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. 

Definitions

• "The Club" and "Ski Club" 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 YHA Ltd (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.

Ski Club Privacy Policy

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 MeetUp, online questionnaire forms used as part of our booking process, our Online Query Form, email, phone calls, and other conversations we have with you.  In most cases, this is information you provide directly by you to us via the above-mentioned means.  For details of specific information sourced via MeetUp, online booking forms and the Online Query Form, refer to the Privacy Notice in Website Terms of Use.

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.

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:

• Third parties where you consent to the use or disclosure.

• Where required or authorised by law.

• For the purposes of Car Pooling.
  The Club may need to provide your name and contact details to other participants  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, to YHA Australia.

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 to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

YHA Cross Country Ski Club Victoria will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

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.