UNSW Sport and Recreation
UNSW Sport and Recreation is committed to ensuring personal information that we collect or hold is handled in accordance with the Privacy and Personal Information Protection Act 1998 (NSW) and the Health Records and Information Privacy Act 2002 (NSW) ("the Acts"). UNSW Sport and Recreation does this in the ways explained below.
Collection of Personal Information
We collect personal information to generally conduct our business and specifically to provide health and fitness services, and for enrolment in courses or booking of venues, use of other sport and recreation services, for club membership and for selection in UNSW teams in Australian University Sport events, and we collect:
• Identification Information, including each person’s name, address, contact details (including telephone numbers and email address), and date of birth;
• Health information, including information provided on the pre-exercise questionnaire (where applicable for use of the weights room or fitness classes or other exercise programs) and information we collect in using the services of our Exercise Physiologists;
• Financial Information, including bank account details (applicable for Direct Debit payments) and credit card details, as well as information about payment or non-payment of fees;
• "Next of Kin" or “Emergency Contact” Information, which we collect for use in the case of an emergency.
In most instances personal information is collected directly from you and is collected from application forms, and when you attend our facilities and communicate with us through our website. In the case of UNSW Sports Club members, the relevant UNSW Sports Club collects identification information and forwards this to UNSW Sport and Recreation.
UNSW Sport and Recreation provides feedback facilities on its website to allow users to provide input into the future development of our website and comment and ask questions on the provision of services. Users must provide UNSW with a name and email address for the purpose of receiving a reply to their feedback. This information will only be used for the purpose for which it was provided and your name and email address will not be added to any mailing list by UNSW Sport and Recreation.
Personal information and other data may also be collected through the use of a Cookie or other automated means including server logs. A Cookie is a packet of data that a website puts on your computer's hard disk to identify you as a visitor to that website. The information collected by UNSW Sport and Recreation through Cookies and other means may include: your server address; your domain name; your IP address; the date and time of your visit; the pages accessed and documents downloaded; the previous site visited; the type of browser you used. You may choose to disallow Cookies through your web browser settings.
Information that you disclose in online forums or other interactive media is considered by UNSW and the common law to be public information and may therefore not be subject to protection under the Act.
The University is not responsible for the privacy practices of web sites external to UNSW Sport and Recreation.
How we use your personal information
Personal information collected or held by UNSW Sport and Recreation will be used for managing administrative processes associated with your use of the University’s sport and recreation services and facilities, and to assess the level of health risk associated with your use of the equipment in the weights room and other activities run by UNSW Sport and Recreation. It is also used to check the details of UNSW Sports Club membership numbers and for processing selection and entry into Australian University Sport events.
De-identified personal information may also be used in statistical or aggregated forms for University planning or for purposes required by Australian government legislation.
Storage and security of personal information
How we store your personal information
UNSW Sport and Recreation stores your personal information in a combination of electronic and paper formats. Stringent security procedures in combination with physical and technological systems, provide a robust security environment which restricts access to authorized personnel only. Personal information is disposed of in accordance with the State Records Act 1998 (NSW), other legal instruments and normal administrative practice. Material is destroyed via a secure service provider.
Disclosure of personal information
When we disclose your personal information
In general, UNSW Sport and Recreation will only disclose your personal information to third parties if you have authorised the third party, with the following exceptions:
• UNSW Sport and Recreation will disclose your personal information when required to do so by law. This could be as a requirement to satisfy warrants, subpoenas, or court orders.
• UNSW Sport and Recreation may also disclose personal information to a third party if there are reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of you or another person.
We do not sell, rent or trade your personal information. Personal information is not released outside the University except in the circumstances described above.
No personal information about you will be released to the media by UNSW Sport and Recreation without your consent and after consultation with the Media Office.
Personal information collected through the UNSW Sport and Recreation website which is no longer required by UNSW Sport and Recreation and which need not be retained by law will be destroyed.
Accessing and Accuracy of Personal Information
How you can access your personal information
You have the right to access personal information held about you by the University. You are also entitled to request that personal information held about you is accurate and up-to-date, and therefore be amended accordingly. As the accuracy of information held depends largely on the information you provide, we recommend that you:
• Advise us immediately if there are any errors in your personal information, and
• Keep us up-to-date with changes to your personal information, such as name and address details.
How to contact us
To access your personal information contact UNSW Sport and Recreation on telephone: (02) 9385 6158 or email: firstname.lastname@example.org
If you believe your privacy has been breached by the University, you can request an internal review under Part 5 of the Act. Complaints under the Act may be made to the University Privacy Officer.
UNSW Privacy Officer
Telephone: (02) 9385 2860
Approving Authority: General Manager, UNSW Sport and Recreation
Date of Approval: August 2011