Purpose and Commitment
Manly Yacht Club (“the Club”, “we”, “us”, “MYC”) is committed to protecting the privacy of our members, volunteers, and participants in accordance with the Privacy Act 1988 and the Australian Privacy Principles (APPs).
This policy outlines how we collect, use, store, and disclose personal information during our operations.
Scope
This policy applies to all individuals whose personal information we collect, including members, volunteers, junior participants, event attendees, and visitors to our website.
Types of Personal Information We Collect
We collect personal information that is reasonably necessary for Club operations, such as:
• Identity and contact details – such as full name, date of birth, postal address, phone number, and email
• Emergency contact information – for use in case of incidents during Club activities
• Membership and participation details – including event registration, volunteering history, and race results
• Sailing/boat qualifications and roles – such as certificates, experience, and duties held within the Club
• Boat ownership and licence information – where relevant to membership, racing, or Club operations
• Health or accessibility needs – only used where necessary to ensure participant safety
• Junior member information – including guardian contact details, collected and handled with appropriate consent
Sensitive information is only collected with your consent and used solely for the purposes it was provided.
How We Collect Information
Information is collected when you:
• Apply for or renew membership via the Club’s membership platform • Register for events, volunteer, or complete forms (online or paper-based) • Communicate with us via phone, SMS, email, or in person
• Use our website or engage with our emails and newsletters
We may also collect information from external sources where it is necessary for Club operations. These sources may include:
• Australian Sailing
• Other clubs (e.g. for event coordination or results)
• Cloud-based systems used for boat ratings, race results, or safety management
Where information is collected indirectly, we only collect what is relevant and necessary, and handle it in accordance with this Privacy Policy.
Why We Collect and Use Your Information
We collect personal information to support the effective operation of the Club and to provide you with services as a member, participant, volunteer, or guest. The type and amount of information we collect depends on your interaction with the Club, but we aim to only collect what is necessary for the Club’s operations and provided services.
The main reasons we collect and use your personal information include:
• Managing your membership – including renewals, eligibility, and membership categories
• Coordinating participation in Club activities – such as races, training, volunteering, and social events
• Communicating with you – about events, rosters, updates, or important operational matters
• Maintaining safety and duty of care – particularly during on-water or higher risk activities
• Meeting our obligations – to governing bodies such as Australian Sailing or insurers
• Publishing race results and boat ownership details – as is standard practice in the sport
• Supporting internal operations – including administration, planning, historical records, and risk management
We may also use your personal information to improve how the Club operates, respond to enquiries, ensure our services are accessible and inclusive, and maintain proper governance.
Disclosure of Personal Information
We only disclose personal information where it is reasonably necessary to fulfil Club operations and services. In most cases, this means disclosing information for the primary purpose for which it was collected — such as managing your membership, contacting you about events or rosters, organising race committees, or fulfilling our obligations to governing bodies.
We may also disclose your personal information in other limited circumstances, including where:
• You have given your consent
• The disclosure is required or authorised by law
• You would reasonably expect the information to be used for a related secondary purpose, directly related to the primary purpose.
In all cases, we will only disclose the minimum personal information necessary to fulfil the purpose.
Examples of disclosures include:
• To Australian Sailing for membership verification and affiliation
• On race result platforms
• To emergency contacts in urgent situations
• To service providers and communication platforms that support Club operations • With other members involved in the same event, roster, or volunteer group, where necessary for coordination and participation
• Where required or authorised by law
• Where the secondary purpose is directly related to Club safety, governance, or event participation
Disclosure of Sensitive Information
From time to time, the Club may collect sensitive information, such as health or accessibility details, for example if you provide it as part of an event registration, volunteer application, or to ensure your safety during Club activities or in an emergency.
Sensitive information you provide may be used for purposes such as:
• Supporting your safe participation in racing, training, volunteering, or other Club events
• Fulfilling our duty of care and insurance obligations
• Meeting legal or regulatory requirements
We will generally only disclose your sensitive information for the primary purpose for which it was collected or where the secondary purpose is directly related to the primary purpose, and only to those who need it.
In limited situations, we may disclose your sensitive information without consent if:
• Required or authorised by law, or
• The Club reasonably believes it is necessary to prevent a serious threat to life, health, or safety
• Assisting emergency responders or carers in the event of a medical situation or safety incident
Third-Party Services and Overseas Disclosure
To provide Club services and operate effectively, the Club relies on a range of third-party technology platforms, service providers and tools. These services and tools help us manage membership, communications, race administration, document storage, email delivery, surveys, and event coordination — in short, everything we do to run the Club.
