Privacy Policy

Last updated: 13 November 2020

1.  General

1.1. The protection of your personal information is important to the Victorian Sea Kayak Club Inc (VSKC) and we are committed to respecting your right to privacy and the protection of your personal information.

2.  Scope

2.1. A member who provides their personal information to the VSKC, consents to the use, storage and disclosure of the information in accordance with this policy.

2.2. This policy applies to all VSKC members, independent contractors and others engaged by the VSKC (Users) who have access to personal information held by VSKC.

3.  What personal information is collected?

3.1. We collect personal information that is necessary to administer club activities in accordance with the club’s purpose and mission.

3.2. The VSKC aims to bring together sea kayakers, create opportunities to meet and organise trips, and to promote the interests of sea kayakers. The VSKC’s mission is to cultivate sea kayaking as an enjoyable adventure – inclusive, safe and sustainable.  Our purpose is:

• To provide a forum for club members to pursue sea kayaking responsibly by facilitating sea kayaking related activities
• To develop the skills, standards and competencies of its members
• To advance, promote and enhance standards for the selection and use of sea kayaks and equipment.

3.3. We collect information when a person becomes a member of VSKC, provides information in a club trip registration form, consent form, survey, feedback or incident report, or purchases tickets for any club activity or event.

3.4. We hold the following personal information:

• Name
• Address
• Email address
• Phone number
• Paddler grade
• Gender
• Age range
• Membership type
• Membership of groups within the VSKC
• Date of joining.

3.5. We also collect and hold other personal information gathered in the course of providing club activities. It may include, but is not limited to, emergency contact name, emergency contact phone number, equipment details, car registration and make and model.

3.6. In most cases we will collect this information from you directly however in some cases we may obtain information from other sources, such as Paddle Australia skills award registration information or internal grading assessments.

4.  How is personal information used and disclosed?

4.1. Personal information is primarily used to provide and coordinate club kayaking events and other associated activities, such as training, education, and social events

4.2. We may use the information:

• to send emails to you
• to send emails to VSKC groups and event participants
• to invite you to seminars or events
• to inform you of products that can be purchased from VSKC
• to inform you of developments at VSKC and other services that we can provide
• to respond to you on enquiries
• to conduct the administrative affairs of the Club.

4.3. Your personal information, emergency contact, equipment and vehicle details  among other information, together with a written description of the kayaking event comprises the float plan and is usually provided to other kayaking event participants to leave with a shore contact to be used in the event of emergency situations.

4.4. The following third parties may have access to personal information:

• VSKC members to contact other members, via the members-only Directory on the VSKC website and in the Wild Apricot mobile app regarding club-related activities
  
• Committee members and delegated member volunteers to administer the club
  
• VSKC trip leaders to administer club kayaking-related events
  
• VSKC members to respond to emergency situations
  
• Wild Apricot membership management software platform in providing their service to VSKC. We encourage you to review the Wild Apricot privacy policy available at https://www.wildapricot.com/privacypolicy
  
• Other IT technicians may have access when providing support to VSKC although it is our practice for them to work under supervision and after having signed a Confidentiality Agreement
  
• File storage services such as DropBox and Office 365
  
• Financial auditors
  
• Mail-house suppliers
  
• We do not collect or store any credit card details. Currently we use the Stripe Payment Gateway, operated by Stripe Incorporated located in the United States of America (Stripe Inc), to process payments to ensure that all transactions meet industry security standards to ensure payment details are protected. Your credit card and other payment details may be collected and stored by Stripe Inc. We encourage you to review the Stripe Inc privacy policy available at https://stripe.com/au/privacy.
• TryBooking is sometimes engaged by VSKC for its online ticketing service. The VSKC does not provide any personal information to TryBooking. TryBooking’s Privacy Policy explains how it deals with the information that you provide it.
  

4.5. We will not otherwise disclose information about you unless the disclosure:

• is required by law, or
• is authorised by law, or
• you have consented to our disclosing the information about you.

5.  Data security

5.1. We are committed to maintaining the security and confidentiality of the data you provide and we will take reasonable steps to protect your personal information from unauthorised disclosure, use or alteration

5.2. We have security measures in place to protect your information, including:

• our website is protected by reasonable means including password-restricted access to the member-only area of the website and traffic encryption (https) for data entered by members into online forms and for data from the Wild Apricot servers back to visitors to the website..
• Wild Apricot, the membership management software platform for the VSKC has a privacy policy and provides a range of other security and data protection measures (described on the Wild Apricot website)
• our committee members all have certain legal duties. These duties are based upon, and are broadly equivalent to, the duties of a director, as set out in the Corporations Act 2001. In particular our Committee members must:
• carry out their duties with care and diligence
• carry out their duties in good faith in the best interests of the club, and for a proper purpose
• not use information acquired through their position for personal advantage, the advantage of others, or to the detriment of the club.

5.3. Where a person is no longer a member of the club, information about a person other than the name of the person and the date on which the person ceased to be a member of the association, must be removed from the register of members within 14 days after the person ceases to be a member of the association. (Associations Incorporation Reform Act 2012 s56).

Improper use of information recorded on register of members

5.4. Members are not to make improper use of other members' personal information.

5.5. Club members are bound by section 58 of the Associations Incorporation Reform Act 2012:

Improper use of information recorded on register of members

          (1)       A person must not use information about another person obtained from the register of members of an incorporated association to contact or send materials to the other person.

Penalty: 20 penalty units.

          (2)       A person must not disclose information about another person obtained from the register of members of an incorporated association knowing that the information is likely to be used to contact or send materials to the other person.

Penalty: 20 penalty units.

          (3)       Subsections (1) and (2) do not apply if the use or disclosure of the information—

          (a)       is directly related to the management or the purposes of the association; and

          (b)       is not prohibited by the rules of the association.

6.  Managing your personal information

6.1. Members may make a request to the secretary to restrict access to the personal information of a person recorded in the register of members of the association.  (Associations Incorporation Reform Act 2012 s59).

7.  Quality of personal information

7.1. We aim to ensure that your personal information is accurate, complete and up to date. To assist us in this, you need to provide true, accurate, current and complete information about yourself as requested and properly update the information to us to keep it true, accurate, current and complete.

7.2. You can update your personal information in your member profile as required. To do so, log in to the VSKC website or app and then click on the Login icon in the top right of the screen. Click on the View profile link and then click the Edit Profile button.  

7.3. If you believe that your personal information is inaccurate or incomplete, please contact us and we will use all reasonable effort to correct the information.  

8.  Contact us

8.1. If you would like further information regarding this Privacy Policy, or if you have concerns about the information that we currently hold about you or any aspect of this Privacy Policy, please contact the secretary at:

secretary@vskc.org.au

Victorian Sea Kayak Club Inc
PO Box 161
Black Rock
VIC 3193

9.  Breach of this policy

9.1. All Users are required to comply with this policy as amended, varied or replaced from time to time.

9.2. Any User who is found to have breached this policy may be subject to disciplinary action under the Rules for The Victorian Sea Kayak Club Incorporated November 2017 A0017985B.