This policy outlines how the Canberra Bushwalking Club (CBC) respects and manages your personal information under the Australian Privacy Principles (APPs) contained in the Privacy Act (1988). The APPs govern how we collect, use, disclose, store, secure and dispose of personal information.
What is personal information and why do we collect it?
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.
This personal information is obtained via Bilby Management Software (Bilby) to which CBC subscribes to manage membership and activity bookings. This personal information is collected when individuals register with Bilby, book on an activity and when they submit membership applications. Personal information may also be submitted to Club publications or acquired during the Committee conducting its business.
See here for the Bilby Privacy Policy.
Personal information collected includes names, postal addresses, phone numbers, email addresses, emergency contact information, and birth year. It may also include gender, first aid qualifications, vehicle information, and information recorded in the member notes field.
When we collect personal information we will, where appropriate and possible, explain to you why we are collecting the information and how we plan to use it.
Sensitive Information
Sensitive information is defined in the Privacy Act to include information or opinions about such things as an individual’s racial or ethnic origin, political opinions or associations, religious or philosophical beliefs, trade union membership or associations, sexual orientation or practices, criminal record, health or genetic information, some aspects of biometric information.
In relation to activities, we do ask participants to advise a leader if they have a physical condition that may affect their ability to complete the activity safely.
Apart from this, we do not collect sensitive information.
Bilby Privacy Policy.
Third Parties
We collect your personal information only from you or from a person authorised to provide personal information about you on your behalf.
Bilby Privacy Policy.
Disclosure of Personal Information
Generally, we use personal information for the following purposes:
- To provide and send information about the Club and activities to members and guests, and newsletters and other Club communications to all members.
- To provide Activity Owners/Leaders with information to arrange activities.
- To reach emergency contacts in the event of an incident.
- To provide requested information to emergency services personnel in the event of an emergency.
- In connection with providing statistical (anonymous) information about our members to our peak body organisation, or the committee collecting statistical (anonymous) information to monitor membership trends.
We will not disclose personal information to third parties for other purposes without your permission.
Bilby Privacy Policy.
Security of Personal Information
Your personal information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.
Bilby Privacy Policy.
Access to your Personal Information
You may access the personal information Bilby holds about you and update and/or correct it. If you wish to access your personal information, you may do so through Bilby, once you have logged in.
You can determine with whom your personal information in Bilby is shared, via your Privacy Preferences in your Bilby Profile. There are three settings, applicable to each separate component of your personal information:
- Visible to admin officers only – Committee Members with admin officer access.
- Visible to any activity owner – Activity owners of any activity on which you have requested a booking or are a participant. Note: if an activity owner decides the personal information you share is not enough to allow them to determine your suitability to participate in their activity, or for any other reason, they may decline your request to book on their activity.
- Visible to any active member – any financial member; it does not include guests or lapsed members.
These settings can be changed by you at any time, and are applied individually to different components of your personal information.
There are three categories of Admin Officer in Bilby: Member Officer, Activity Officer and Receipt Officer. Bilby also allows up to three Super Admin roles, which gives access to all three Admin Officer categories.
The Committee will determine which Committee Members require which Admin Officer or Super Admin roles to undertake the functions of their committee role and will only grant Admin Officer access to those Committee Members.
Admin Officers will only use their access to perform the functions of their committee role.
Super Admins will only use their access to perform the functions of their role.
More information can be found at Bilby Privacy Preferences and Bilby Admin Officer Access.
Bilby Privacy Policy.
Maintaining the Quality of Your Personal Information
CBC and Bilby will take reasonable steps to make sure that your personal information is accurate, complete and as input to Bilby by you. If you find that the information is not up-to-date or is inaccurate, you may update your information or request assistance to update it.
Bilby Privacy Policy.
Policy Updates
This policy may change from time to time and is available on our website.
Privacy Policy Complaints and Enquiries
If you have any queries or complaints about our Privacy Policy please contact us.
Updated 2024-10-22