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