Privacy Policy

This Privacy Policy explains how Team Sports 4 All Pty Ltd handles your personal information.  It is in accordance with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth), which regulate the manner in which personal information is handled throughout its life cycle – from collection to use and disclosure, storage, accessibility and disposal.

This policy may change from time to time.

This policy applies to Team Sports 4 All including Bayside and Inner South East.

We do not sell data to third parties. Team Sports 4 All treats all information collected as if it were private. We do not sell the information to anyone, including other organisations that assist families, and we do not use your data for our own purposes, except as outlined in this policy.

We may share some data with trusted service providers such as sporting clubs.

Most data is stored on servers located in Australia. Aside from the circumstances described in this policy, all data collected by us is stored on servers located in Australia.

We will comply with all Australian laws. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond. We may also need to access data to prevent potentially illegal activities and to screen for undesirable or abusive activity. For example, we have an automated virus scan that checks all file attachments.

In the event of a data breach or privacy incident, we will follow the requirements under the Notifiable Data Breaches Scheme. At Team Sports 4 All, we are committed to best practice data management across the information life cycle.  In the event of a data breach, Team Sports 4 All will take immediate steps to contain the breach, assess the breach, remedy the breach and, if necessary, revise any data policies or processes to ensure similar issues do not arise in the future.

Definitions
In this Privacy Policy, ‘Team Sports 4 All’, ‘we’, ‘us’ and ‘our’ mean the organisation carrying on business under the name Team Sports 4 All and Team Sports 4 All Pty Ltd.

‘Personal information’ means any information or an opinion (whether true or not and whether recorded in a material form or not) about an individual who is identified or reasonably identifiable from the information;

‘Sensitive information’ is a subset of personal information and means (without limitation) information about an individual’s race, political opinions, religious beliefs, philosophical beliefs, membership of a trade union, sexual preference, criminal record, or health, genetic or biometric information, including “sensitive information” as defined in the Privacy Act 1988 (Cth).

Who does this policy apply to?
Team Sports 4 All, it’s online volunteer portal and it’s website www.teamsports4all.com.au are used by a wide range of individuals. These include but are not limited to sub contractors & volunteers, donors, social services, beneficiaries, families engaging in our service and members of the public. The privacy provisions in this policy apply to all portal and website users.

General principles
We treat your data as private information. We do not use your data for our own purposes, except in the circumstances described in this privacy policy or unless we have your express consent.

We will not share your data with another party, except where

• • We are legally compelled to provide it to a third party (e.g. provide information set out in a valid subpoena to authorities during the investigation of a criminal offence), or
  • We have engaged a trusted service provider (e.g. sporting club registration platforms or a financial institution for payment processing).

We will never sell your data to a third party.

Generally, we use the information we collect from you only in connection with providing our services. However, there are some other limited uses, as listed below.

How is personal information collected? 
Generally, we collect your personal information from referring organisations and you directly.

Team Sports 4 All collects personal information in a number of ways including:

• • through our websites (including when an individual chooses to make a donation through the Team Sports 4 All or subscribes electronically to publications);
  • when individuals contact us (including by letter, email, in person or phone)

Sometimes it may be necessary for us to collect your personal information from a third party. For example, we may collect your personal information when you are referred via a community organisation or when a donation is made.  We may also collect personal information about you from your use of our contact us page on our website and information you provide to us through through the registration process  or via Instagram.

What personal information does Team Sports 4 All collect from individuals?
The kind of personal information that Team Sports 4 All collects about individuals depends on the type of dealings they have with Team Sports 4 All.

For example, if a person:

• • Donates items to Team Sports 4 All.  Team Sports 4 All may collect their name and contact details.
  • Donates money to Team Sports 4 All.  Team Sports 4 All will collect their name, organisation, contact details, the amount and frequency of their donation, and hold records relating to their donation.
  •  Accesses the services of Team Sports 4 All. Personal information of families accessing Team Sports 4 All services including name, contact details, medical issues, court orders, emergency contact details, family background, uniform and shoe sizes, sport interests, concession cards, photo of each child, proof of age from each child.
  • Registers for Team Sports 4 All newsletters.
  • Sends Team Sports 4 All an enquiry. Team Sports 4 All may collect their name, contact details and nature of the enquiry.
  •  Makes a complaint. Team Sports 4 All may collect their name, contact details, the details of their complaint, information collected in any investigation of the matter and details of the resolution of the complaint.
  • Applies for a job or volunteer role at Team Sports 4 All. Team Sports 4 All may collect the information of individuals included in their application, including their cover letter, resume, contact details and referees reports, information from police checks, working with children checks (or similar) and car licence.

