Central Highlands Pickleball Club Privacy Policy
1. Purpose
Central Highlands Pickleball Club Incorporated (CHP) respects the privacy of its members, players, volunteers, parents, guardians and other people who interact with the Club.
CHP necessarily collects and uses personal information to operate the Club, administer memberships, organise activities, communicate with members and provide safe and appropriate participation opportunities.
The purpose of this policy is to explain:
What personal information CHP may collect.
Why CHP collects that information.
How the information may be used.
When information may be shared.
How CHP seeks to protect information.
How members may request access to or correction of their information.
How privacy concerns may be raised.
CHP will seek to handle personal information responsibly, transparently and only to the extent reasonably required for legitimate Club purposes.
2. Scope
This policy applies to personal information handled by CHP in connection with its activities.
This may include information collected through:
CourtFlow.
Pickleball Victoria or Pickleball Australia membership systems.
RevolutioniseSPORT.
CHP's website.
Email.
Discord.
Social media.
Membership applications.
Competition and event registrations.
Coaching activities.
Rumbles and tournaments.
Complaint and incident processes.
Paper records.
Other Club communication or administration systems.
3. What is Personal Information?
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.
Depending upon the circumstances, CHP may hold information such as:
Name.
Date of birth.
Email address.
Telephone number.
Address or general location.
Emergency contact details.
Parent or guardian details.
Membership status.
Pickleball Australia or Pickleball Victoria membership information.
National Member ID or similar registration number.
Membership expiry information.
Club affiliation.
Playing history.
Competition results.
DUPR rating or other playing-standard information.
Session attendance.
CourtFlow account information.
Payment and transaction records.
Volunteer or Committee roles.
Coaching information.
Communications with CHP.
Photographs and video.
Complaint, incident or disciplinary information.
CHP will seek not to collect personal information that it does not reasonably require.
This data-minimisation approach is consistent with current OAIC guidance on collecting only information reasonably necessary for an organisation's activities.
4. Information About Children and Young People
CHP has junior members and participants and therefore may hold personal information about children and young people.
This may include:
Name.
Date of birth.
Parent or guardian information.
Emergency contacts.
Membership information.
Playing information.
Competition results.
Photographs or video.
Information reasonably necessary for safe participation.
Information about children should be handled with particular care.
Where appropriate, CHP may communicate with or obtain information through a parent or guardian.
The CHP Child Safety & Junior Participation Policy also applies.
5. Health and Safety Information
From time to time, CHP may receive information concerning a person's health, injury, disability, allergy, medication or other circumstances relevant to safe participation.
CHP should only request or retain this type of information where there is a legitimate reason for doing so.
Access to sensitive safety or health-related information should be limited to people who reasonably need the information to:
Protect the participant.
Provide appropriate assistance.
Manage an incident.
Facilitate safe participation.
Meet a legal or governing-body obligation.
Participants and parents or guardians are encouraged to provide CHP with information that is reasonably necessary for safe participation.
6. Why CHP Collects Personal Information
CHP may collect and use personal information to:
Administer membership.
Verify membership status.
Communicate with members.
Organise sessions.
Process bookings.
Organise competitions and tournaments.
Administer Rumbles.
Manage teams and player selection.
Provide coaching.
Administer junior participation.
Manage payments.
Maintain financial records.
Verify Pickleball Victoria or Pickleball Australia registration.
Manage player eligibility.
Maintain results and Club records.
Provide emergency assistance.
Manage volunteers.
Operate the Committee.
Respond to complaints and incidents.
Manage disciplinary or grievance processes.
Meet child-safety responsibilities.
Maintain insurance or governing-body requirements.
Promote CHP activities.
Meet legal obligations.
Carry out other legitimate Club functions.
CHP should not use personal information for an unrelated purpose without an appropriate reason.
7. How Information is Collected
CHP may collect information directly from a person when they:
Join CHP.
Create or use a CourtFlow account.
Book a session.
Enter a competition.
Nominate for a Rumble.
Attend an activity.
Contact the Club.
Complete a form.
