Home / Privacy
How we handle your information
Privacy policy
What we collect, why we collect it, who else sees it, and how to get it changed or removed.
Status of this policy
This policy is drafted for committee adoption. It follows the framework of the Australian Privacy Principles in the Privacy Act 1988 (Cth), which the Bacchus Marsh Basketball Association has also adopted.
Registration data is handled by PlayHQ and the BMBA under their own policies, not this one — see who else holds your information.
What we collect
Information we hold, and why
We collect only what we need to run teams and contact families. We do not collect information for marketing, and we never sell or trade it.
| What | Why we need it |
|---|---|
| Player name and date of birth | To place your child in the correct age group and register the team |
| Parent or guardian name, email and phone | To contact you about teams, training, fixtures and fees |
| Emergency contact details | So we can reach someone quickly if a player is injured |
| Relevant medical or injury information | So coaches and first aiders can respond appropriately. This is sensitive information — see below |
| Photo permission preference | To know whether your child may appear in club communications |
| Working with Children Check details (volunteers) | To verify and record clearances for anyone in a child-related role |
| Enquiry form submissions | To answer your question |
Sensitive information
The Privacy Act treats health information — including injuries, medical conditions and allergies — as sensitive. We collect it only where it's needed for a player's safety, use it only for that purpose, and share it only with the people who need it to respond: your coach, team manager, and first aid or emergency services.
What we don't collect
We have no interest in your income, occupation, address history or anything else that isn't needed to put a child on a court. If you ask us for help with fees, we don't ask you to prove or document your circumstances.
This website
What the site itself does
No tracking
There are no analytics, no advertising trackers and no social media pixels on this site. We don't know who visits it.
No cookies
The site sets no cookies. Nothing is stored on your device and there's no consent banner because there's nothing to consent to.
No third-party fonts
Fonts are served from this site, not from Google or another provider, so loading a page doesn't reveal your visit to anyone else.
The enquiry form
What you type is emailed to the relevant committee member and isn't stored in a database. We use it to reply to you, and for nothing else.
Links out
We link to PlayHQ, the BMBA, Basketball Victoria, our sponsors and social media. Once you follow a link, that organisation's privacy policy applies, not ours.
Hosting
The site is served by a commercial hosting provider which, like all web servers, processes request logs for security and reliability.
Photographs
Images of your child
Photographs of players appear in club communications, on social media and on this website — but images of identifiable children are published only where a parent or guardian has given permission.
You can change that answer at any time, for any reason, and you don't have to justify it. We'll update our records and remove existing images within 48 hours.
Our social media policy sets out in detail what we will and won't post about a child, including that we never publish a child's surname, school, age or suburb alongside their photograph.
Photos taken by other families
Parents take their own photographs at games, and the club has no control over those. Our social media policy asks members to think about other people's children before posting, but if an image of your child is published by another family, that's a conversation with them — or, if it's on a club channel, with us.
For serious cases involving image-based abuse, the eSafety Commissioner can compel removal.
Who else holds it
Information we don't control
Community basketball involves several organisations. Much of your information sits with them rather than with the club, under their policies.
PlayHQ
Basketball Australia's registration platform. It holds registration and payment data. The club sees only what it needs to grade teams and contact families.
Bacchus Marsh Basketball Association
The association runs the competition, venues and representative program, and holds member data for those purposes.
Basketball Victoria & Basketball Australia
Affiliation and insurance are administered at state and national level, and registration data flows through to them.
We never sell your information
The club does not sell, rent or trade personal information, and does not pass it to sponsors. Sponsors support the club; they do not receive member details. We disclose information outside the club only where you've consented, where it's needed to run the competition through the BMBA, or where we're required or authorised by law — including our obligations to report child safety concerns.
Your rights
Seeing, correcting and removing it
Access and correction
You can ask what the club holds about you or your child, and have it corrected if it's wrong. Email the Secretary. We don't charge a fee, and we may ask you to confirm your identity before releasing anything.
panthersbasketballsecretary@gmail.com
Storage and deletion
Information is kept only as long as it's needed, then securely destroyed or de-identified. Some records — registrations, incident and injury reports, and child safety records — are retained longer where the association, Basketball Victoria or the law requires it.
Making a privacy complaint
If you think the club has mishandled your information, contact the Secretary. We'll acknowledge it within three days and tell you who's handling it.
If you're not satisfied with our response, you can take the matter to the Office of the Australian Information Commissioner.
Reference material
The Australian Privacy Principles — the framework this policy follows.
Committee: review and formally adopt this policy, then record the adoption date and review cycle here. Confirm the retention periods against the BMBA's and Basketball Victoria's requirements before publishing.