Privacy Policy

1. Purpose and Scope

Sorell Pickleball Club (‘the Club’, ‘we’, ‘us’) respects the privacy of its members, players, and website users. This Privacy Policy explains what personal information we collect, how we use and store it, and the choices and rights you have regarding your information.

This policy applies to information collected through the Club website (events.sorellpickleball.au), membership and event registration, email communications, and in-person sessions and events. It is intended to be consistent with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), which the Club seeks to follow as good practice even where strict legal application to small organisations may vary.

This policy should be read together with the Club’s Digital, Photography & Data Policy, which covers day-to-day data handling practices, and the Junior & Minors Policy, which sets specific consent requirements for players under 18.

2. What Personal Information We Collect

Identity and contact details: name, date of birth, phone number, email address, postal address (where provided).
Membership information: Pickleball Tasmania membership number, Club membership status, and role (e.g. committee member, event manager).
Emergency contact details and, where voluntarily provided, relevant medical or health information for safety purposes.
Event and session registration and attendance records.
Payment information for membership fees or paid events, where applicable (processed via the relevant payment provider; the Club does not store full card details).
Website account details for members who register on the Club website, including username and password (stored in encrypted/hashed form by the website platform).
Photographs and video taken at Club sessions and events.
Correspondence with the Club, including emails and messages sent to committee members.

3. How We Collect Personal Information

Directly from you, when you register as a member, sign up for an event, complete a consent form, or contact the Club.
Automatically through the Club website, such as basic technical information collected by the website hosting and security plugins (e.g. IP address, browser type), used only for site operation and security.
From a parent or guardian, where the information relates to a player under 18.

4. How We Use Personal Information

To manage memberships, court bookings, and event registrations.
To communicate with you about sessions, events, and Club matters, including via the Club’s bulk email tools.
To contact an emergency contact in the event of injury or incident.
To meet the Club’s affiliation, insurance, and reporting obligations to Pickleball Tasmania.
To promote the Club through its website and social media, consistent with photography consent given.
To maintain the security and proper functioning of the Club website.

We do not use personal information for automated decision-making that significantly affects members, and we do not sell personal information.

5. Disclosure of Personal Information

We do not share personal information with third parties for marketing purposes. We may disclose personal information:

To Pickleball Tasmania, where required for affiliation, membership verification, insurance, or event purposes.
To emergency services or medical providers, where necessary to respond to an injury or incident.
To service providers that support Club operations, such as the website hosting provider and email delivery service (Fluent SMTP), strictly for the purpose of providing those services.
Where required or authorised by law, such as mandatory reporting obligations relating to the safety of a minor.

6. Data Storage, Security, and Retention

Personal information is stored in the Club’s website database and associated systems, accessible only to committee members and other authorised roles.
Reasonable steps are taken to protect personal information from misuse, loss, unauthorised access, modification, or disclosure, including restricting access by user role.
Active member records are retained for as long as a person remains a Club member. Records for lapsed members are generally retained for up to 24 months after their last activity, after which they are archived or deleted, except where longer retention is required for insurance, legal, or child-safety record-keeping purposes.
Where personal information is no longer required, the Club will take reasonable steps to destroy or de-identify it.

7. Photography and Media

The Club may take photographs or video at sessions and events for use on the Club website and social media. Adult members may opt out of general Club photography at any time by notifying the committee. Players under 18 require explicit parent/guardian consent before any photo or video of them is used, as set out in the Junior & Minors Policy and recorded on the junior participation consent form.

8. Access, Correction, and Complaints

8.1 Access and correction

You may request access to the personal information the Club holds about you, and request that incorrect or outdated information be corrected, by contacting a committee member. The Club will respond within a reasonable time and may need to verify your identity before providing access.

8.2 Complaints

If you have a concern about how the Club has handled your personal information, please contact a committee member in writing, outlining the issue. The committee will investigate and respond within a reasonable time. If you are not satisfied with the Club’s response, you may contact the Office of the Australian Information Commissioner (OAIC).

9. Cookies and Website Technical Data

The Club website may use cookies or similar technologies for basic functionality, such as keeping you logged in or remembering preferences. The Club does not use website data for third-party advertising or tracking beyond what is required for normal site operation and security.

10. Children’s Privacy

Where a player is under 18, the Club collects and uses their personal information in accordance with this policy and the Junior & Minors Policy, with consent obtained from a parent or guardian via the junior participation consent form.

11. Changes to This Policy

The Club may update this Privacy Policy from time to time, including to reflect changes in the law or in how the Club operates. The current version will be available on the Club website, with the effective date shown at the top of this document.

12. Contact Us

Committee email	info@sorellpickleball.au
Website	sorellpickleball.au
Booking Website	events.sorellpickleball.au

Effective date: 1/07/2026 | Review date: 20/06/2027 | Version 1.0