Frenchville Sports Club
MANAGER RESPONSIBLE FOR THIS PROCEDURE
DATE POLICY BECOMES EFFECTIVE
AUTHORISED BY GENERAL MANAGER
The FSC recognises that it is both necessary and required by law for the Company to store a variety of records of factual information about Employees and Customers.
The FSC accepts that the general principles of confidentiality and privacy apply to the use and availability of its records. Where information about a person includes personal details as defined by the Privacy Act 1988 (as amended) (Cth), that person expects that the Company will maintain confidentiality, except where disclosure is required for legitimate and legal purposes.
Sensitive information is defined as any of the following:
Personal information is broadly defined as any information or opinion that can identify a person.
Authorised Access to Records
The FSC defines authorised access as that which is required for work-related purposes. For example, reaching selection decisions or providing vocational guidance.
Where a new Employee enters the FSC, the Supervisor/Manager will educate the Employee on this policy.
Collection of Personal Information
FSC agrees that only personal information, which is necessary to carry out its functions and activities, will be collected.
FSC receives and stores a variety of personal information including names, addresses, dates of birth, telephone numbers and e-mail addresses. The purpose of collecting this information is to enable us to fulfill our business commitments and to tell our existing and potential customers about our products and services.
The information will be collected by lawful and fair means and will not be collected in an unreasonable intrusive way. We will not collect personally identifying information about you except when you have specifically and knowingly provided it to us.
When we collect personal information from you, we will take reasonable steps to ensure that you know:
· Who we are and how to contact us
· You have a right of access to your personal information
· The purpose for which the information was collected
· Who we may disclose your personal information to
· Consequences for you if you do not provide us with this information
Where possible, we will collect personal information about you from you. If we collect personal information about you from somebody else, we will still try and make you aware of all matters discussed above.
Use and Disclosure of Information
We will not use or disclose or permit the use or disclosure of any personal information unless one or more of the following apply –
· You have provided your consent
· You would expect the information to be disclosed
· We believe that the use or disclosure is necessary where we suspect fraud or unlawful activity has been, is being or may be engaged in
· The use or disclosure is required or authorised by law
· We believe the use or disclosure is necessary for the operation, development or Administration of FSC or services provided by the FSC
· We believe that the use or disclosure is necessary to assist a law enforcement body or national security body in the performance of its functions, or the use or disclosure relates to the preparation for, conduct of or orders arising out of legal proceedings of a court or tribunal
· We reasonably believe it is necessary to prevent any serious and imminent threat to any person's life, health or safety or the public’s health or safety.
Maintenance of Information Quality
The FSC will take reasonable steps to make sure that the personal information collected, used or disclosed is accurate, complete and up-to-date.
We will make reasonable efforts to ensure that information we have about you is accurate when it is collected and that this information is complete and up to date at the time it is used or disclosed.
We will monitor and adopt, as appropriate, new technological developments that are designed to aid in ensuring the security of customer information.
We limit access to customer information to those of our employees who need it to carry out our business functions. We educate our employees about our policies and practices in regard to:
· Safeguarding personal information
· Preventing its unauthorised access, use or disclosure
· Ensuring its proper handling
We will use all reasonable endeavours to ensure that you only provide personal information in a secure environment and when the information is no longer needed it will be destroyed or permanently de-identified. We will also take care to ensure that any personal information provided by you will be reasonably protected from misuse, loss, unauthorised access, modification or disclosure and will be maintained by us in an accurate, complete and up to date manner.
Availability of this Policy
This policy will be made available to anyone who asks for it.
On request by a person, the FSC will take reasonable steps to let the person know what sort of personal information it holds, for what purposes it is held and the purpose for which it would be disclosed. Any such requests are to be directed to Senior Management.
We will not use government document identifiers (for example a number or combination of letters and number ascribed to an individual) for the purpose of identifying you. We may use your name or ABN to identify you.
Wherever it is lawful and practicable, we will endeavour to provide you with the option of not identifying yourself or not providing information when entering transactions. However, failure to provide full and complete information we request may result in a limited ability on our part, to offer or deliver complete services to you. Usually, you will only be able to remain completely anonymous if you purchase a product with cash.
Trans-border Data Flows
- The transfer is for your benefit; and
- It is impracticable to obtain your consent to the transfer; and
- If it were practicable you would be likely to consent to the transfer, and;
- We have taken reasonable steps to ensure that the information we have transferred will not be held, used or disclosed by the recipient of the information inconsistently with the National Privacy Principles
The club premises are covered by 36 visual and non-visual security cameras for the protection of staff, patrons and Club property.
We promise that information that is likely to be considered too personal for public disclosure will not be collected. For example, information relating to your sexual orientation, religious or philosophical beliefs, political opinions or the state of your health will not be intentionally collected by us. We may collect this type of sensitive information if:
We are committed to providing you with fair and responsive system for handling and resolving complaints. You have a right to complain and to have your complaint handled efficiently. We believe that in receiving your complaint we are provided with a valuable opportunity to improve the services we deliver to you and maintain your confidence in us and our services.
If at any time you wish to lodge a complaint in respect of the handling, use or disclosure of your personal information by us, you may notify us of your complaint by phoning our General Manager.
 Associated Legislation: Privacy Act 1988 (Cth)