Privacy Policy

This Privacy Policy pertains to events hosted by The Club and how The Club handles your Personal Information.
There is a separate Privacy Notice pertaining to your usage of this website, at Website Terms of Use. 

Privacy Policy

YHA Cross Country Ski Club Victoria is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au.

Definitions

• "The Club" and "Ski Club", "We", and "Us" refer to the YHA Cross Country Ski Club (Victoria), and includes its officers, servants, licensees, invitees, customers or agents (including voluntary leaders).

• "YHA" (on its own) refers to the YHA Ltd organisation (trading as YHA Australia), its officers, servants, licensees, invitees, customers or agents (including voluntary leaders).

• "Event Organiser" refers to a club member who is organising or running a particular event or ski trip.  An event organiser may also be a trip leader.

• "Trip Leader" refers to a person who is leading a group of skiers on the snow.  A trip leader may or may not be the event organiser.

• "Personal Information" consists of information relating to you personally, and may include name, email address, phone number, and home/work address.

• "Sensitive Personal Information" refers to Personal Information that needs to be treated with a higher level of protection. For example: Health information, racial or ethnic origin, political opinion, religious beliefs, criminal records, sexual orientation.

For more information about Personal Information, refer to OAIC - What is personal information.

Collection and use of Personal Information

As part of the booking process and participation in our ski trips and other events, and your interaction with The Club, we may need to gather details about you.  This information may come via the commercial MeetUp, online questionnaire forms used as part of our booking process, our Online Enquiry Form, email, phone calls, and other conversations we have with you.  In most cases, this is information you provide directly to us via the above-mentioned means. 

The personal information we collect may include names, addresses, email addresses, phone numbers, your payment amount and date, details of your emergency contact(s), and any health conditions (Sensitive Personal Information) relevant to attendance at a cross country skiing event. 

The information we collect is used primarily to manage club events, eg, to determine payment, assess skiing ability, organise car pooling, to check attendance, and to ensure the safety of you and of others attending a cross country skiing trip. The information is used by event/trip leaders and other club members appointed to assist with event organisation.

Club members attending an event may take a photograph where your identity is clear. This photograph may appear on our Meetup page or The Club's website unless you object (see below). 

We use Meetup to provide information about events and accept bookings/reservations, and to link to event questionnaire forms stored on Google Drive. Event payment information is provided to YHA. The information we collect for our events via our questionnaire forms, emails or phone calls/SMS is not available to Meetup. 

What is Personal Information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes names, addresses, email addresses, and phone numbers.

This Personal Information is obtained in many ways including via web forms that you complete, by telephone, by email, via our website https://www.yhaski.com, and from third parties. We don’t guarantee website links or policy of authorised third parties.

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.  When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.  You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.

Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

•       For the primary purpose for which it was obtained

•       For a secondary purpose that is directly related to the primary purpose

•       With your consent; or where required or authorised by law.

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

• The Club may need to provide your name and contact details to other participants for the purposes of car pooling. This will generally be name, phone number and/or email address, but may include your home address if you are driving or require being collected on the way.  In most cases, however, we provide the driver's name, email address / phone number to passengers, who are then required to contact the driver, and the driver would need to provide the address they are leaving from.

• The event organisers may also need to provide your details, including details of your emergency contact(s) and any health conditions, to other leaders on the trip.

• In the event of an emergency, your details may be shared with ambulance services, police, ski patrol, or resort management. 

• In some circumstances, your information may need to be provided to YHA Australia.

• Photographs including you may appear on our Meetup site or club website. If you do not wish any such photographs to be taken, please advise others attending the event. If you do not wish such photographs to be posted online, please let the trip leader know.

• Potential provision to other third parties where you consent to the use or disclosure.

• Where required or authorised by law.

The club does not disclose the personal information we collect to any marketing businesses.

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.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and you to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.  In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We  will  take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

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 using one of the following methods:

• Use the Online Enquiry Form to contact the Committee.

• If that doesn't work, message an organiser listed on our MeetUp page.

For privacy policies of other parties such as  MeetUp and YHA Australia, please refer to their respective websites.