1) What personal information we collect

The type of personal information we collect depends on your relationship with the Club and may include:

​

Players and parents/guardians

• Player name, date of birth and contact details

• Parent/guardian name and contact details (for junior players)

• Registration and membership information

• Team allocation and participation details

• Emergency contact details

• Medical and injury-related information (where consent has been, or where required or authorised by law)

• Photos and video footage (see Section 11).

​​

We only collect sensitive information (such as health information) where it is reasonably necessary for Club activities and where consent has been provided (unless an exception applies under the Privacy Act).

​

Members, volunteers, supporters and sponsors

• Name and contact details

• Communication preferences

• Volunteer and accreditation details (where relevant)

• Sponsorship contact details and organisation information

• Donation or fundraising records (if applicable).

​​

1a) Legal and regulatory obligations (member register)

As an incorporated association in New South Wales, Ryde Rugby Club is required to establish and maintain a register of members. The register must include each member’s full name, a residential, postal or email address, and the date the person became a member (and, if applicable, the date they ceased membership).

We aim to collect only the information needed to operate the Club and support participation in rugby.

​

1b) Government-related identifiers

Ryde Rugby Club does not use government-related identifiers (such as Medicare numbers or driver licence numbers) to identify members or players in Club systems. Where a government-related identifier is incidentally provided to the Club, we will take reasonable steps to not record it, or to remove or de-identify it where practicable, unless required or authorised by law.

​

2) How we collect personal information

We collect personal information in several ways, including:

2a) From Sydney Junior Rugby Union (SJRU)

Ryde Rugby Club receives player registration information via Sydney Junior Rugby Union (SJRU) and associated registration processes in order to support player participation, administer teams and meet competition requirements. Player registrations are managed through SJRU’s registration processes and associated systems (including the Rugby Xplorer platform). Where personal information is collected through those registration systems, it is handled in accordance with the applicable SJRU/Rugby Xplorer policies, including Rugby Xplorer’s Children’s Privacy Policy for children under 13.

Ryde Rugby Club may also hold and use relevant registration details for local Club administration (for example, team allocation, communications and duty rostering) in accordance with this Privacy Policy. For more information on SJRU’s policies, please visit their website.

​

2b) Directly from you

We may collect personal information directly when you:

• update your membership or contact details

• contact us by email, phone or online

• fill in an online form (see section 12)

• participate in Club events, activities or fundraising

• join Club communication channels (e.g., WhatsApp Communities)

• nominate to volunteer or support Club operations.

​​

2c) Through normal Club operations

We may collect information through standard Club activities such as team allocations, duty rosters, attendance, and communications.

​

3) Why we collect and use personal information

We collect and use personal information to:

• administer player registrations and membership

• manage team allocations, competitions, fixtures and communication

• support volunteering, duty rostering, coaching and operations

• respond to enquiries and provide Club updates

• manage safety and welfare (including emergency contact support)

• manage events, presentations and fundraising activities

• meet obligations to rugby administrators and governing bodies

• improve how we communicate and deliver Club services.

​​

4) Club communications (WhatsApp and email)

4a) WhatsApp Communities and moderated communications

Ryde Rugby Club uses WhatsApp Communities to share important updates with members (for example: training changes, match day details, volunteer requests).

​

Our Communities are moderated by Club administrators, and the Community Announcement area is used for official Club updates (members cannot post to announcements). Please note that WhatsApp is a third-party platform and member contact details may be visible to Community administrators and, where members participate in sub-groups (for example, team chats), to other members within those sub-groups.

​

We recommend members avoid sharing sensitive personal information (including information about children and medical information) in WhatsApp chats. Membership of WhatsApp communications is optional. If you prefer not to be included, please contact the Club using the details in Section 13.

​

4b) Email, phone and other communications

Ryde Rugby Club communicates with players, parents/guardians, members and volunteers using a range of methods, including email, phone calls, SMS/text message and messaging platforms. This may include information about registrations, training updates, match day details, events, duty rostering, safety matters and other Club administration.

Emails may be sent from official Club email accounts and, where required for Club operations, from authorised committee members’, Rugby Xplorer platform, or volunteers’ accounts.

If you prefer not to receive non-essential Club communications, you can contact us using the details in Section 13.

 

5) Website and online interactions

Ryde Rugby Club may collect limited information when you visit our website, such as your IP address, device/browser type, and pages viewed. This information helps us maintain and improve our website and understand how it is used.

If you choose to contact us via the website (for example, through an enquiry form), we may collect personal information such as your name, email address and the content of your enquiry so we can respond and provide relevant information.

​

6) Cookies, analytics and online advertising

Our website may use cookies and similar technologies to:

• support website functionality

• measure website traffic and usage

• improve communications and engagement.

 

As our website is updated over time, we may use third-party tools (such as analytics or advertising services) to help measure performance and improve engagement. These tools may collect information about your interaction with our website and, in some cases, assist with delivering relevant content or advertisements.

