Richmond Water Polo Club
PRIVACY POLICY AND COLLECTION NOTICE
Last updated: August 2026
Who Are We?
The Richmond Water Polo Club is an incorporated association and is registered with Consumer Affairs Victoria (A0044619J, ABN 38440 935 499) (“Club”, “us” or “we”). You can obtain more information about our Club via our website here.
Our Committee is made up of volunteers and is committed to establishing policies and procedures for the appropriate processing of personal information.
What Is This Policy and Notice About?
This document describes the Club’s collection, use and disclosure (also referred to as “processing”) of your personal information in connection with the Club’s activities.
A copy of this document is available via the Club’s website. Any updates to this document will be uploaded with the most recent date and amendment history recorded on the updated document.
What Types of Personal Information Does the Club Process?
The type of personal information the Club processes depends on the individual’s relationship with the Club. The Club processes the following types of personal information in relation to prospective members, members, supporters, team managers and coaches. The Club collects personal information directly from you and, where relevant, from the Club website, the Richmond Team Hub (“RTH”) and registration systems operated by Water Polo Victoria (“WPV”), Water Polo Australia (“WPA”) and other third parties such as Try Booking and WhatsApp where you have provided your information to them.
If you provide us with personal information about other individuals (such as emergency contacts or photographs), it is your responsibility to inform such individuals before providing that information to the Club or obtain permission from their parent or guardian. The Club does not intentionally collect information directly from individuals under 18 years of age, except where an individual has joined a team chat in accordance with our Social Media Policy. Parents or guardians should provide personal information about individuals who are under 18 years of age.
| Types of personal information | Sources |
|---|---|
| First and last name | You |
| Contact details such as address, phone number, email address | You |
| Parent / Guardian / emergency contact details | You |
| Working with Children number and expiry | You |
| Interests such as volunteering capacity | You |
| Disability information | You |
| Gender/Identity | You, WPV, WPA |
| Ethnicity | You, WPV, WPA |
| National Water Polo identification number | You |
| Date joined and viewing information such as RSVP’s | WPV, WPA, Website, Try Booking |
| Health information (in limited circumstances) | You |
| Bank account information (in limited circumstances) | You |
| Games and tournaments played | Club, WPV, WPA |
| Photos and video recordings (in limited circumstances in accordance with the Club and WPV’s policies and procedures) | You, authorised Club representatives and other Club stakeholders |
| Information posted on Club-related social media such as WhatsApp | You, WhatsApp, authorised Club representatives |
| Training attendance data | You, Coach, Team Manager, WPV, RTH |
Why does the Club Process My Personal Information?
The Club processes personal information which is reasonably necessary for its activities, including managing the Club and its activities, compliance with applicable laws, regulations and Club policies and procedures, maintaining registration information, registration, tracking game and training attendance and payment or refund of fees, team selection, supporting participation in tournaments and coaching hours.
The Club is required to collect personal information by third parties such as WPV, WPA, tournament organisers or other authorities in some circumstances. For example, the Club is required to collect:
- Identification and age information to register players in tournaments.
- Working with children information to meet policy and regulatory requirements.
- Banking information to pay coaches and referees where applicable.
Sensitive personal information such as health information is collected only with your (or parent / guardian) consent. We typically only collect health information such as medication requirements in connection with a tournament. In those cases, a Team Manager or Coach would need to know about such information in connection with a member’s participation in that tournament.
Our ability to operate our Club and manage your participation will be limited if we do not process your personal information.
When and Why Will the Club Disclose My Personal Information?
The Club may disclose your personal information within the Club on a need-to-know basis. We may also disclose personal information to service providers and third parties such as WPA, WPV and tournament organisers as reasonably necessary.
The Club uses third party vendors such as Google Docs to help store and manage information. We may link to other websites, applications or social media pages from time to time, including the Richmond Team Hub, WhatsApp, Square and Try Booking. Third parties such as Revolutionise, Team App, Instagram, Square, Try Booking, Facebook, WPA and WPV may also have their own privacy policies, notices and practices. Please review their policies and notices to learn more about their practices.
The Club does not “sell” or “rent” your personal information to third parties. However, we may provide you with updates on behalf of our sponsors and community partners or third parties such as our uniform supplier on a limited basis from time to time.
Does the Club Transfer Personal Information Overseas?
The Club does not intentionally directly transfer your personal information overseas. However, we disclose personal information to third parties such as WPA who may transfer information overseas.
How Does the Club Protect Personal Information?
We limit access to personal information to those Committee members, team managers, coaches, service providers and other third parties such as WPA and WPV who have a need to know. The Coaches Log within the Richmond Team Hub, for example, operates with individual logins for each coach, with access limited to the teams they coach. Our organisational measures include reminders to volunteers and instructions for the secure destruction of health information.
All volunteers and other stakeholders who have access to personal information must only use and disclose that information where directly related to the Club’s activities. Committee members and the Secretary have legal obligations under the Associations Incorporation Reform Act 2012 (Vic) not to make improper use of information they acquire through their role. For example, they must not make use of information to gain a personal advantage or to cause harm to the Club. These obligations apply both while they hold office and after they leave.
In the event of a serious security incident and if required by law, we will notify you and report to applicable authorities. Please help us protect personal information by only providing information that you are willing to disclose which is reasonably necessary for our Club’s activities.
How Long Does the Club Keep Personal Information?
The Club regularly updates our team lists and contacts database. We only want to keep your personal information for as long as it is reasonably necessary for our Club activities. Team Managers are required to securely destroy any health information collected in relation to participation at a tournament after the end of the tournament.
Can I Access or Correct My Personal Information?
You can contact us here if you want to request access to your personal information or believe that the Club holds personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading. We will consider your request and respond to you within 30 days.
How Can I Obtain More Information About the Club’s Processing of Personal Information?
You can reach out to us at any time if you have questions about the processing of your personal information by contacting us here.
More information about the Club’s privacy practices is available in the Club’s Social Media Policy.