Privacy Policy

Privacy Policy
Box Hill North Football Club

Effective date: March 2026

Box Hill North Football Club (the “Club”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly. We comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) to the extent that they apply to our organisation.This Privacy Policy explains how we collect, use, hold, disclose and protect personal information.1. What personal information do we collect?We may collect personal information necessary for the Club’s ordinary activities, including:

Name
Contact details (email address, phone number, postal address)
Date of birth / age group
Emergency contact details
Playing history or preferences (e.g. position, previous clubs)
Medical or health information relevant to safe participation (if provided voluntarily for player welfare)
Photos or videos taken at Club events/activities (for Club use only, such as social media or match reports)

We collect this information directly from you (e.g. via registration forms, trial sign-up sheets, emails, or our website) or sometimes from third parties (e.g. a parent/guardian or referring club) with your consent.

Why do we collect, use and hold your personal information?We collect, use and hold your personal information for the following main purposes:

To contact prospective players about trials, registration, team selection, training schedules, and Club opportunities.
To administer Club activities, including team management, fixtures, communications, and player welfare.
To send you Club news, newsletters, event invitations, and information about upcoming seasons or activities (you can opt out of non-essential communications at any time).
To comply with legal obligations, insurance requirements, or Victorian Amateur Football Association / AFL Victoria rules (where relevant).
For safety, child protection, and incident reporting purposes.

We do not sell your personal information to any third party under any circumstances.

We will only use or disclose your personal information for the primary purpose for which it was collected (or a directly related secondary purpose) unless you consent otherwise, or the use/disclosure is required or authorised by law.3. Who do we disclose personal information to?We may disclose your personal information to:

Club committee members, coaches, team managers, and volunteers (only as needed to perform their roles).
League/association bodies (e.g. VAFA, AFL Victoria) for registration, grading, tribunal, or compliance purposes.
Service providers who assist us (e.g. email platform providers, website hosts, insurers) under strict confidentiality obligations.
Emergency services or medical professionals if required in a health/safety situation.
Law enforcement or government agencies if legally required.

We do not disclose your personal information to marketing companies or for unrelated commercial purposes.

We are unlikely to disclose personal information to overseas recipients. If this ever becomes necessary (e.g. cloud storage provider), we will take reasonable steps to ensure the recipient handles the information in accordance with Australian privacy laws.

How do we protect your personal information?

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. This includes:

Secure storage of paper and electronic records
Password protection and access restrictions
Secure disposal when information is no longer needed

However, no method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

How long do we keep your personal information?

We keep personal information only for as long as necessary for the purposes outlined in this policy (typically while you are a prospective/current member/player, plus a reasonable period afterwards for administrative, legal or historical reasons). After that time, we will securely destroy or de-identify the information.

Access and correction

You may request access to the personal information we hold about you, or ask us to correct it if it is inaccurate, incomplete or out of date. Contact us using the details below. We will respond within a reasonable period (usually 30 days) and may charge a small fee for providing access if the request is complex.

Complaints

If you believe we have breached your privacy rights or this policy, please contact us in the first instance. We will investigate and respond promptly.If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au

Phone: 1300 363 9928.

Changes to this policy
We may update this Privacy Policy from time to time.

The current version will be posted on our website (if applicable) or made available on request.9. Contact usIf you have any questions about this Privacy Policy or our handling of personal information.

By providing your personal information to us, you consent to the collection, use, holding and disclosure of that information in accordance with this Privacy Policy.

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