​

You can manage cookies through your browser settings. Please note that disabling cookies may affect website functionality.

​

7) Who we may share personal information with

We only share personal information where reasonably necessary to run the Club, meet obligations, or where you would reasonably expect it for Club operations.

​

This may include sharing with:

• SJRU and other rugby governing bodies, for registration, competition management and compliance

• Club committee members and authorised volunteers who require access to administer the Club (e.g., Registrar, Secretary, Coaches, Team Managers)

• service providers we rely on to operate the Club (e.g., email systems, communications tools, file storage)

• legal, regulatory or law enforcement bodies where required or authorised by law.

​​

8) Sponsors and third parties

Ryde Rugby Club works with sponsors and community partners to support the Club.

Our approach:

• We do not sell or rent personal information.

• We do not share player or member personal information with sponsors for marketing purposes unless:

  • you have consented, or

  • the sharing relates to a specific Club activity you have chosen to participate in (e.g., a sponsor prize draw) and you are informed at the time.​

​​​

8a) De-identified reporting

We may share de-identified or aggregated information with sponsors (such as participation totals or event attendance figures) where individuals cannot reasonably be identified.

If our approach changes in future and we plan to share personal information with sponsors more directly, we will update this Privacy Policy and provide notice where appropriate.

​

8b) Direct marketing, fundraising and sponsor-related communications

Ryde Rugby Club uses member and parent/guardian contact details primarily to administer Club participation and operations (for example, registration matters, training and match day updates, duty rostering and safety communications). These communications are considered essential to Club activities.

​

From time to time, the Club may also send non-essential communications, such as information about Club events, fundraising activities, volunteering opportunities, or sponsor acknowledgements that support the Club. Individuals may opt out of receiving non-essential communications at any time by contacting the Club using the details in Section 13 or by using any unsubscribe option provided.

​

Ryde Rugby Club does not provide member or player contact details to sponsors or other third parties for their own marketing purposes. The Club will not send third-party sponsor promotional offers (for example, discounts or marketing messages) using personal information unless an individual has provided consent.

 

9) Use of third-party platforms  and Overseas disclosures

Ryde Rugby Club may use third-party service providers to support Club operations and communications (for example, email services, file storage, website hosting, analytics and messaging platforms such as WhatsApp and Google services). Some of these providers may store or process information in Australia and/or overseas.

​

By choosing to engage with the Club through these third-party platforms and services (including email, messaging platforms and online tools), individuals acknowledge that their information may be handled by those providers in accordance with their terms and privacy practices.

​

We take reasonable steps to use reputable providers and to limit access to personal information to authorised Club roles only.

​

10) How we store and protect personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

​

This may include:

• limiting access to committee members and authorised volunteers

• using secure account access controls

• storing information in password-protected systems

• removing access when a volunteer/role holder changes

• minimising the collection and retention of sensitive information where possible.

• ​

10a) Unsolicited personal information

If Ryde Rugby Club receives unsolicited personal information (for example, additional personal or sensitive details that the Club did not request and does not reasonably require), we will assess whether it could have been collected under applicable privacy requirements. Where the information is not required and it is lawful and reasonable to do so, we will take reasonable steps to destroy or de-identify the information as soon as practicable.

​

We ask members and parents/guardians not to share sensitive personal information (including health information or government identifiers) unless specifically requested by the Club for safety or administrative purposes.

​

11) Images and media (Photography and video)

Ryde Rugby Club may take photos or videos at matches, training and Club events for:

​

• Club communications (e.g., newsletters)

• celebrating player and team achievements

• promoting Club activities (including our website and social media).

​​

When posting images of junior players on public channels (such as our website or social media), we will always  avoid naming individual children and will focus on team-based or event-based recognition, unless a parent/guardian has specifically consented to the child being identified.

​

11a) Consent for junior players

For junior players, parent/guardian consent is typically managed through the SJRU registration process.

​

11b) Opt-out / withdrawal of consent

If you would like to withdraw consent or request that the Club does not use identifiable images of you or your child, please contact us and we will take reasonable steps to accommodate your request going forward (including minimising use of close-up or clearly identifiable images where practical).

​

12) Accessing and correcting your information

You may request access to the personal information we hold about you (or your child) and request corrections if it is inaccurate, out of date, incomplete or misleading. To make a request, please contact us using the details in Section 13.

 

We aim to respond to access and correction requests within 10 working days. If we require additional time due to the complexity of the request, we will let you know and provide an expected timeframe.

 

To make a request, please contact us using the details in Section 13.

​

13) Privacy enquiries and complaints

If you believe we have mishandled your personal information, please contact us first so we can try to resolve the matter promptly.

​

Privacy Contact: Mark Bennett, Club Secretary
Email: info@ryderugby.com.au
Phone: 0488 095 440.

​

If you are not satisfied with our response, or we do not respond within a reasonable period (generally 30 days), you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC). The OAIC provides an online privacy complaint form and further information about the process.

 

14) Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to Club practices, technology or legal requirements. The latest version will be shown on this website page.