We may disclose personal information to trusted third-party service providers who assist us with:
• Membership and event management
• Communications and administration
• Email, survey, and SMS
• Race and results systems
• Marketing and Advertisement
• Website services and analytics
Many of these providers store data on servers located outside Australia — as is standard with any cloud services. These providers are subject to their own privacy policies and
data protection frameworks that need to comply with applicable privacy laws, including Australian requirements.
We take reasonable steps to ensure these third parties:
• Only use your information for the services they provide to us
• Apply security and privacy protections consistent with Australian Privacy Principles
• Limit access to personal information to authorised roles
By interacting with the Club or using our services, you consent to your information being handled by third-party providers as described above.
Data Storage and Security
We take the security of your personal information seriously. Personal information is stored in secure, cloud-based systems used for Club operations, including membership management, communications, and event coordination. These systems use modern security protections such as encryption, access control, and password protection.
Access to personal information is limited to authorised Club volunteers who require it for operational roles such as administering membership, coordinating events, or responding to emergencies. Access is managed using role-based permissions, and personal devices
used for Club duties are expected to be secured with appropriate safeguards (e.g. passwords, screen locks, encryption).
We take reasonable steps to protect your information from:
• Loss, misuse, or unauthorised access
• Modification, interference, or disclosure
• Physical risks (where hard-copy records exist)
These service providers implement industry-standard security controls, and we only engage those who commit to handling personal information in accordance with privacy law.
Access and Correction
We are committed to ensuring that the personal information we hold is accurate, up to date, and complete. You have the right to access the personal information we hold about you and to request corrections if you believe it is inaccurate, incomplete, or out of date.
Members can access and update their personal details at any time via our online membership platform, and we encourage you to keep your information current. If you are unable to make updates yourself or believe additional corrections are needed, you can contact the Club directly to request access or amendments.
We will take reasonable steps to respond to your request within a reasonable timeframe. We may ask you to verify your identity before processing your request to protect your privacy and the security of your information.
If we are unable to correct or provide access to your information for legal or administrative reasons, we will explain why and outline your options or recommend you to lodge a complaint with the Office of the Australian Information Commissioner (“OAIC”) to have the complaint heard and determined.
Website and Cookies
Our website may use cookies and analytics tools to improve your experience, understand how visitors use the site, and ensure functionality. Cookies are small files stored on your device to track certain preferences or interactions.
The information collected by cookies is typically aggregated and used to monitor usage trends. However, some services may collect data that could be linked to an individual, such as IP addresses or browser characteristics. We do not use this information to personally identify users unless required to do so for technical, legal, or safety reasons.
By using our website, you consent to the use of cookies as described above. You can manage or disable cookies via your browser settings, though this may affect how the website functions.
Links to Other Websites
The Club’s website may include links to other websites operated by third parties. We recommend you review their privacy policies independently, as we are not able to be responsible for the content or privacy practices of those external sites and platforms.
Data Retention
We retain personal information only as long as it is reasonably required for Club operations, membership administration, historical records, or to meet legal obligations.
As a volunteer-run organisation, we have limited resources and as such we may retain member information to support future renewals of membership, maintain race and volunteer history, or assist with administrative continuity and efficiency.
If you wish to have your personal information deleted, you can manage your profile via the Club’s Membership Platform, or you may contact the Club directly for assistance. Please note that deletion may not be possible where we are required to retain certain records for legal, safety, or insurance purposes.
All personal information is stored securely, and access is restricted to authorised personnel required to conduct Club operations.
Policy Updates
We may review and update this Privacy Policy at any time to reflect changes in Club operations, technology, or legal obligations. Updated versions will be published on our website.
We encourage you to check the Privacy Policy periodically to stay informed about how we manage your personal information.
Complaints and Enquiries
If you have a question, concern, or complaint about your personal information, please contact the Club. If your personal information has not been handled in an appropriate way, we will do our best to remedy your concerns as quickly as possible. If unresolved, you may escalate your concern to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
If you have any queries or complaints about our Privacy Policy, please contact us at:
Manly Yacht Club
info@myc.org.au