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Privacy Policy

How we collect, use, and protect your personal information.

Last updated: 2 April 2026

1. Introduction

Springfield Lakes Hawks Rugby Union Club ("the Club", "we", "us", "our") is committed to protecting the personal information of our members, players, volunteers, and website visitors in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

This Privacy Policy explains how we collect, use, store, and disclose personal information. If you have questions or concerns, please contact us at privacy@springfieldlakeshawks.com.au.

2. Information We Collect

We may collect the following types of personal information:

  • Account information — email address, full name, and phone number, collected when you create an account or log in.
  • Player registration data — player name, date of birth, gender, street address, medical conditions, allergies, medications, and emergency contact details. This includes data for children under 18, collected with parental or guardian consent.
  • Voucher submissions — PlayOn voucher details and processing status.
  • Contact form enquiries — name, email address, phone number (optional), subject, and message content.
  • Newsletter subscriptions — email address and first name (optional).
  • Push notification data — notification preferences and technical data required to deliver browser notifications.
  • Device and usage data — anonymised data collected by third-party analytics services to help us understand how the website is used.

3. How We Use Your Information

We use the information we collect to:

  • Manage memberships and player registrations
  • Process PlayOn voucher applications
  • Communicate club news, training schedules, match updates, and events
  • Respond to enquiries and requests
  • Send newsletters to subscribers (you can opt out at any time)
  • Deliver push notifications based on your preferences
  • Improve the website and our club services
  • Fulfil legal and insurance obligations

4. Photography & Image Use

The Club regularly photographs and films at training sessions, matches, events, and other club activities. These images may be used on the Club website, social media channels, newsletters, and promotional materials.

By participating in club activities, members and visitors acknowledge that photography and filming may occur at club events.

Members can manage their media consent preferences through the member portal. Requests to remove specific images can be directed to privacy@springfieldlakeshawks.com.au.

The Club retains ownership of all photographs and video taken at club events by club-appointed photographers.

5. Data Storage & Security

Personal data is stored securely using trusted third-party cloud service providers. Data is encrypted in transit and at rest. Access to personal data is restricted to authorised club administrators who require it to perform their roles.

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, and disclosure.

6. Third-Party Sharing

We may share personal information with the following categories of third-party service providers:

  • Cloud hosting and database providers — to store and manage club data securely
  • Authentication services — to manage member login and account security
  • Analytics providers — anonymised usage data to understand website performance
  • Payment processors — to process shop and registration payments
  • The national rugby registration platform — player registration data as required for competition eligibility

We do not sell, rent, or trade personal information to any third party.

7. Children's Privacy

The Club collects personal information about children under 18 as part of player registration. This data is collected with the consent of a parent or guardian.

Parents and guardians manage their children's data through their member account. Parents and guardians may request access to, correction of, or deletion of their child's personal information at any time.

8. Your Rights

Under the Australian Privacy Principles, you have the right to:

  • Access your personal data via your member account or by contacting us
  • Correct inaccurate or outdated information
  • Request deletion of your personal data, subject to legal and insurance obligations
  • Opt out of marketing communications including newsletters and push notifications
  • Manage your push notification and media consent preferences via the member portal
  • Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au if you believe your privacy has been breached

9. Data Retention

  • Account and player data is retained while your membership is active.
  • Data is deleted or anonymised within 12 months of membership lapsing, unless retention is required for legal, insurance, or regulatory purposes.
  • Newsletter subscriptions are retained until you unsubscribe.
  • Contact form enquiries are retained for 24 months, then deleted.
  • Analytics data is anonymised and not linked to individual users.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The "last updated" date at the top of this page will be revised accordingly. Material changes will be communicated via the website or by email to members.