Privacy Policy

Privacy Policy

Sportswell Pty Limited (hereinafter “Sportswell”) values and respects the privacy of the people we deal with. Sportswell is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) (hereinafter “Privacy Act”) and other applicable privacy laws and regulations.

This Privacy Policy (hereinafter “Policy”) describes how we collect, hold, use and disclose your personal information, and how we maintain the quality and security of your personal information.

What is personal information?

“Personal Information” means any information or opinion, whether true or not, and whether recorded in a material form or not, about an identified individual or an individual who is reasonably identifiable. In general terms, this includes information or an opinion that personally identifies you either directly (e.g. your name) or indirectly.

What personal information do we collect?

The personal information we collect about you depends on the nature of your dealings with us or what you choose to share with us.

The personal information we collect about you may include:

• Full legal name
• Mailing or street address
• Date of birth
• Email address
• Phone number

You do not have to provide us with your personal information. However, if you choose to not provide your personal information then we are unable to provide any services to you.

Identification verification

It is important that airfare bookings for international flights are made using true and accurate legal information. As such for all parties travelling with Sportswell to an overseas destination we will be required to verify your identification. 

Sportswell has elected to only verify passports for members of the travelling party and uses the Australian Governments Document Verification Service (DVS) through an approved Gateway Service Provider.

The following information will be required from your passport as part of the DVS process:

• Date of birth
• Given name
• Family name
• Passport number
• Gender
• Passport expiry date

It is important that the information you provide matches the information in your passport. 

Sportswell will receive the following information back from the DVS process:

• Verification response result (pass, fail, document error, server error)
• Verification request number (a receipt number generated by the third party approved gateway service provider for the verification request)
• If the information provided is a match or not a match

Sportswell reserves the right to refuse service to travellers who's passports fail the DVS process or who's passport expiries within 6 months from date of return back to Australia. 

Once the identification has been verified the following data from the DVS process will be save on a Sportswell database:

• Full legal name (if different to the name known by Sportswell already, the original name provided will be retained as a nickname for end-user personalisation)
• Date of birth (if different to our records already held)
• Passport expiry date
• Gender

Following the conclusion of the event or holiday extension the above data obtained from the DVS process will be deleted from Sportswell databases. 

Verification process will be via user input of data into a Sportswell web portal and verified electronically via the gateway service providers API. You may contact the Events team to manually verify your identification, however the above data post verification will still be retained. 

How do we collect your personal information?

We collect your personal information directly from you when:

• Interact with us over the phone,
• Interact with us in person,
• Interact with us online,
• Participate in surveys or questionnaires,
• Attend Sportswell events,
• Subscribe to our mailing list,
• Apply for a position with us as an employee, contractor or volunteer.

Collecting personal information from third parties

We may collect your personal information from third parties or through publicly available sources, for example we may collect your personal information from your sporting club or association. We collect your personal information from these third parties to enable the registration of your participation in a Sportswell event.

How do we use your personal information?

We use personal information for may purposes in connection with our functions and activities, including the following purposes:

• Provide you with information or services that you request from us,
• Deliver to you a more personalised experience and service offering,
• Improve the quality of services we offer,
• Internal administrative purposes,
• Marketing and research purposes,
• To make bookings and reservations on your behalf.

Disclosure of personal information to third parties

We may disclose your personal information to third parties in accordance with this Policy in circumstances where you would reasonably expect us to disclose your information. For example, we may disclose your personal information to:

• Our third party providers, including hotels, airlines and tour operators,
• The sporting club or association you are affiliated with, as confirmed by you,
• Sportswell offices registered in another country.

Transfer of personal information overseas

Some of the third-party service providers we disclose your personal information to may be based or have servers located outside of Australia, including Fiji, New Zealand, United States and the United Kingdom.

Where we disclose your personal information to third parties overseas, we will take reasonable steps to ensure that data security and appropriate privacy practices are maintained. We will only disclose to overseas third parties if:

• You have given us consent to disclose personal information to that third party; or
• We reasonably believe that:
  • The overseas recipient is subject to a law or binding scheme that is, overall, substantially similar to the Australian Privacy Principles; and
  • The law or binding scheme can be enforced; or
• The disclosure is required or authorised by an Australian law or court / tribunal order.