Participate in coaching.
Make a payment.
Submit a complaint or incident report.
Volunteer.
Nominate for a Committee position.
Participate in a Club poll or consultation where identification is required.
CHP may also receive relevant information from third parties, including:
Pickleball Victoria.
Pickleball Australia.
Other affiliated clubs or sporting organisations.
Competition organisers.
Coaches or officials.
Parents or guardians.
Technology providers used by CHP.
Information should only be obtained from third parties where there is a legitimate Club purpose and the collection is appropriate.
8. CourtFlow
CHP uses CourtFlow for significant parts of its membership and sporting administration.
Depending upon the services used, CourtFlow may assist CHP with:
Membership.
Player profiles.
Session bookings.
Attendance.
Payments.
Competition registration.
Rumble administration.
Results.
Player eligibility.
Club communications.
Other sporting administration.
Information entered into CourtFlow may therefore be available to CHP representatives who require access to perform authorised Club functions.
CHP will seek to ensure that access is limited appropriately according to a person's role.
CourtFlow is a separate platform and may maintain its own privacy policy and terms governing information processed through the platform.
9. Pickleball Victoria and Pickleball Australia Information
CHP may collect or verify information relating to a person's membership of Pickleball Victoria or Pickleball Australia.
This may include:
National Member ID.
Name.
Club affiliation.
Membership status.
Registration expiry date.
Where appropriate technical access becomes available, CHP may use CourtFlow or another authorised system to automatically verify this information against a governing-body membership system.
The purpose of such verification is to assist CHP in determining whether a member maintains any external registration required for their participation or membership arrangements.
CHP should only retrieve information reasonably necessary for this purpose.
10. Payments
CHP or platforms used by CHP may collect information required to process payments for:
Membership.
Sessions.
Competitions.
Events.
Merchandise.
Other Club activities.
Where payment is processed by a third-party payment provider, CHP may not receive or store complete payment-card details.
CHP may retain transaction information reasonably necessary for accounting, reconciliation, refunds and financial records.
11. Use and Disclosure of Personal Information
CHP will generally use personal information for the purpose for which it was collected or for another legitimate and appropriately related Club purpose.
Where applicable privacy law governs CHP, additional requirements concerning use and disclosure may apply.
Under the Australian Privacy Principles, for example, an organisation generally uses or discloses personal information for its primary collection purpose, with specified circumstances allowing secondary use or disclosure.
12. Sharing Information Within CHP
Personal information may be accessible to appropriate:
Committee members.
Session managers.
Coaches.
Tournament Directors.
Competition organisers.
Team selectors.
Child-safety representatives.
Other authorised volunteers.
Access should be limited to information reasonably required for the person's role.
Holding a volunteer or Committee position does not automatically entitle a person to unrestricted access to all CHP records.
13. Sharing Information With Other Organisations
CHP may disclose relevant information where reasonably necessary to organisations such as:
Pickleball Victoria.
Pickleball Australia.
Sport Integrity Australia.
Competition or tournament organisers.
Venue operators.
Insurance providers.
Technology providers.
Payment processors.
Professional advisers.
Government or regulatory authorities.
Police or emergency services.
CHP should only provide information reasonably necessary for the relevant purpose.
14. Sponsors
CHP sponsorship does not provide a sponsor with access to CHP's membership database.
CHP will not provide member names, contact information or other personal information to sponsors merely because they financially or otherwise support the Club.
Members may voluntarily participate in sponsor offers or promotions.
Where a member provides information directly to a sponsor, the sponsor's own privacy practices may apply.
The CHP Sponsorship & Commercial Partnerships Policy also applies.
15. Discord and Social Media
CHP may use platforms such as Discord and social media to communicate with members and the wider community.
Members should understand that information they choose to post in shared channels may be visible to other participants.
CHP may use membership information to verify that a person is entitled to access a restricted CHP online group or channel.
Members should avoid posting:
Another person's private information without permission.
Confidential complaint information.
Sensitive information about junior members.
Information that could create an unreasonable safety or privacy risk.
