Privacy Policy

1. Our commitment to privacy

Archery Victoria is committed to protecting the privacy and personal information of our members, participants, volunteers, officials, coaches, judges, parents and guardians, website visitors and other people who interact with us.

We handle personal information in accordance with applicable Australian privacy laws and principles, including the *Privacy Act 1988 (Cth)* and Australian Privacy Principles where applicable, and the *Health Records Act 2001 (Vic)* in relation to health information. Other Victorian privacy legislation may also apply in particular circumstances.

This Privacy Policy explains the types of personal information we may collect and hold, how we collect and use it, when we may disclose it, and how you can access or correct your information or make a privacy complaint.

2. Personal information we collect

The personal information we collect depends on how you interact with Archery Victoria and may include:

• your name, address and contact details;
• date of birth, age and gender;
• membership and club details;
• competition, event and participation information;
• coaching, judging, officiating or accreditation information;
• Working with Children Check information or status where required;
• correspondence and enquiries;
• photographs, video or other images where relevant;
• payment or transaction information; and
• other information reasonably necessary for Archery Victoria’s activities.

Some information may be considered sensitive information, including health or medical information required for participant health and safety, and information relating to racial or ethnic origin where there is a legitimate reason for collecting it.

Sensitive and health information will only be collected where reasonably necessary and where permitted by law, including obtaining consent where required.

3. How we collect personal information

We generally collect personal information directly from you when you:

• become a member or register through Archery Australia’s membership systems;
• enter or participate in an event, competition, program or activity;
• complete an online or paper form;
• participate in a survey;
• contact us by email, telephone, mail or through our website;
• communicate with an Archery Victoria representative;
• engage with Archery Victoria through social media; or
• otherwise provide information to us.

We may also receive information about you from Archery Australia, an affiliated club or Regional Governing Body, event organisers or other sporting organisations where this is permitted and relevant to our activities.

4. Information collected through our website

When you use the Archery Victoria website, some information may be collected automatically.

This may include:

• your IP address;
• browser and device information;
• the pages you visit;
• the date and time of your visit;
• referring websites or search engines; and
• general information about how visitors use the website.

The website may use cookies and similar technologies to provide website functionality, remember preferences, maintain security and understand how visitors use the website.

We may use website analytics and other third-party technology services to assist us in operating, maintaining and improving the website. These services may process technical information about website usage.

You can generally manage or disable cookies through your web browser settings, although doing so may affect some website functionality.

5. Website forms and enquiries

Information submitted through forms on the Archery Victoria website will be used for the purpose stated on the form and for related administrative purposes.

Depending on the form, this may include enquiries, event information, club information, applications, nominations, coaching or judging information, document submissions or other Archery Victoria activities.

Where information is being collected for a particular purpose that requires additional explanation or consent, further information may be provided at the point of collection.

6. How we use personal information

Archery Victoria may use personal information to:

• administer memberships and affiliation;
• administer competitions, events, programs and activities;
• communicate with members, clubs, participants, volunteers and officials;
• maintain records relating to coaching, judging, accreditation and other sporting activities;
• manage participant health, safety and welfare;
• process payments and financial transactions;
• administer insurance and other organisational requirements;
• respond to enquiries and requests;
• provide newsletters and relevant information;
• maintain and improve our website and services;
• undertake statistical, planning and reporting activities;
• meet our legal, regulatory and governance obligations; and
• undertake other activities reasonably necessary for the operation of Archery Victoria.

Where practicable, statistical information used for reporting or planning will be aggregated or de-identified.

7. Disclosure of personal information

We may disclose personal information where reasonably necessary to:

• Archery Australia;
• affiliated archery clubs and Regional Governing Bodies;
• relevant state, national or international sporting organisations;
• competition and event organisers;
• insurers;
• contractors and service providers that assist Archery Victoria with information technology, website hosting, membership systems, communications, administration or other functions;
• government, regulatory or law-enforcement bodies where required or authorised by law; or
• another person or organisation where you have consented to the disclosure.

