Corporate Privacy Charter
Protecting your privacy is important to the Royal South Yarra Lawn Tennis Club (RSYLTC). Our Corporate Privacy Charter will help you understand how RSYLTC collects, uses, discloses, holds and safeguards your personal information.
RSYLTC prides itself on offering the highest standards in member and customer service delivery and in being an organisation with a reputation based on help and assistance to our members. RSYLTC will continue to treat your privacy as being of the utmost importance as it is recognised as an integral part of our business processes and procedures.
The National Privacy Principals contained in the Privacy Act set the standard for how private sector organisations should handle personal information. RSYLTC is committed to complying with this standard.
This RSYLTC Corporate Privacy Charter defines our commitment to protecting the privacy of our members.
Why do we collect personal information?
If you wish to join the Club and/or utilize our products, facilities or services, we will generally need to collect some personal information from you.
We only collect information that we need:
- to establish your membership or process your application
- to service and administer your accounts, membership, activities and other needs
- to offer you new products or services which we believe may interest you
- to satisfy any legal requirements
How do we collect personal information?
We try to collect information about you only from you.
However, there are limited circumstances where we may have to collect personal information about you from someone else. For example, your proposer, seconder and referees during the membership nomination process.
What sort of personal information do we collect?
We generally collect names, addresses, telephone numbers, email addresses, occupations, family relationship status and dates of birth.
How we use your personal information
We use information to provide you with the services you want, or in which we think you may be interested. We tell our members about the general uses of their information when we collect it and we will provide additional explanation if our members request it. Primarily, we will use your information to process your application and to service your needs as a member. We do not rent or sell your information to other organisations. We may however provide certain aspects of your information to associates or affiliates in order that they may service your needs as we understand them.
Quality of information
We use technology, documented employee procedures and internal monitoring to help ensure that your information is accurate and up-to-date. We ask you to contact us and let us know if you believe that any information we hold about you is inaccurate or not up-to-date, such as when you change address.
Security of personal information
The security of your information is protected by only allowing access to those who need it to conduct their business responsibilities. RSYLTC employees, affiliates, associates and contractors are only provided with the information they need to
perform their activities. Our employees, affiliates, associates and contractors are also bound by contract to keep your information confidential.
Passwords, firewalls and virus protection are used to protect RSYLTC systems holding personal information from unauthorised access. Security alarms, access cards and internal procedures are used to protect RSYLTC premises that house RSYLTC systems and paper records.
Disclosure of personal information
RSYLTC has had a longstanding commitment to protecting the personal information of our members and people/organisations who/which come in contact with us in the ordinary course of business. This section explains the circumstances where we may disclose your information to other organisations.
RSYLTC may contract with other parties to provide services on our behalf; for example, contractors from mail houses to print and distribute RSYLTC correspondence and material. In all circumstances where RSYLTC contracts with other parties to provide services on our behalf, we will take reasonable steps to protect the privacy of any of your information disclosed to them.
- Associates and Affiliates
RSYLTC may provide your information to associates e.g. Members of Sub-committees and/or affiliates e.g. Tennis Victoria/Tennis Australia or other bodies to serve the needs of your membership.
- Other disclosures of information
RSYLTC may also, as permitted by the Privacy Act, disclose your information where it is necessary in an emergency or where RSYLTC is authorised or required by law (e.g. legislation or a legal court order) to disclose it.
How long do we keep the information?
We will keep the information for as long as it is necessary to service your membership or to continue to provide products and services you have requested. We will retain information for a reasonable period if you cease to be a member, unless the law requires us to keep it for longer.
Employees who intentionally or negligently breach the RSYLTC Privacy Charter are subject to disciplinary action. Employees are expected to report violations and may do so confidentially to their manager.
RSYLTC is not bound by the Privacy Charter in relation to handling of prospective, current and former employees' records where those records relate directly to the employment relationship.
You may contact RSYLTC on 9829 1556 to request details of any personal information we hold about you or if you would like us to correct it. Depending on the nature of your request, we may ask you to complete a form.
How to complain about a possible breach of privacy
Contact RSYLTC on 9829 1556. We may request that you put your complaint in writing. We will investigate and respond to privacy complaints within a reasonable time.
RSYLTC is committed to protecting your privacy. RSYLTC recognises that our members and interested parties place ongoing trust in our services, and we take your privacy seriously. RSYLTC does not collect personally-identifying information except when you specifically and knowingly provide it subject to the exceptions set out below.
The RSYLTC website may, from time to time, host message boards, chat and other services for both public and private forums. Please remember that any information that is disclosed in public forums becomes public information. You should exercise caution when deciding to disclose your personal information.
If you have queries, concerns or would like to revise your personal records maintained by RSYLTC, please contact us on (03) 9829 1556 or email us at [email protected] Our postal address is RSYLTC, PO Box 168, Toorak, Victoria 3142 Australia.
What information do we collect?
RSYLTC may collect information in two ways; automatically when you log onto the RSYLTC website and when you provide your details through an RSYLTC online form.
For each visitor to our website, our web server may automatically recognise the user's domain, IP address and/or sometimes an email address.
RSYLTC has a login service for members, designed to offer members a more rewarding, efficient and personalised experience at the RSYLTC website. You are required to login to receive member-specific information, and to sometimes interact with the RSYLTC.
Why do we require your personal information?
The information we collect is used to continually improve your site experience, by customising the content and web layout according to your preferences indicated by your use of the site.
