Privacy Policy

1. Introduction

WA Foil Association Inc. (“WAFA”, “the Association”, “we”) is an incorporated association under the Associations Incorporation Act 2015 (WA) (the “Act”) that promotes hydrofoil (“foiling”) water sports in Western Australia. We respect your privacy and take care with the personal information entrusted to us.

An association of our size may not currently be required to comply with the Privacy Act 1988 (Cth). We nevertheless handle personal information consistently with the Australian Privacy Principles (APPs) as a matter of good practice, and this policy describes how. It applies to members, junior members and their parents or guardians, event participants, volunteers, officials, supporters, and subscribers to our communications.

2. What personal information we collect

• Name, date of birth and, where you choose to provide it, gender.
• Contact details: email address, phone number, and residential or postal address.
• For junior members: the same details, plus the name and contact details of a parent or guardian.
• Emergency contact details.
• Membership category, status and history, including the information recorded in the register of members (see section 5).
• Event registrations, divisions entered, results and placings.
• Payment records: amounts, dates, payment method and transaction references. We never see or store full card numbers (see section 10).
• Health information you choose to give us for safety reasons, such as medical conditions or allergies (see section 7).
• Photographs and video taken at our events and activities (see section 11).
• Correspondence with us, and basic records of how our communications are received (for example newsletter subscriptions and unsubscribes).
• For volunteers, officials and Committee members: role records and, where a role requires it, qualification and screening-check details.

3. How we collect it

• Directly from you, when you apply for or renew membership through our online membership platform, register for an event, complete a form, or contact us by email, phone or in person.
• From a parent or guardian, for junior members.
• From our membership platform provider, which processes the information you enter as our service provider.
• From another association or event organiser where an event is run jointly, limited to what is needed to run the event.
• From photographers and media volunteers we authorise at our events.

If we receive personal information we did not ask for and do not need, we destroy or de-identify it where it is lawful and practicable to do so.

4. Why we collect, hold and use it

• To assess membership applications, maintain the register of members, and administer renewals, fees and membership records.
• To run events and programs: entries, divisions, seeding, results, safety briefings and event logistics.
• To keep participants safe: emergency contact and health information is used in incidents, incident reporting and first aid.
• To administer insurance, including certificates of currency, incident notifications and claims.
• To communicate with you: operational notices, meeting notices required by the Act and the Constitution, and news about the Association and the sport.
• For governance: determining voting eligibility and quorum, and keeping the records the Act requires.
• To promote the sport, using photos and video as described in section 11, and de-identified or aggregate statistics for grant applications and sponsor reports.
• To comply with our legal obligations.

We only use personal information for the purpose it was collected for, a related purpose you would reasonably expect, a purpose you have consented to, or as required or permitted by law. We never sell or rent personal information.

5. The register of members

The Act requires us to keep a register of members recording each member’s name and contact address (a residential, postal or email address). Under our Constitution the register also records each member’s membership class and the date they became a member. The Secretary maintains the register.

Members of the Association have a legal right to inspect the register, free of charge, by arrangement with the Secretary. A member who asks to copy or take an extract from the register may be required to provide a statutory declaration about their purpose. Information obtained from the register may only be used for purposes connected with the affairs of the Association. Misuse may contravene the Act.

If you have safety or other serious concerns about your details being available in the register, contact the Secretary. Access can be restricted in the circumstances provided for by the Act.

6. Children and junior members

• Junior memberships are applied for and managed by a parent or guardian. We deal with the parent or guardian for consents, payments and communications about the junior member.
• We collect only the information about a junior that we need to administer membership and run safe events.
• Media consent for a junior member is given, and may be withdrawn, by their parent or guardian.
• Where the law requires it, people in roles involving contact with junior members must hold a current Working with Children Check.

7. Sensitive information

We ask for health information (such as medical conditions, allergies or injuries) only with your consent and only for safety purposes: planning safe participation, responding to emergencies, incident reporting, and insurance claims. It is shared only with the people who need it for those purposes, for example the event safety officer, first aiders, emergency services, or our insurer in relation to a claim, and is not used for anything else. Providing it is optional, but without it we may not be able to safely accommodate participation in some activities.

