Privacy Policy

LILYDALE BOWLING CLUB INC.
PRIVACY POLICY

Lilydale Bowling Club is committed to respecting the right to privacy and the protection of personal
information of our members and other persons who engage with Lilydale Bowling Club
When personal information is provided to Lilydale Bowling Club the person consents to its use, storage and
disclosure in accordance with this policy.

What personal and sensitive information does Lilydale Bowling Club collect?

Personal Information

Personal information is information or an opinion (including information or an opinion forming part of a
database) from which it is possible to determine someone’s identity.
The information collected by Lilydale Bowling Club about a person will vary depending on the
circumstances of collection. It may include, but is not limited to, a person’s contact details (name, email
and/or postal address, phone number), date of birth, gender, credit card details, driver’s licence number,
passport number, insurance details, employment history, qualifications or communication history with
Lilydale Bowling Club

Sensitive Information

Sensitive information is a type of personal information that also includes information or an opinion about
someone’s:

• racial or ethnic origin;
• political opinions;
• membership of a political association, professional or trade association or trade union;
• religious beliefs or affiliations or philosophical beliefs;
• sexual preferences or practices;
• criminal record; or
• health, genetic information or disability.

If it is reasonably necessary in the circumstances, Lilydale Bowling Club may also collect sensitive
information such as a person’s medical history, nationality, their ethnic background or disabilities.

Lilydale Bowling Club is required by law to obtain consent when collecting sensitive information.

Lilydale Bowling Club will assume consent to the collection of all sensitive information that is provided to it
for use in accordance with this policy, unless told otherwise.

How does Lilydale Bowling Club collect personal and sensitive information?

Information may be collected when you:
(a) become a member of Lilydale Bowling Club
(b) subscribe to any publication of Lilydale Bowling Club, including electronic publications;
(c) provide details to Lilydale Bowling Club in an application, consent form, survey, feedback form or
incident report;
(d) provide details to Lilydale Bowling Club in an application to become a Coach, Umpire or when you
complete an accreditation such as Responsible Service of Alcohol;
(e) enter personal information into, or agree to having your personal information entered into, one of
Lilydale Bowling Club’s online systems;
(f) access the Lilydale Bowling Club’s website;
(g) contact Lilydale Bowling Club via email, telephone, fax or mail or engage with Lilydale Bowling Club
via social media;

(h) participate in any program, activity, competition or event run by Lilydale Bowling Club or the Eastern
Ranges Bowls Region or Bowls Victoria;
(i) purchase tickets to bowls or a sporting event from Lilydale Bowling Club or an authorised agent;
(j) purchase tickets to a social event such as an awards night from Lilydale Bowling Club or an
authorised agent;
(k) purchase merchandise, products or services from Lilydale Bowling Club or an authorised agent or
licensee;
(l) are elected or appointed to the Committee including a sub-committee of Lilydale Bowling Club; or
(m) apply for employment or undertake a volunteer position with Lilydale Bowling Club.

Or in other circumstances where Lilydale Bowling Club is required to do so by law (for education, child
protection, work health and safety laws, charitable collections, medical treatment or other legislation in
Australia).

Providing information

Depending on the circumstances, some types of information will be required, and others might be optional.
If you do not provide some or all the information requested, this may affect Lilydale Bowling Club’s ability to
communicate with you or provide the requested products or services.

By not providing requested information, you may jeopardise your ability to participate in programs or
competitions or apply for employment or volunteer positions with Lilydale Bowling Club. If it is impracticable
for Lilydale Bowling Club to deal with you because of you not providing the requested information or
consent, Lilydale Bowling Club may refuse to do so.

Collection from third parties

Lilydale Bowling Club may collect personal information regarding a child from the parent or other
responsible person associated with that child. In many circumstances, Lilydale Bowling Club collects
information from other third parties.

Examples of such third parties could include, but is not limited to, the Australian Sports Commission, the
Australian Sports Anti-Doping Agency, the Australian Institute of Sport, the Australian Commonwealth
Games Association, non-affiliated bowls organisations or government and law enforcement bodies.

Information storage and protection

Lilydale Bowling Club stores information in different ways, including in paper and electronic form. Much of
the information we collect from and about our members is added to Lilydale Bowling Club’s membership
database. When your information is entered into Lilydale Bowling Club’s membership database, the
information may be combined or linked with other information held about you. Lilydale Bowling Club’s
membership database is shared among Bowls Australia and Bowls Victoria, with each organisation having
access to information about Lilydale Bowling Club members.

Security of personal information

Lilydale Bowling Club has taken steps to protect the information we hold from misuse, loss, unauthorised
access, modification or disclosure. Some of the security measures Lilydale Bowling Club uses includes
strict confidentiality requirements of our employees or volunteers and service providers, security measures
for system access and security measures for our website.
We seek to protect your personal information from any unauthorised loss, disclosure or access. However, if
a serious data breach occurs, we must notify you as required under the Privacy Act regarding the
circumstances of the breach, and must also advise the Office of the Australian Information Commissioner.

How does Lilydale Bowling Club use and disclose personal and sensitive information?

Use
Lilydale Bowling Club and third parties to whom we may disclose personal information in accordance with
this policy, may use your personal information to:
(a) verify your identity;
(b) complete background checks;
(c) research, develop, run, administer and market competitions, programs, activities and other events
relating to bowls;
(d) research or develop and market products, services, merchandise and special offers made available
by us and third parties;
(e) respond to emergency situations involving or requiring medical treatment;
(f) undertake administrative functions, such as billing;
(g) administer, manage and provide you with access to http://www.bowlsvic.org.au/ ;
(h) administer and manage our membership database; and
(i) keep you informed of news and information relating to various bowls events, activities and
opportunities via various mediums.