We do not sell personal information.

We will not provide personal information to sponsors or commercial partners for their own marketing purposes without appropriate consent.

8. Overseas services and disclosure

Some third-party technology, communications, website, membership or data-hosting services used by Archery Victoria may operate infrastructure or engage service providers outside Australia.

Where personal information is likely to be disclosed to an overseas recipient, Archery Victoria will take reasonable steps as required by applicable privacy law to ensure that the information is appropriately handled.

The countries in which overseas recipients may be located will depend on the services being used by Archery Victoria from time to time. Further information about a particular service or overseas disclosure can be requested from Archery Victoria.

9. Communications and direct marketing

Archery Victoria may communicate with members and other participants about membership, competitions, events, programs, governance matters and other information relevant to Archery Victoria’s activities.

We may also send promotional or marketing communications where permitted.

You may unsubscribe from marketing communications at any time by using the unsubscribe facility provided in the communication or by contacting Archery Victoria.

Operational, membership, safety or administrative communications may still be sent where they are necessary for your membership or participation.

10. Children and young people

Archery Victoria recognises the importance of protecting the privacy of children and young people.

Where personal information about a person under 18 is required, we will take reasonable steps appropriate to the circumstances, including involving a parent or legal guardian where consent is required or appropriate.

Parents and guardians should assist children and young people when submitting personal information through the Archery Victoria website, registration systems or social media channels.

Photographs, video and other identifying material involving children and young people will be managed in accordance with applicable Archery Victoria and Archery Australia policies and consent requirements.

11. Security and storage

Archery Victoria takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Information may be stored electronically or in physical records and access is limited to people who reasonably require it to perform their Archery Victoria responsibilities.

We may use third-party systems and service providers to store or process information on our behalf.

Personal information will be retained for as long as reasonably required for the purposes for which it was collected or as required by law, governance, insurance or record-keeping requirements. When information is no longer required, we will take reasonable steps to securely destroy it or permanently de-identify it.

12. Data breaches

Archery Victoria will take reasonable steps to prevent and respond to privacy and data-security incidents.

Where a data breach is subject to mandatory notification requirements under applicable law, Archery Victoria will take the steps required to assess the incident and notify affected individuals and the relevant regulator where required.

13. Accessing or correcting your information

You may request access to personal information Archery Victoria holds about you and may ask us to correct information that is inaccurate, incomplete or out of date.

Requests should be made in writing to:

Secretary, Archery Victoria 
Email: secretary@archeryvic.org.au

We may need to verify your identity before providing access to or altering personal information.

Some membership information held within Archery Australia’s membership platform may also be able to be viewed or updated directly through that system.

14. Privacy complaints

If you believe Archery Victoria has not handled your personal information appropriately, you may make a privacy complaint by contacting:

Secretary, Archery Victoria 
Email: secretary@archeryvic.org.au

Please provide your name and contact details together with sufficient information for us to understand and investigate your complaint.

Archery Victoria will investigate the matter and respond within a reasonable timeframe.

Where the Privacy Act 1988 (Cth) applies to Archery Victoria and you are not satisfied with our response, you may also have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).

15. External websites

The Archery Victoria website may contain links to websites operated by Archery Australia, affiliated clubs, event organisers and other third parties.

Archery Victoria is not responsible for the privacy practices or content of external websites. You should review the privacy information provided by the relevant organisation when providing personal information through an external website or service.

16. Changes to this Privacy Policy

Archery Victoria may update this Privacy Policy from time to time to reflect changes to our activities, website, technology, service providers or legal obligations.

The current version will be published on the Archery Victoria website and will show the date it was last updated.

17. Contact

For general questions about this Privacy Policy or Archery Victoria’s handling of personal information, please contact:

Secretary, Archery Victoria 
Email: secretary@archeryvic.org.au