How do we protect your personal information?

Sportswell will take reasonable steps to ensure that the personal information that we hold about you is kept confidential and secure, including by:

• Having a robust physical security of our premises and databases / records,
• Taking measures to restrict access to only personnel who need that personal information to effectively provide services to you,
• Having technological measures in place (for example, anti-virus software and firewalls).

Online activity

We may send you direct marketing communications and information about our services, opportunities, or events that we consider may be of interest to you if you have requested or consented to receive such communications.

These communications may be sent in various forms, including mail, SMS and email, in accordance with applicable marketing laws, such as the Australian Spam Act 2003 (Cth). You consent to us sending you those direct marketing communications by any of those methods. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so.

You may opt-out of receiving marketing communications from us at any time by clicking on the “unsubscribe” button at the bottom of any marketing email or by contacting our office via email, privacy.information@sportswell.com.au

Website usage

We may collect information about your visits to, browsing of, and use of our website, unless your browser blocks this. The level and range of data collected will depend on how you interact with our website. Our website may include our primary website or any mirco or sub sites you may access.

The information may include:

• Your IP address
• Information on your device (tablet, smartphone, PC, watch, etc) and it's operating system (Windows, iOS, MacOS, iPadOS, Android, Linux, etc)
• Information of your web browser (e.g. Internet Explorer, FireFox, Brave, Chrome, Opera, Safari)
• Your time-zone
• Pages or parts of pages you visit

Photo and video collection

We may collect a number of photographic and videography material whilst you are engaged with a Sportswell event or activity. 

By travelling with Sportswell you provide implied consent for your likeness, look and image to be used in photographic and video material. 

Photo and video material may be used for:

• Marketing materials, including print, digital (web), social media, video highlights and TV commercials
• Internal administrative purposes
• Accreditation and identification checks by Sportswell staff

By travelling with Sportswell you consent to a headshot (ID card style) photo of you being stored for internal administrative and accreditation purposes. Should you opt-out of being included in any marketing materials. The headshot photo will be used to cross reference any collected photo and video material to exclude you from such publications. 

While we will endeavour to meet your requests should you decide to opt-out, there may be some occasions where we may inadvertently use a photo or video containing you. Should you notice this please contact us so we can address the content - privacy.information@sportswell.com.au

Retention of personal information

We will not keep your personal information for longer than we need to. In most cases, this means that we will only retain your personal information for the duration of your relationship with us unless we are required to retain your personal information to comply with applicable laws, for example record-keeping obligations.

How to access and correct your personal information

Sportswell will endeavour to keep your personal information accurate, complete and up to date.

If you wish to make a request to access and/or correct the personal information we hold about you, you should make a request by contacting us via email, privacy.information@sportswell.com.au and we will usually respond in 2-3 business days.

Links to third party sites

Sportswell website(s) may contain links to websites operated by third parties. If you access a third party website through our website(s), personal information may be collected by that third party website. We make no representation or warranties in relation to the privacy practices of any third party provider or website and we are not responsible for the privacy policies or the content of any third party provider or website. Third party providers / websites are responsible for informing you about their own privacy practices and we encourage you to read their privacy policies.

Inquiries and complaints

For complaints about how Sportswell handles, processes or manages your personal information, please contact privacy.information@sportswell.com.au. Note we may require proof of your identity and full details of your request before we can process your complaint.

Please allow up to 3 business days for Sportswell to respond to your complaint. It will not always be possible to resolve a complaint to everyone’s satisfaction. If you are not satisfied with Sportswell’s response to a complaint, you have the right to contact the Office of Australian Information Commissioner (at www.oaic.gov.au  ) to lodge a complaint.

How to contact us

If you have a question or concern in relation to our handling of your personal information or this Policy, you can contact us for assistance:

Email
privacy.information@sportswell.com.au

Post
Attention: Sportswell Privacy Officer
Address: PO Box 1048, Lane Cove NSW 1595, Australia