Privacy Policy

Baulkham Hills Australian Football Club Inc. (Baulko) respects the privacy of individuals. This policy outlines how we manage personal information collected or provided to us. Baulko is bound by the Australian Privacy Principles (Principles) under the Commonwealth Privacy Act, which define personal information as information or an opinion that can identify an individual.

Why We Collect Personal Information

As a junior club, we prioritise protecting children’s information. We collect only what is necessary for registration, safety, and participation, requiring parental or guardian consent for all players under 18.

Baulko participates in AFL Sydney Juniors competitions and collects personal information to operate the club and meet affiliation obligations. Registration and competition data may also be managed through AFL Sydney Juniors systems (e.g., PlayHQ). These platforms have their own privacy policies; Baulko only accesses information from them for legitimate purposes such as registration, team management, and compliance. Members are encouraged to review AFL Sydney Juniors’ privacy policy when registering.

What We Collect 

Baulko generally collects information about:

• Players and their families
• Sponsors

Depending on purpose, this may include names, addresses, contact details, health information, and financial details (for payments or sponsorships)

Website Collection

Through our website, Baulko may collect:

• Information submitted via online forms (registrations, enquiries, volunteer sign-ups)
• Technical data (IP address, browser type, pages visited) via cookies or analytics tools
• Personal information voluntarily provided (e.g., newsletter subscriptions)

This information is used to improve our website, respond to enquiries, and provide updates.

Use and Disclosure

Baulko uses personal information to:

• Maintain membership records
• Comply with league obligations (e.g., birth dates)
• Share medical conditions with trainers for appropriate care

Information may be disclosed to:

• Committee members, coaches, trainers, and team officials
• Insurers and regulatory authorities as required by law
• AFL (NSW/ACT) Commission Ltd or subsidiaries
• A person authorised by a player’s parent/guardian

Images of Children

• Photos/videos may be taken at games, training, or events to promote the club.
• Parent/guardian consent is required before publishing identifiable images of players under 18.
• Images are used only in club-approved channels (e.g., newsletters, website, social media).
• Consent can be withdrawn at any time.

Sensitive Information

Sensitive information (e.g., health, racial or religious background) is collected only when necessary and used solely for the purpose provided, unless otherwise agreed or required by law.

Managing and Storing Information

Baulko requires all officials handling personal information to respect confidentiality. We take reasonable steps to protect data from misuse, loss, unauthorised access, modification, or disclosure.

Personal information may be stored via secure platforms (registration systems, email, communication apps, cloud storage, payment processors). Where external providers are used, Baulko ensures they are legally bound to comply with privacy obligations and limits disclosure to what is necessary.

Retention periods:

• Player registration data: up to 7 years after leaving the club (or longer if required by law).
• Financial records: generally 7 years, in line with accounting and legal obligations.

Website Practices

• Cookies & Analytics: Used to improve user experience; aggregated data does not identify individuals. Cookies can be disabled, though some functions may be affected.
• Third-Party Links: Baulko is not responsible for external sites’ privacy practices.
• Website Security: Secure servers and SSL encryption are used. Online payments (if applicable) are processed through compliant third-party providers.

Accuracy and Access

Baulko seeks to keep personal information accurate and up-to-date. Members are encouraged to notify us of changes.

Requests for access or correction must be made in writing with identity verification. Website-collected data may also be corrected or deleted, subject to legal requirements.

Complaints

If you believe Baulko has breached this policy or the Principles, contact us at:

• protection@baulko.org.au
• president@baulko.org.au

Updates

This policy will be reviewed periodically to reflect changes in law, technology, or club operations. All personal information held will be governed by the most recent version. Contact us if unsure whether you are reading the latest policy.