Privacy Policy
SYDNEY WORLD MASTERS GAMES ORGANISING COMMITTEE
PRIVACY POLICY
INTRODUCTION
1. The Sydney 2009 World Masters Games Organising Committee (“SWMGOC”) was established by the Sydney 2009 World Masters Games Organising Committee Act 2005 (NSW). The objective of SWMGOC as set out in section 6 of this Act is “to plan, organise and stage the Sydney 2009 World Masters Games (“Games”) in accordance with the obligations imposed, and the rights conferred, under the Host City Contract (“HCC”).”
2. The protection of personal information is important to SWMGOC. SWMGOC is committed to respecting the right to privacy and the protection of personal information.
3. SWMGOC’s privacy obligations are regulated by New South Wales legislation, including the Privacy and Personal Information Protection Act 1998 (NSW) (“PPIP Act”) and the Health Records and Information Privacy Act 2002 (NSW) (“HRIP Act”).
4. Personal information is information or an opinion (including information or an opinion forming part of a database) from which it is possible to determine a person’s identity. Examples of personal information include a person’s name, postal address, telephone number, email address, date of birth, fingerprints, body samples or genetic information.
5. This Privacy Policy explains in general terms how SWMGOC manages personal information. It also describes, generally the types of personal information held, purposes for which it is held, together with how the information is collected, held, used and disclosed.
COLLECTION OF INFORMATION
When information is collected
6. Information will be collected by SWMGOC about a person in a number of ways, including, but not limited to, when a person:
(a) views the SWMGOC website at www.2009worldmasters.com (“Website”);
(b) subscribes to any newsletter or publication produced by SWMGOC;
(c) subscribes to any SWMGOC electronic publication or mailing list;
(d) registers his or her interest to participate in the Games;
(e) registers, or is registered, as a participant in the Games;
(f) participates in the Games in any capacity (including as an official), and
(g) voluntarily provides their details in order to receive information from SWMGOC.
7. As well as collecting information directly from individuals, there may be occasions when SWMGOC will collect information from third parties, such as other Games participants, team managers or national masters sports federation representatives.
What information is collected
8. SWMGOC collect a range of information depending on the circumstances. Examples of the type of information which may be collected are set out below. The primary purposes of collection of all information are to:
(a) allow SWMGOC to conduct the Games; and
(b) assist SWMGOC in carrying out its obligations under the HCC.
9. SWMGOC requires the information to conduct the Games and provide its services, manage its relationship with people and to communicate with people effectively.
10. In conducting the Games and carrying out its obligations under the HCC, SWMGOC must ensure that the Games are organised and conducted “in the best possible manner which promotes and enhances the long term interests of the masters sports movement”. In carrying out this obligation, SWMGOC must provide information on all Games participants to the International Masters Games Association (“IMGA”), which is the organisation that owns the Games. At the conclusion of the Games, SWMGOC will forward information on all its participants to IMGA.
11. The information collected by SWMGOC about a particular person will vary depending on the circumstances of collection. It may include, but is not limited to:
(a) a person’s name;
(b) email and/or postal address;
(c) telephone number;
(d) date of birth;
(e) home country;
(f) sporting organisation affiliations;
(g) gender;
(h) credit card details;
(i) communication history with SWMGOC;
(j) transactional information in respect of the use of SWMGOC services;
(k) health information;
(l) relevant qualifications;
(m) automatically recorded computer information;
(n) roles performed, or events entered, at previous masters games events.
12. SWMGOC will, before or as soon as possible after, collecting the information, take reasonable steps to ensure that the persons concerned are aware of:
(a) the fact that the information has been collected;
(b) the purpose for which the information is collected;
(c) the intended recipients of the information, including the organisations or types of organisations to which SWMGOC usually discloses information of that kind;
(d) whether the supply of information is required by law and any consequences if it is not provided;
(e) the existence of any right to access, or correct, the information, and
(f) SWMGOC’s details.
13. SWMGOC will take reasonable steps to ensure that the information collected is relevant to the purpose for which it was collected, accurate, complete and up to date and that it does not intrude unreasonably into the personal affairs of the person concerned.
SWMGOC WEBSITE VISITS
14. When people visit the Website, information technology systems may record certain information about the person’s use of the site. This information may include, but is not limited to, Internet Protocol addresses, server addresses, previous sites visited, date and time of visit and browser/operating system type. SWMGOC aggregates this information to help analyse and improve the performance of the Website.
15. In addition, SWMGOC may use “cookies” on the Website. Cookies are small text files that help a website to remember the preferences of visitors to improve the experience of using that website. Using cookies is standard practice for most large websites. In some cases, cookies may collect some personal information. SWMGOC will treat this information in the same way as other personal information.
16. Websites linked to the Website are not subject to SWMGOC’s privacy standards, policies or procedures. These websites would need to be contacted or reviewed directly to determine their privacy standards, policies and procedures.
17. SWMGOC can not take any responsibility for the collection, use, disclosure or security of any personal information that individuals provide to a third party.