Team Sports 4 All must only collect sensitive information where it is reasonably necessary for its activities and:

• • the individual has consented

• • If an individual does not wish to provide their personal information to Team Sports 4 All, in general, it will not be possible for Team Sports 4 All to offer their service.

The exceptions being individuals not identifying themselves or using a pseudonym when:

• • donating goods to Team Sports 4 All directly or through another party;
  • dealing with Team Sports 4 All (when viewing the Team Sports 4 All website or when making a general phone enquiry); and/or
  • donating money to Team Sports 4 All but in these circumstances, Team Sports 4 All may not be able to issue a tax-deductible receipt.

Why does Team Sports 4 All collect personal information?
The main purposes for which Team Sports 4 All collects, holds, uses and discloses personal information include:

• • to register children with their chosen sporting club on the clubs registration platform to request donations of financial gifts or goods
  • to maintain contact with our volunteers and referring organisations
  • for administrative purposes
  • for other organisational purposes

Team Sports 4 All may also use your personal information for the purpose of calling you or emailing you our newsletters.

If you make a donation of money or goods in kind we may add you to our email distribution list, so that you receive updates and reports on the impact of your giving and other opportunities to support our cause.

If you do not want to receive any communication from us, please contact us at hello@teamsports4all.com.au  You can also use the unsubscribe function to opt out of our electronic communications. If you do not provide us with the personal information we have requested, we may not be able to complete or fulfil the purpose for which such information was collected, including completing the registration process for a specific sport.

How does Team Sports 4 All store my personal information and is it secure?
Team Sports 4 All holds personal information in a number of ways, including in the Team Sports 4 All online portal, electronic databases, and email contact lists.

We take reasonable steps to:

• • ensure the personal information that Team Sports 4 All collects and uses is accurate, up to date and (in the case of use) relevant;
  • protect the personal information that is collected from misuse, interference and loss and from unauthorised access, modification or disclosure; and

While Team Sports 4 All will endeavour to always exercise due care in collecting and using personal information, it cannot guarantee that unauthorised access to individuals’ personal information will not occur.  In the event of a data breach or privacy incident, Team Sports 4 All will follow best practice processes and ensure that the breach is contained and remedied and any policies and processes are updated if necessary.

What steps does Team Sports 4 All take when there is a data breach or privacy incident?
A data breach or privacy incident may result from unauthorised people accessing / disclosing, changing, losing or destroying personal information.  Examples of situations where a data breach or privacy incident may occur include:

• • accidental download of a virus on to a Team Sports 4 All volunteer or sub contractors computer
  • discussing or sharing of personal information on Instagram
  • leaving an unlocked i pad or smart phone in public

A data breach or privacy incident can occur due to human error or technical failures, can be accidental or deliberate.

In the event of a data breach or privacy incident, Team Sports 4 All will respond in the following way which is in line with the Notifiable Data Breaches Scheme in the Privacy Act 1988 (Cth):

• • the breach / incident will be identified and reported to the relevant person/s at Team Sports 4 All
  • the breach / incident will be contained so further access/disclosure/loss etc will not arise;
  • the seriousness of the breach / incident will be assessed between the relevant personnel at Team Sports 4 All
  • regardless of the seriousness of the breach or incident, remedial action will be taken to reduce any potential harm to individuals;
  • in cases where serious harm is likely, Team Sports 4 All will notify the relevant individuals
  • following each breach / incident, Team Sports 4 All will conduct a review of policies and processes and make any adjustments to avoid further breaches and incidents of a similar nature.

Links to third party websites
Team Sports 4 All website may contain links to third party websites, including sites maintained by businesses who provide us with financial support and donations.  Those websites are not subject to our privacy policies and procedures. They will have their own policies which can be viewed via their websites.

How do I access my data or correct it?
Where Team Sports 4 All is the data controller you can request access to the personal information we hold about you, or request that we change or delete that personal information.  We will make the changes to the personal information within a reasonable timeframe.

Does Team Sports 4 All disclose information to service providers or people outside of Australia?
Team Sports 4 All uses a number of service providers to handle specific types of data that we collect. Some of these service providers use servers outside Australia / in the cloud, including Instagram.

How to contact us or make a complaint
If you would like to find out more about our Privacy Policy or the personal information we have collected about you, or if you would like to make a complaint, please contact us by:

• • Emailing: hello@teamsports4all.com.au

We will respond to your request usually within 5 days of receiving it, and treat seriously any claims of privacy breaches.

This is version 1.2 of our Privacy Policy, updated March 2024.