RSYLTC needs to collect, use and disclose the information required on online forms to provide you with the services to which the online forms relate. Your information may also be used by RSYLTC to tell you about useful products, discounts, special offers, competitions and invitations to special events. RSYLTC may notify you about updates to our website. If you do not want to receive this material, please contact RSYLTC on (03) 9829 1556 or email us at [email protected]
Disclosure of personal information
To provide you with products or information you request from the website by filling out an online form, RSYLTC may need to disclose your information to our business partners, contracted service providers, associates and/or affiliates.
In submitting your details, you should be mindful that information published on the Internet is available to everyone using the Internet. You should not provide this information if you do not want it to be publicly available.
In addition, RSYLTC may disclose personally identifying information if RSYLTC determines that disclosure of such information is:
a) required by law; and
b) reasonably necessary to protect the rights, property, or safety of RSYLTC, its users, or other persons or entities. Under the foregoing circumstances, RSYLTC may disclose personally identifying information without first notifying you or obtaining your consent.
Contacting us about access and correction of your personal details
RSYLTC aims to ensure your personal details are up-to-date. If you have queries, concerns or would like to access or revise your personal records maintained by RSYLTC, please contact us on (03) 9829 1556 or email us at [email protected] Our postal address is RSYLTC, PO Box 168, Toorak, Victoria 3142 Australia.
RSYLTC may share non-personal aggregate, statistical information
RSYLTC may share non-personal aggregate, or summary, information about visitors to our web site with partners or other third parties, which is a customary practice on the Internet. For example, we might provide a count of our users from a particular area code.
RSYLTC occasionally uses independent market research companies to monitor traffic to and across its web site. This technology involves inserting special scripting in the code of each web page. This code is downloaded by you when you visit each page and then sends information about your use of the page, e.g. the duration that the page was open. Information collected using this technology does not identify you personally in any way and is only used for compiling aggregate statistics of use of the RSYLTC website.
RSYLTC may use "cookies" to improve your experience
RSYLTC may use a standard Web browser feature called "cookies" to help us improve your experience. A cookie is a small text file that many websites write through your browser when you visit them. A cookie can only be read by the site that places it, so the RSYLTC website cannot "see where you've been" based on any other cookies in your browser. Netscape Navigator uses a single file called "cookies.txt" to record all cookies, and you can open this file in any text editor to see what it looks like.
On some areas of the RSYLTC website cookies may be used to distinguish you from other users. However, cookies merely provide us with a unique anonymous number that we can use in identifying, and enhancing the use of sections of our site.
Cookies can also be used to store your user name and encrypted password, if you so choose. You may choose to disable cookies in your browser or use security software to prevent the storage of cookies. However if you disable cookies, we may not be able to fulfill your request or provide you with an appropriate level of service in some areas of the RSYLTC website. Below are instructions to help you disable cookies if you use Internet Explorer or Netscape Navigator.
If you use Internet Explorer:
- Select Tools -> Internet Options from the menu.
- Select the "Security" tab
- Click the "Custom Level..." button
- In the "Cookies" section make sure that "Allow per-session cookies (not stored)" is set to "Disable"
- Confirm the changes by clicking OK
- Answer "Yes" to the following dialog box
- Close and save your changes by clicking "OK" on the "Internet Options" dialog box.
If you use Netscape Navigator:
- Select Edit -> Preferences from the menu.
- Select "Advanced" from the menu on the left hand side
- In the "Cookies" section select "Disable cookies"
- Close the dialog and save your changes by clicking "OK"
Third party information and links
Some sections of the RSYLTC website may be powered by our business partners, associates, affiliates and/or service providers to bring you the most relevant and up-to-date information and services. As a result, these companies have access to information such as your domain, IP address and clickstream information. RSYLTC will take reasonable steps to protect the privacy of any personally identifying information that these companies/organisations have access to.
RSYLTC may also use agencies to place advertising on our web pages. These agencies may collect information such as your domain, IP address and clickstream information. RSYLTC will take reasonable steps to protect the privacy of any personally identifying information that these agencies have access to.
RSYLTC may present advertisements or links to partner organisations/companies. When you click on these links or enter information, you may be transferred to an advertiser's or partner's website. RSYLTC has no control over the privacy practices or information that these sites may request of you. We are not and cannot be held responsible for the privacy practices or content of these sites.
If you make an order from RSYLTC's third party advertisers or partners, any such order will indicate your consent to receive from them other catalogues, announcements, product news, newsletters, and/or other information, via shipping methods including but not limited to Australia Post, overnight ground/air courier, or other electronic means, that may or may not be of interest to you. You will need to contact them directly to 'opt-out' of receiving this material.
Storage and security of your personal information
RSYLTC takes all reasonable steps to secure your personal details. RSYLTC stores your information on secure servers which are housed in controlled environments to protect against loss, misuse or alteration of your information collected at the RSYLTC website. All RSYLTC employees and service providers are contractually obligated to respect the confidentiality of your personal details.
To assist in keeping your data secure, we recommend that you keep your RSYLTC password and account details secure.
Changes to this policy
Additional privacy information
You can visit the Australian Federal Privacy Commissioner's website for more information about protecting your privacy and Australian privacy issues.
Our general corporate privacy charter
For general RSYLTC privacy information, not specific to the RSYLTC website, refer to our Corporate Privacy Charter.