CHP's use of a third-party communication platform does not control the independent privacy practices of that platform.
16. Photographs and Video
CHP may take photographs or video at Club activities for legitimate purposes including:
Club communications.
Website content.
Social media.
Event promotion.
Competition reporting.
Coaching.
Historical Club records.
Reasonable consent and child-safety requirements should be followed.
Particular care must be taken when photographing or publishing material involving junior participants.
A person who has a reasonable concern about being photographed or having an image published should raise the matter with CHP.
17. Competition Results and Sporting Information
Participation in organised sport necessarily involves some information being made visible to other participants or the public.
CHP may publish appropriate sporting information such as:
Player names.
Teams.
Draws.
Results.
Scores.
Ladders.
Rankings.
Rumble statistics.
Tournament results.
Awards.
CHP should avoid publishing unnecessary personal contact or private information as part of sporting results.
18. Complaints and Disciplinary Information
Complaint, grievance, incident and disciplinary information may be particularly sensitive.
CHP should restrict access to people who reasonably require the information to:
Assess the matter.
Investigate.
Respond.
Make a decision.
Provide support.
Obtain advice.
Comply with the Rules of Association.
Meet legal, safeguarding or governing-body requirements.
The fact that a complaint has been made does not make the allegations appropriate for general circulation among members.
CHP's Complaint Handling Process, Member Protection Policy and Rules of Association also apply.
19. Security
CHP will take reasonable steps to protect personal information from:
Unauthorised access.
Misuse.
Loss.
Unauthorised disclosure.
Inappropriate alteration.
Accidental destruction.
Measures may include:
Password-protected systems.
Role-based access.
Secure online services.
Restricted administrative accounts.
Appropriate record storage.
Limiting access to people who require it.
Removing access when a person no longer requires it.
No electronic or physical information system can be guaranteed to be completely secure.
20. Committee and Volunteer Access
Committee members and volunteers may gain access to personal information while performing their roles.
They must:
Use the information only for legitimate CHP purposes.
Maintain appropriate confidentiality.
Avoid copying or retaining information unnecessarily.
Not use CHP membership information for personal or commercial purposes.
Not disclose information simply because they have access to it.
Return, delete or cease accessing Club information when their role ends where appropriate.
Access to Club information is provided for the performance of a role, not as a personal entitlement.
21. Access and Correction
A person may ask CHP to provide access to personal information CHP holds about them or request correction of information that is inaccurate or out of date.
CHP will seek to respond reasonably to such requests, subject to:
Applicable law.
The rights and privacy of other people.
Confidentiality obligations.
Legal privilege.
Child-safety considerations.
Other legitimate reasons why access may need to be limited.
Where information can be updated directly through CourtFlow or another system, CHP may ask the member to update their profile there.
22. Keeping Information Current
Members are encouraged to keep relevant information current, particularly:
Contact details.
Emergency contacts.
Parent or guardian information.
Pickleball Victoria/Pickleball Australia registration information.
Information reasonably necessary for safe participation.
CHP may periodically request members to confirm or update information.
23. Retention of Information
CHP may retain information for as long as reasonably required for:
Club administration.
Membership history.
Financial records.
Insurance.
Legal requirements.
Complaints or disciplinary records.
Child-safety records.
Competition history.
Historical Club records.
Other legitimate purposes.
Information that is no longer reasonably required should be securely destroyed or de-identified where appropriate, subject to any legal, safeguarding, insurance or record-keeping requirements.
24. Former Members
CHP may retain limited information concerning former members where reasonably required.
This may include:
Membership history.
Financial transactions.
Competition results.
Committee service.
Significant incident or disciplinary records.
Other information required for legitimate Club, historical or legal purposes.
Former membership does not necessarily require CHP to immediately erase all historical records.
25. Overseas Services
Some technology services used by CHP may store or process information using infrastructure located outside Australia.
Where CHP is subject to privacy obligations concerning overseas disclosure, it will seek to comply with those requirements.
CHP should consider the privacy and security arrangements of significant technology providers when selecting systems used to manage member information.
