual regardless of age. The Act does not specify an age after which an individual can make their own privacy decision. It is clear however that for their consent to be valid an individual must have the capacity to consent. Given this is the case, PPRC will assume an individual under the age of 15 does not have the capacity to consent so in all relevant circumstances consent must be obtained from the parent/guardian of a child. Whilst PPRC considers all personal information of an individual should be protected it is even more important to protect the sensitive information of children which includes racial or ethnic origin, religious or philosophical beliefs, sexual orientation, gender and health or genetic information. PPRC consider other important personal information in this context for children includes amongst other matters the name, address, phone number and birth date of the child, general location information in respect to the child and internet protocol address of the child (if any are recorded).
Accessing PPRC Websites
The “PPRC Website” refers to the Port Pacers Running Club website with its top-level domain located at https://portpacersrunningclub.com/, all related sub-domains and any other PPRC websites (including https://virtual.portpacersrunningclub.com) which provides a PPRC product, PPRC service or PPRC-related product or service. You need not disclose your identity to PPRC in order to visit the PPRC website. Our “virtual app” (https://virtual.portpacersrunningclub.com) however is restricted to members only via login and password. PPRC may use “cookies” on the PPRC websites. A cookie is a small text file that the PPRC website may place on your computer. Usually, cookies are used as a means for our websites to remember your preferences and are thus designed to improve your experience of the PPRC website. Cookies may collect and store personal information about you.
You can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is sent. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences.
If you disable the use of cookies on your web browser or remove or reject specific cookies from our website or linked sites then you may not be able to gain access to all of the content and facilities on the PPRC website.
Website Analytics
When you visit and browse the PPRC website, our website host and some third-party service providers may collect information for statistical, reporting and maintenance purposes.
Subject to the terms of this privacy policy, this information is used to administer and improve the performance of the PPRC website and will not be used to identify you. The information may include:
• the number of users visiting our website and the number of pages viewed;
• the date, time and duration of a visit;
• visiting patterns of individuals accessing the PPRC website;
• the IP address of your computer; and
• the path taken through our website.
Currently PPRC does not uses website analytic services to help analyse how you use the PPRC website (Website Analytics), however we may in future. Website Analytics generate statistical and other information about website use by means including but not limited to cookies which are stored on users’ computers. The information generated is used to create reports about the use of the PPRC website. Our third- party providers of these services may store this information. PPRC will not (and will not allow any third party to) use Website Analytics to track or to collect any personally identifiable information of visitors to the PPRC website. PPRC will not associate any data gathered from the PPRC website with any personally identifying information from any source as part of PPRC’s use of Website Analytics.
PPRC treats personal information that may be obtained through cookies and any other information supplied to us (for example if you send us an email) in accordance with this privacy policy.
Information Collected
Generally, PPRC collects personal information directly from your use of PPRC’s website and any registration you make to receive information, including via email. The personal information which PPRC and Member Associations may collect and hold includes:
• your name, address, email address, gender, DOB, contact information and your Member Association or the Member Association Centre;
• information about dealings with us and Member Associations including membership history, and subscriptions for PPRC services (custom information relevant to the Member Association and your Centre in order to fulfil registration requirements);
• your IP address and geolocation; and
• information derived from the use of “cookies”.
• information derived from the approved extract of your data from strava and /or garmin.
In addition, you may also provide to us and we may collect and hold additional personal information, such as:
• details of the items ordered or purchased from us.
By providing PPRC with personal information, you consent to that information being collected, used, disclosed and stored in accordance with this Privacy Policy.
If you do not give personal information to PPRC, it may affect the ability of PPRC to provide you with PPRC products and/or services.
PPRC takes all reasonable precautions to ensure that the personal information collected, used and disclosed is accurate, complete and up-to-date. However, the accuracy of that information depends to a large extent in the information you provide.
It is important to note that where we engage with you multiple times over a short period in relation to the same matter, we may not provide you with a separate notice about privacy each time we engage with you.
Information from Third Parties
During the course of business, PPRC may also collect personal information that is given to them by a third party (for example, a corporate partner of PPRC or Member Association or Member Association Centre or information that is on a publicly maintained record). This information forms part of the personal information described in this policy. PPRC will not intentionally solicit personal information that is unintentionally disclosed.