Lilydale Bowling Club may use health information to ensure that programs we operate are run safely and in
accordance with any special health needs participants may require. Health information may also be kept for
insurance purposes. In addition, we may use de-identified health information and other sensitive
information to carry out research, to prepare submissions to government, or to plan events and activities.

Disclosure

Lilydale Bowling Club may disclose your personal information to a range of organisations which include, but
are not limited to:
(a) Bowls Victoria, the Eastern Ranges Bowls Region and other organisations involved in bowls
programs in Victoria;
(b) companies we engage to carry out functions and activities on Lilydale Bowling Club’s behalf, including
direct marketing;
(c) our professional advisers, including our accountants, auditors and lawyers;
(d) our insurers;
(e) relevant sporting bodies such as Bowls Australia, Australian Sports Commission, the Australian
Sports Anti-Doping Authority, Australian Institute of Sport, the Australian Commonwealth Games
Association, various National Sporting bodies, Federal and State Departments of Sport amongst
others; and
(f) in other circumstances permitted by law.

In some circumstances, personal information may also be disclosed outside of Australia – for example
personal information is disclosed to World Bowls which is in Scotland. In such circumstances Lilydale
Bowling Club will use its best endeavours to ensure such parties are subject to a law, binding scheme or
contract which effectively upholds principles for fair handling of the information that are suitably like the
Australian Privacy Principles.

Direct marketing

We will assume consent to use non-sensitive personal information to provide better services and for
marketing purposes (including disclosure of such information to service providers).
Every person whose data is collected by Lilydale Bowling Club has the option to refuse e-mail, SMS or
posted offers by making a request in writing to Lilydale Bowling Club’s Privacy Officer via the contact details set out below or by making use of the opt-out procedures included in any communications from us
(however, information relating to the option to unsubscribe from those communications may be retained).

Other disclosures

In addition, Lilydale Bowling Club may also disclose personal information:
(a) with your express or implied consent;
(b) when required or authorised by law;
(c) to an enforcement body when reasonably necessary; or
(d) to lessen or prevent a threat to an individual or public health or safety.

Lilydale Bowling Club website

When users visit the Lilydale Bowling Club website, our systems may record certain information about their
use of the site, including the web pages visited and the time and date of their visit. Lilydale Bowling Club
uses this information to help analyse and improve the performance of the Lilydale Bowling Club website.

In addition, we may use “cookies” on the Lilydale Bowling Club website. Cookies are small text files that
help a website to remember the preferences of users to improve the experience of using that website. In
some cases, the cookies that we use may collect some personal information. Lilydale Bowling Club will
treat this information in the same way as other personal information we collect. You are free to disable
cookies on your internet browser to prevent this information being collected; however, you will lose the
benefit of the enhanced website experience that the use of cookies may offer.

Websites linked to the Lilydale Bowling Club website are not subject to Lilydale Bowling Club’s privacy
standards, policies or procedures. Lilydale Bowling Club cannot take any responsibility for the collection,
use, disclosure or security of any personal information that you provide to a third-party website.

Accessing and seeking correction of information held by Lilydale Bowling Club

Lilydale Bowling Club will take all reasonable steps to ensure that the personal information it collects, uses
or discloses’ is accurate, complete and up-to-date. However, we rely on the accuracy of personal
information as provided to us both directly and indirectly.

We encourage all users to regularly review and update their personal information. If you would like to
access personal information that we hold about you, we require you to put your request in writing. If we do
not allow you access to any part of the personal information we hold about you, we will tell you why.

Individuals may also request access to their personal information held by us by making a request via the
contact details set out below. We will respond to your request for access within 14 days and refer your
request to your club or bowls organisation to provide the requested information. Your club or bowls
organisation will endeavour to provide the requested information within 60 days. If you do not receive the
requested information, you should notify the Lilydale Bowling Club Privacy Officer. If you find that the
personal information we hold about you is inaccurate, incomplete or out-of-date, please contact us
immediately and we will arrange for it to be corrected.

Resolving privacy issues and complaints

Issues

Any issues in relation to the collection, use, disclosure, quality, security of and access to your personal
information may be made in writing to:
Privacy Officer, Lilydale Bowling Club
P.O. Box 345 Lilydale Vic. 3140

To maintain the confidentiality of your personal information, we may ask you to visit the Lilydale Bowling
Club office and to bring your specific identification before we give you access. If it is not possible for you to
visit our office, we will arrange to check your identification before we mail the information to you.

Complaints

Any complaints in relation to the collection, use, disclosure, quality, security of and access to your personal
information may be made in writing to:
Privacy Officer, Lilydale Bowling Club
P.O. Box 345 Lilydale Vic. 3140

We will respond to your complaint within 60 days and try to resolve it within 90 days.

If we are unable to resolve your complaint within this time, or you are unhappy with the outcome, you can
contact the Office of Australian Information Commissioner via its enquiries line 1300 363 992 or website
http://www.oaic.gov.au/ to lodge a complaint.

Further information

For further information on Lilydale Bowling Club’s management of personal information, please contact
Lilydale Bowling Club.
Lilydale Bowling Club may amend this policy from time to time and at times other than the nominated
review date.