The OAIC identifies likely overseas disclosure and, where practicable, the countries involved as information an APP privacy policy must address when applicable.
26. Data Breaches
Where CHP becomes aware that personal information may have been lost, accessed or disclosed without authority, the Committee should assess the incident promptly.
Depending upon the circumstances, CHP may:
Secure affected systems or accounts.
Change passwords or access credentials.
Determine what information was affected.
Notify affected people where appropriate.
Contact a technology provider.
Obtain professional advice.
Notify an insurer.
Report the incident to an authority where required.
Take steps to reduce the risk of recurrence.
Where applicable law imposes mandatory data-breach notification requirements, CHP will comply with those requirements.
27. Privacy Concerns and Complaints
A person who believes CHP has mishandled their personal information should contact the CHP Committee.
The concern should, where possible, identify:
The information involved.
What the person believes occurred.
The concern arising from that handling.
The outcome sought.
CHP will consider privacy concerns reasonably and in accordance with applicable law and Club policies.
Where the Commonwealth Privacy Act applies to the relevant conduct, additional complaint rights may be available through the Office of the Australian Information Commissioner.
28. Legal Requests and Safety
CHP may disclose information where disclosure is:
Required or authorised by law.
Required by a court or tribunal.
Necessary to respond appropriately to a serious safety concern.
Necessary for an appropriate child-safety report.
Required for legitimate law-enforcement purposes.
Otherwise lawfully permitted.
Nothing in this policy prevents CHP or an individual from reporting a genuine child-safety concern or suspected criminal conduct to an appropriate authority.
29. Privacy and the Rules of Association
CHP's privacy practices operate alongside its obligations under the CHP Rules of Association.
Nothing in this policy prevents CHP from maintaining or using records required by the Rules, including appropriate:
Membership records.
Committee records.
Meeting records.
Financial records.
Disciplinary and grievance records.
Where members have rights to inspect particular Club records under the Rules or applicable legislation, those rights continue to apply.
CHP should nevertheless avoid unnecessarily disclosing personal information that is not required to exercise those rights.
30. Applicable Privacy Law
CHP will comply with privacy legislation that applies to the Club and its activities.
The Commonwealth Privacy Act 1988 does not automatically apply to every small organisation or not-for-profit. Certain organisations with annual turnover of $3 million or less may be exempt unless a specific exception applies or they have opted into the Privacy Act.
Regardless of whether a particular statutory privacy requirement applies, CHP considers responsible handling of member information to be good Club governance and will seek to follow the principles established in this policy.
Nothing in this policy should be interpreted as representing that CHP has voluntarily opted into a statutory privacy regime unless the Club has formally done so.
31. Relationship With Other CHP Policies
This policy should be read together with:
CHP Rules of Association.
CHP Membership Policy.
CHP Child Safety & Junior Participation Policy.
CHP Young Athletes in Adult Sessions Policy.
CHP Member Protection Policy.
CHP Complaint Handling Process.
CHP Code of Conduct.
CHP Committee Protection Policy.
CHP Sponsorship & Commercial Partnerships Policy.
Other applicable CHP policies.
32. Policy Changes
CHP may update this policy where:
Club practices change.
Technology systems change.
Legal requirements change.
CHP introduces new services.
Governing-body requirements change.
The Committee identifies an opportunity to improve privacy practices.
Material changes should be published through an appropriate Club communication channel.
33. Policy Review
This policy will be reviewed annually or earlier where reasonably required.
The Committee should particularly review the policy when CHP introduces a new system that collects or processes significant member information.
Our Principle
CHP collects information to run a pickleball club, not to build a database for unrelated purposes.
We will seek to collect only information we reasonably need, use it responsibly, protect it appropriately and respect the privacy of our members.
Member information belongs in the hands of people who genuinely need it to perform a Club function, not simply anyone who happens to have access.
Version: 1.1
Effective Date: September 2025
Last Review Date: August 2026
Responsible Body: CHP Committee
Approved by: CHP Committee
Review: Annually or as required