RETENTION AND SECURITY OF PERSONAL INFORMATION
18. SWMGOC stores information in different ways, including by paper and in electronic form. SWMGOC will do everything reasonably within its power to ensure that information is kept securely. It will ensure that information is retained for no longer than is necessary for the purposes for which it was obtained. Some of the security measures SWMGOC may use include:
(a) confidentiality requirements of SWMGOC employees and service providers; and
(b) security measures for system access.
19. Where it is necessary for a person’s information to be given to a third party in connection with any of SWMGOC’s activities, SWMGOC will do everything reasonably within its power to ensure the information is disclosed or not used in an unauthorised fashion.
USING AND DISCLOSING PERSONAL INFORMATION
20. All personal information collected by SWMGOC is only available to those authorised individuals who need to handle that information for the purpose for which it was collected.
21. In some circumstances, personal information may also be disclosed outside SWMGOC and outside Australia. In such circumstances, SWMGOC will use its best endeavours to ensure such parties keep the information confidential and do not use the information other than the purpose for which it is disclosed to them.
22. For example, SWMGOC may disclose personal information to a range of third party organisations which include, but are not limited to:
(a) IMGA;
(b) organisations involved in Games programs and initiatives in Australia;
(c) companies engaged by SWMGOC to provide services and carry out functions and activities on its behalf, including uniform suppliers, sponsors, medical providers, mailing houses and other service providers;
(d) the sporting organisations engaged by SWMGOC to operate the various sports events staged during the Games;
(e) professional advisers, including our accountants, auditors and lawyers;
(f) our insurers; and
(g) other organisations as required or authorised by law.
23. In addition to the circumstances described above, SWMGOC may also disclose personal information:
(a) when required by law;
(b) to an enforcement body when reasonably necessary; or
(c) to lessen or prevent a threat to an individual or public health or safety.
24. A person whose data is collected by SWMGOC will have the option to withdraw their consent to SWMGOC’s use of this information by notifying SWMGOC in writing.
25. SWMGOC will not use information for a purpose other than that for which it is collected, unless:
(a) consent has been provided by the individual concerned; or
(b) the alternate use of the information is for a purpose that is directly related to the purpose for which the information was collected; or
(c) SWMGOC believes that alternate use of the information is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned.
26. SWMGOC will not disclose information to third parties unless:
(a) the disclosure is directly related to the purpose for which the information was collected, and SWMGOC has no reason to believe that the person concerned would object to the disclosure; or
(b) the individual concerned is aware, or reasonably likely to have been aware, that information of that particular kind is usually disclosed to that other person or body; or
(c) SWMGOC believes that the disclosure of the information is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned.
ACCESS & CORRECTION
27. Access to an individual's own personal information held by SWMGOC is permitted, except as otherwise provided under law, and will be afforded by SWMGOC without excessive delay or expense to the person concerned.
28. If an individual wishes to access information held by SWMGOC, they should make a request in writing to SWMGOC.
29. SWMGOC will take all reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up-to-date.
30. Personal information can be corrected, completed or updated by contacting SWMGOC. Note that in the interest of protecting the privacy of all our customers, SWMGOC must properly identify the individual and as such, SWMGOC may telephone the person or require current name and address and a form of identification (such as a driver’s licence or passport) before access to information is provided.
31. In some limited circumstances, SWMGOC will allow a third party to access and correct information held about an individual. For example, this may occur when a person (Person A) allows a third party (Person B) to register them as a Games participant. SWMGOC will allow Person B (also being a Games participant) to continue to have access to, and to update, the information provided about Person A. In these circumstances, Person A will be informed of any access and updates provided by Person B and can notify SWMGOC if they withdraw their consent to this access.
32. SWMGOC will assume, unless told otherwise, that any request for access to information relates to current records. This will include the personal information which is held on database and files.
HEALTH INFORMATION
33. The HRIP Act defines “Health information”. This definition includes, but is not limited to:
(a) information or an opinion about the physical or mental health of a person, a health service provided to a person, or an individual’s express wishes about the future provision of health services to him or her;
(b) information collected in providing a health service; and
(c) information collected in connection with the donation of an individual’s body parts, organs or body substances.
34. SWMGOC may collect and use health information from time to time to ensure that the Games are operated safely and in accordance with any special health needs our participants may have, and for insurance purposes. SWMGOC will only collect health information that is relevant to the running of the Games.
35. SWMGOC will treat the health information it is provided with in accordance with the “Health Privacy Principles” set out in Schedule 1 of the HRIP Act.
36. SWMGOC may use health information to carry out research, to prepare submissions to government or IMGA, or to plan events and activities, provided such health information has been aggregated or otherwise de-identified so that it cannot be used to identify any individual.
RESOLVING PRIVACY ISSUES AND COMPLAINTS
37. Any issues or complaints in relation to the collection, use, disclosure, quality, security and access of personal information, may be made to SWMGOC at the address below:
Privacy Officer
SWMGOC
Locked Bag 2009
Silverwater NSW 2128
Email: privacy@2009worldmasters.com
38. Any person who does not want SWMGOC use their personal information should put this request in writing and forward it to the SWMGOC Privacy Officer.
39. Further information on privacy in New South Wales generally can be found at www.lawlink.nsw.gov.au/privacynsw
40. SWMGOC may amend this Privacy Policy from time to time.
Sydney 2009 Masters Games Organising Committee
May 2008