Storage of Personal Information
PPRC protects any information that it holds about you from misuse or loss. Additionally, your privacy is further protected by PPRC restricting access to your personal information to those members of staff or officers who need it, either to process information or to provide you with the services requested.
Your personal information may be stored in hardcopy documents, as electronic data or in the software systems of PPRC. Wherever reasonably practicable, PPRC will store personal information on data servers that are owned and controlled by PPRC and are located within the geographical borders of Australia. However,some of your personal information may be transferred, stored, processed, used or disclosed overseas by PPRC, Member Associations or by PPRC third party service providers.
Use & Disclosure of Personal Information
PPRC collects, holds, uses and discloses your personal information for purposes including, without limitation:
• to verify your identity;
• to improve the PPRC website;
• to provide, and to assist Member Associations with providing products and services to you, to manage and account for the products and services, and to improve the products and services;
• to manage PPRC and Member Associations relationship(s) with you;
• to provide you with information about events, products and/or services that may interest you;
• to facilitate the internal business operations of PPRC and Member Associations;
• to promote and market PPRC events, products or services;
• to enable corporate partners and sponsors of PPRC, including Members Associations, as well as their related bodies corporate, to market and promote their products and services to you; and
• to our third- party service providers in connection with any of the above.
PPRC may also disclose personal information where it is otherwise permitted to do so by law.
Where you provide your personal information directly to a particular Member Association, although it may be disclosed to PPRC, that personal information will not ordinarily be shared with a different Member Association. However, there may be some exceptional circumstances where this personal information is shared between the two Member Associations and also with PPRC. For example, if in a transaction you deal with two Member Associations, that dealing may be disclosed to both Member Associations.
You consent to PPRC using your personal Information for sending you information, including promotional material, about PPRC or Member Associations, or PPRC or Member Associations’ products and services, as well as the products and services of third parties, now and in the future. You also consent to us sending you such information by means of direct mail, email and text messages. You can contact us (secretary@portpacersrunningclub.com) if you do not want to receive marketing information from us.
PPRC does not otherwise disclose personal information without your permission, unless the disclosure is:
• in accordance with this privacy policy or any agreement you enter into with us; or
• required or authorised by law; or
• generally required under the Australian Privacy Principles under the Privacy Act 1988 (Cth) where these principles are appropriate
PPRC does not willingly disclose personal information to overseas recipients.
Information Security
PPRC will take reasonable steps to protect all personal information within their direct control from misuse, interference, loss, unauthorised access, modification or disclosure. PPRC will take reasonable steps to hold information securely in electronic or physical form in access -controlled premises or in electronic databases requiring logins and passwords.
PPRC also maintain computer and network back-up and security systems.
Contacting PPRC Regarding Access & Correction and Privacy Complaints
An individual may:
• request access to and seek the correction of their personal information held by PPRC at any time;
• make a complaint in relation to a breach of privacy; or
• submit a query or concern about this privacy policy or PPRCs’ information handling processes,
by contacting PPRC at secretary@portpacersrunningclub.com by email.
Access
You have the right to access your personal information. However, you will be required to provide proof of identity in order to obtain access to your personal information. PPRC may refuse to provide access if permitted to do so by law. PPRC aims to provide access to your personal information within 30 days of a valid request.
Complaints
At all times, privacy complaints:
• will be treated seriously;
• will be dealt with promptly;
• will be dealt with in a confidential manner; and
• will not affect your existing obligations or affect the commercial arrangements between you and PPRC.
Your complaint should include:
• your contact details and any relevant reference numbers or identifiers;
• the name of the Member Association, Region, Centre (or other organisation) involved;
• a brief description of the privacy problem;
• any action the organisations have taken to fix the problem;
• what is being sought to resolve the complaint;
• copies of any relevant documents.
PPRC will commence an investigation into your complaint and respond within 30 days. You will be informed of the outcome of your complaint within a reasonable period of time following completion of the investigation.
Annexure A
Member Associations mean:
Little Athletics New South Wales
Athletics NSW