PRIVACY POLICY 

Date of Implementation: 17/03/2025 

Version Approved by: Abby Keats (Administrator) Michelle Kitto (President) Rebecca Cooke (Vice President)

  1. OBJECTIVE 

To ensure that all Club Officials who are responsible for handling personal and/or health information do so in a manner that protects every individuals right to privacy 

  1. APPLICATION 

This policy is applicable to the Administrator, President, Committee and Coaches 

  1. DEFINITION 

It is the committee’s responsibility to ensure that relevant Club officials are familiar with their obligations and that handling of both personal and health information is done so in accordance with the law 

ACCESS TO INFORMATION 

  • The Kaiapoi Netball Club will only collect personal and health information that is required for its activities 

  • Information will only be used for the purpose for which it was collected 

  • If information is required for other purposes other than what it was collected for, agreement will be sought beforehand 

  • Information will only be assessed by Administrator, Coach and Committee 

  • Information will be securely stored 

  • Information will be destroyed if it no longer needed for any purposes 

  • On the Club Registration Form, clearly define the purpose for collection of information and a consent statement re: distribution of information for signing if consent is given. (This must be signed by a parent/caregiver for a minor) This statement could include health information for the team’s first aid and/or car pooling 

If there is a request for member data for an alternative reason permission must be sought first, e.g. supplier wants to send out advertising material 

The information collected should only be distributed for the stated purposes - list all possibilities 

  • Include a request for consent for taking and use of photographs on the Club website/newsletter 

  • Where consent not given to distribute, the details must be stored securely 

  • Information should be stored centrally 

  • The storage should be secure e.g. password protected computer, lockable filing cabinet 

  • Only those officials stated on the Registration Form should be provided with member information and they should only receive information about the people they need to 

  • When information is not required for any purpose, it should be destroyed 

  • This information can contain sensitive information and should be handled by the Administrator and will only be brought to the attention of the committee when the report content requires some action