Byron Shire Archery Club

Privacy Policy – Byron Shire Archery Club (BSAC)

Last Updated: 5 September 2025

1. Who We Are

Byron Shire Archery Club (“BSAC”, “we”, “our” or “us”) is a not‑for‑profit club that operates in the Byron Shire region of New South Wales (NSW) and the surrounding area of Queensland (QLD). Our official website is https://bsac.com.au (the “Site”).

2. What Personal Information We Collect

We collect only the personal information that members voluntarily provide when:

Purpose Data Collected How It’s Collected
Membership registration & management
  • Full name
  • Date of birth (for age verification)
  • Residential address (state, postcode)
  • Email address
  • Phone number (optional)
  • Membership type (e.g., adult, junior)
  • Emergency contact details
 Online form on the Site; paper registration forms
Club communications
  • Email address & phone number (used for newsletters, event invitations, results, and club announcements)
 Online form or email subscription sign‑up
Event participation
  • Event name
  • Date of participation
  • Any additional information required to organise the event (e.g., equipment rental)
 Online registration for events
Legal & regulatory compliance
  • Proof of age, identification documents (where required by law or club policy)
 Uploaded via secure portal

We do not collect any data beyond what is necessary for the purposes listed above.

3. Why We Collect Your Information

Under Australian privacy principles and the Privacy Act 1988 (Cth), we only process personal information that is:

  1. Relevant to our functions – membership, event organisation, communication and compliance with legal obligations;
  2. Collected in a lawful, fair and transparent manner.

The sole purposes for which we use your data are:

  • To administer and maintain your club membership (renewals, billing, eligibility checks);
  • To send you information about club events, results, newsletters, and important announcements;
  • To comply with legal obligations (e.g., age verification, reporting to local authorities if required);
  • To respond to enquiries or requests made by you.

4. Legal Basis for Processing

We rely on the following lawful bases:

Activity Basis
Membership administration Consent obtained at registration and ongoing membership renewal (express consent)
Club communications Consent provided when subscribing to newsletters/notifications
Legal compliance Legitimate interest / statutory requirement

5. How We Store & Protect Your Information

  • Security Measures – We use industry‑standard encryption (SSL/TLS for data in transit, AES‑256 at rest), secure firewalls, regular vulnerability assessments and staff training to protect personal information from unauthorized access, loss or disclosure.
  • Access Control – Only authorised club officers have direct access to member records. Any third‑party services (e.g., payment processors) are contractually bound to comply with the Privacy Act and only receive the data necessary for their function.
  • Retention Period – Personal information is retained for as long as your membership remains active plus a period of 5 years after termination to satisfy any post‑membership obligations. After that, data is securely deleted or anonymised.

6. Sharing Your Information

We do not sell, trade or rent your personal information to third parties. We may share limited data only in the following circumstances:

  • Legal Requirements – Where required by law (e.g., court orders, regulatory investigations).
  • Service Providers – Trusted partners that provide essential services (e.g., email‑delivery service, payment gateway) under strict privacy and security agreements. They are prohibited from using your data for any other purpose.

No personal information is shared with members of other clubs or organisations unless you explicitly consent.

7. Your Rights & How to Exercise Them

Under the Privacy Act and Australian Consumer Law, you have the following rights regarding your personal information:

  1. Access – Request a copy of the personal data we hold about you.
  2. Correction – Ask us to correct any inaccurate or incomplete information.
  3. Deletion / Discontinuation – Request that we delete or stop using your data (subject to statutory obligations).
  4. Opt‑Out – Withdraw consent for communications at any time via the unsubscribe link in our emails or by contacting us.

To exercise any of these rights, please contact:

Byron Shire Archery Club – Privacy Officer
Email: privacy@bsac.com.au

We will respond to your request within 30 days and confirm any action taken.

8. Children’s Privacy

BSAC does not knowingly collect personal information from children under 13 years of age. If we become aware that a child has provided us with personal data, we will delete it promptly.

9. International Transfers

If your data is transferred outside Australia (e.g., to a cloud service provider in the United States), we ensure that the recipient provides an adequate level of protection under Australian law, including contractual clauses and/or standard contractual clauses approved by the Office of the Australian Information Commissioner (OAIC).

10. Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on the Site with a revised “Last Updated” date. We encourage you to review this page periodically.

11. Contact Us

If you have any questions, concerns or complaints about our privacy practices:

  • Email: privacy@bsac.com.au
  • Address: Byron Shire Archery Club – c/- Cavanbah Centre, Ewingsdale Road, Byron Bay NSW 2481

For formal complaints that cannot be resolved directly with us, you may lodge a complaint with the Office of the Australian Information Commissioner at https://www.oaic.gov.au.

Byron Shire Archery Club
Committed to protecting your privacy while you enjoy the sport we love.