Privacy Policy for Wanneroo Joondalup Tee Ball
Club, Inc.
Introduction
The following privacy policy is subject to change as discussions pertaining
to this issue are finalised and ratified.
The WJTBC Executive is seeking your concerns and input towards this Policy
and request all have their say via e-mail at this stage to (Heidi D'Uva the Registrar), for compilation
of any proposals to the committee meeting. It is thought that most of the
pre requisites are included in this policy and that it will be stated
according to the current use of data and the immediate intention of player
data use.
Glossary of Terms and Definitions Used
TERM DEFINITION
"WJTBC" Wanneroo Joondalup Tee Ball Club.
"TBAWA" Tee Ball Association of Western Australia
"Player" Any person participating as a player in Sport of
Tee Ball within the WJTBC Inc organised Competition.
"Tee Ball" The Sport of Tee Ball
"Written Permission of a Player" In the case of a minor written
permission of a player means the written permission of the legal Guardian
or Parent.
1. Collection of League Data
1.1 The WJTBC Registrar, WJTBC Secretary and WJTBC
Treasurer are the only collectors of Player personal data for Registration
and payment of fees.
1.2 The collection process is in Registration Form
format from a member, inclusive of the following information.
(i) Player [ First Name ],[ Middle Name], [ Surname
].
(ii) Player [ Street Address ].[ Suburb ], [ Postcode ]
State [ WA ]
(iii) Player [ Date of Birth ], [ Birth Certificate]
as proof of age.
(iv) Once a player has been registered with the WJTBC,
the Registrar will allocate a number to that player [ Registration Number
].
1.3 Additional application forms may be requested for the
following purposes.
(i) Player wishing to play down. This would include
supporting documentation from Medical Practitioners, Sports Trainers and
Physiotherapists.
1.4 A copy of the signed Club Registration form may be
requested from the Club Registrar in the case of an insurance claim or as
proof of Compliance should an anomaly in player details occur.
2. Use and Disclosure
2.1 The WJTBC uses general player personal data for the
sole purpose of making that player uniquely identifiable for the following
internal purposes.
(i) To ensure no replication of the player could be made.
(i) To ensure that the player is the correct age for a
balanced and even competition.
(ii) To ensure the player is not transferred within teams
registered to the same club.
2.2 The WJTBC Executives may pass on the Player Name with
Club / Team identification to the TBAWA for the sole purpose of
approach by them for that player to be invited into the TBAWA super squad
player development program.
2.3 Medical records and attachments to player details are kept solely in
house and used for the evaluation of eligibility to play tee ball outside
their age group with a specific condition.
2.4 Medical information is passed on to the player's
coach only to be considered at training and game times.
2.5 Personal Player Information may be passed on to TBAWA
in the case of an ensuing insurance claim as proof of registration
2.6 The Player's name and birth certificate information
will be passed on to the TBAWA should the player be selected in an
inter-district team. The information will only be used to
verify that the player is playing in the correct age group.
3. Data Quality
3.1 All club data is updated within 14 days following
advice from a parent or guardian.
3.2 The club Registrar and Treasurer retain all personal contact
details in electronic format on computer updated on a weekly basis.
4. Data Security
4.1 All information received by the WJTBC Inc pertaining
to an individuals personal contact details, ( as described in schedule 1.
Collecting Data), are not accessible by any individuals other than the club
Registrar, Secretary and Treasurer.
5. Openness
5.1 Any personal details or information is used for
General Tee Ball Administration purposes within the WJTBC Executive unless;
5.1.1 The details are required for Protests and Disputes
hearings
5.1.2 The details are forwarded to the TBAWA for
insurance purposes.
5.2 Any Club Official inclusive of Coaches and Managers
is by affiliation and appointment allowing their name and contact details
to be advertised publicly on the WJTBC Web Site and in announcements in
printed mediums pertaining to promotion or as a club contact with respect
to the position they hold as the WJTBC Executive sees fit to include those
details. Unless written objection is received from individuals. No silent
phone numbers will be disclosed.