8. Who we share information with

• Committee members and authorised volunteers, on a need-to-know basis for their role.
• Service providers who support our operations: our membership and event platform, payment processor, email and document storage providers, and website host.
• Our insurer or insurance broker, for policies, incident notifications and claims.
• Medical and emergency services, in an emergency.
• Venue owners, local government and other authorities where required to hold an event, normally limited to aggregate numbers rather than personal details.
• A state or national body, if the Association affiliates with one and disclosure is required by the affiliation (members will be told if this occurs).
• Regulators, courts and law enforcement, where the law requires or permits it.

We do not sell or rent personal information, and we do not share member lists with sponsors or advertisers for their own marketing.

9. Overseas storage

Where practicable we choose providers that host data in Australia, and we understand our membership platform and payment provider do so. Some supporting services (such as email, file storage and newsletter tools) may store data overseas, including in the United States. We take reasonable steps to use reputable providers with appropriate security safeguards.

10. Payment information

Card payments are processed by a third-party payment provider. Your card details are entered directly with that provider and are not seen or stored by the Association. We keep transaction records only: who paid, when, how much, and the transaction reference.

11. Photography and media

Our events are held in public places and are photographed and filmed, including, at some events, by drone, for reporting to members, promoting the sport, our website and social media channels, and sponsor and grant reporting. We seek media consent when you join or enter an event. You may withdraw consent at any time by written notice to the Secretary: we will take reasonable steps not to feature you in future material and to remove identified images of you from channels we control, but we cannot recall printed material or content already shared by third parties. Any commercial or broadcast use of your image beyond promoting the Association and the sport will only occur with separate consent.

12. How we store and protect information

• Personal information is held in our membership platform, email and document storage, and financial systems, in access-controlled accounts.
• Access is limited to Committee members and authorised volunteers who need it for their role.
• Accounts use strong authentication, including multi-factor authentication where available, and credentials are managed in a secure password manager.
• Paper records are kept to a minimum and held securely by the responsible officer.

We keep personal information only as long as it is needed for the purposes above or required by law. Financial records must be kept for at least seven years under the Act, the register of members is maintained as the Act requires, and incident and insurance records are kept for the periods our insurer and the law require. Information no longer needed is securely deleted, destroyed or de-identified.

13. Communications and direct marketing

As a member you will receive operational communications we cannot omit: renewal notices, information about events you have entered, safety notices, and meeting notices required by the Act and the Constitution. News and promotional communications, such as our newsletter and event announcements, are optional: you can unsubscribe at any time using the link in the message or by contacting the Secretary. Sponsor content only ever appears within our own communications. We do not give your details to sponsors.

14. Access and correction

You may ask for access to the personal information we hold about you, or ask us to correct it, by contacting the Secretary. We will verify your identity and respond within 30 days. Most membership details can also be updated directly through the membership platform. If we refuse access or correction (for example because it would unreasonably affect someone else’s privacy), we will give you written reasons and you may complain under section 16.

15. Data breaches

If personal information we hold is lost, or accessed or disclosed without authorisation, we will act promptly to contain the breach, assess the risk of harm, and notify affected individuals and any relevant authority where the law requires it or where notification would reduce the risk of serious harm. The Secretary keeps a record of any such incidents and reports them to the Committee.

16. Complaints

If you believe we have mishandled your personal information, complain in writing to the Secretary at secretary@wafoil.org.au. We will acknowledge your complaint within 7 days and respond within 30 days, escalating it to the Committee where appropriate. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (www.oaic.gov.au, 1300 363 992).

17. Changes to this policy

The Committee may update this policy from time to time. The current version will be published on our website and membership platform, and members will be notified of material changes.

18. Contact

Privacy contact: the Secretary, WA Foil Association Inc., secretary@wafoil.org.au.

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