5.3 The information is required for an ensuing Insurance
claim by the Policy Broker or Policy Underwriter.
5.4 The information is generalised and compiled into a
report by a representative of the WJTBC Executive for the purposes of
surveys or strategic planning into the management of Tee Ball related
administrative purposes.
6. Accessibility to Records
6.1 The WJTBC Executive will allows access to its records
by all individuals wishing to apply in writing and requesting the type of
information they require and the purpose of the request provided it meets
with the following conditions.
6.1.1 The information they are requesting access to is
not traceable directly back to an individuals personal details.
6.1.1 The individuals personal details are requested
access to by the individual the information directly concerns.
6.1.3 The information is not harmful to an Affiliated
Body or the Club Executive, in which case the request may be contested with
reason in writing and an Attorney's Generals Office ruling may be required
prior to access being permitted if contested.
6.1.4 The information is not to be used for direct
marketing or 3rd party purposes other than ensuing insurance claim.
6.1.5 That the State or Federal Police have asked for the
information in relationship to criminal investigation cases.
6.1.6 That the request is to enable access for the
removal of records due to improper or illegal use of the records by the
record holder.
6.1.7 That the access is to correct or edit records for
accuracy and content.
6.1.8 That the request is not frivolous or vexatious.
6.1.9 That access would not have unreasonable impact on
the privacy of other individuals.
6.2 Any application for access to information may be
replied to by either Phone conversation or Facsimile or by e-mail or by
Postal System. and will be responded to within (21) Twenty One days
from receipt by the Club Secretary of such request.
6.3 Records older than seven (7) years will be destroyed
by an appropriate Records Destruction Firm as appointed by the Club.
7. Player Identifiers
7.1 Registration Numbers are generated when a player
registers with the WJTBC Registrar and these numbers are used solely for
the purposes of monitoring the player on internal documentation and
electronic team management purposes. Registration Numbers are
used in no other identifying manner.
7.2 Birth Certificate Numbers are recorded to prevent
database replication of player details and to confirm proof of player age
8. Anonymity
8.1 Any individual that wishes to keep their details
strictly confidential may do so in writing to the WJTBC Secretary and every
attempt will be ensured to keep the information confidential by means of:
8.1.1 An entry into the database records stating
"strictly private and confidential information do not disclose this
persons details"
8.2 All confidential information will be used for
internal WJTBC use only and will not be forwarded without first contacting
the individual for their written permission to do so.
9. Web Site / Newsletter Information
9.1 Non identifying Pictures or information will be
posted on any player or individual on the WJTBC World Wide Web Home Page or
newsletter without the expressed permission of the Parent or
individual. Consent to this is via the signing of the Registration
form.
9.1.1 The player or individual is included in a Newspaper
article scanned and posted as a news Item.
9.1.2 There is no way of identifying the player or
individual from a General Picture.
9.1.2 The information pertains to a name included in a
list of results as in fairest and best player results.
9.2 Information on Committee or Club Representatives will
be posted on the web as Club Contacts or as WJTBC Executive appointments.
9.3 Winners of Competitions may be announced through the
Web Site as advice of competition results.
10. Disposal of Individuals Data.
10.1 Personal information pertaining to a player is
deleted from the data base at the time the player turns 18 years of age.
10.2 Information pertaining to Committees are deleted
from the database at the time of their last child reaching 18 years of age.
10.3 All records pertaining to Medical Attachments and
sensitive records of players applying to play down in age or associated
with extraordinary application of registration are destroyed as soon as the
Secretary or Registrar are satisfied no insurance claims or investigations
are forthcoming. This is typically 36 Months from completion of the playing
season for which the records were applicable.
10.5 All other records are destroyed after 5 years of
none participation within the WJTBC Competition with the Exception of;
10.5.1 Trophy winners Name only with reference to the
year of recognition for the award
10.5.2 Life Members in Name.
10.5.3 The loose records of committee members through the
retained fixture books and the like for posterity purposes.
END OF PRIVACY STATEMENT DOCUMENT
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