PRIVACY POLICY
Royal South Australian Yacht Squadron (RSAYS Inc) Privacy Policy
1. Purpose
The Royal South Australian Yacht Squadron (RSAYS Inc) is committed to protecting the privacy of its members, guests, staff, volunteers, contractors and others who interact with the Squadron. This Privacy Policy outlines how RSAYS Inc collects, uses, discloses, stores, and manages personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy applies across the Squadron’s activities, including sailing activities, marina management, hospitality services, events, member services, governance activities, and website and online systems.
2. Scope
This policy applies to:
Members (all categories), temporary members (including SailPass participants), guests and visitors, employees and contractors, volunteers and committee members, tenants, berth holders, storage users, facility users, hirers, event participants, stakeholders, sponsors, and others who provide personal information to RSAYS Inc.
This policy applies to employee records where relevant, noting that some employee records may be subject to specific legal exemptions or employment-related obligations.
3. Types of Personal Information Collected
RSAYS Inc may collect the following types of personal information:
3.1 General Information
• Name, address, email, phone number, and occupation
• Date of birth (for membership classification and age-based programs)
• Emergency contact details
• Vehicle registration number
3.2 Membership, Sailing & Vessel Information
• Membership category and history
• Boat ownership and registration details
• Race entries, results, and handicapping data
• Crew lists and participation records
• Safety and compliance certificates connected with boating, marina, storage, racing, training or use of Squadron facilities
• Insurance Certificates of Currency relevant to vessels, contractors, berth holders, storage users, hirers, or other parties when needed by RSAYS Inc
3.3 Financial Information
• Payment details (processed through secure payment providers)
• Transaction history
3.4 Sensitive Information
• Medical or health information (where required for safety, participation, emergency response, accessibility, or program delivery)
• Accessibility requirements
3.5 Digital Information
• Website usage data, including cookies, analytics, device information, browser information, IP address, and online interaction data
• Communication preferences
• Email engagement information, such as whether RSAYS Inc communications are opened or links are clicked
4. How Information is Collected
RSAYS Inc collects personal information through:
• Membership applications and renewals
• Event and race entry systems
• Marina, storage, facility-use, contractor, and berth-related agreements
• Safety, compliance and insurance documents provided by members, berth holders, storage users, contractors, hirers or others using Squadron facilities
• Communication with RSAYS Inc, including by email, phone or in person
• Website interactions, cookies, analytics tools, online forms, and similar digital technologies
• Email communication tools, including MailChimp engagement data
• Third parties such as Australian Sailing (where applicable)
• Interactions with administration systems including, but not limited to, RevSPORT, SailSys, Hello Club, tenants and caterer websites
5. Purpose of Collection
RSAYS Inc collects personal information for the following purposes:
• Managing membership records and compliance with the Constitution
• Administering sailing activities, races, results, and events
• Ensuring safety and emergency response capability
• Managing marina, storage, facility access, vessel access, and contractor access
• Checking safety, compliance, insurance and risk requirements
• Processing payments and financial transactions
• Communicating with members, volunteers, visitors, contractors and others involved with RSAYS Inc
• Meeting RSAYS Inc legal, insurance, governance and operational responsibilities
6. Disclosure of Personal Information
RSAYS Inc may disclose personal information to:
• Australian Sailing and affiliated sporting bodies
• Service providers (including, but not limited to, revSPORT, HelloClub, SailSys, Stripe, Xero, and MailChimp)
• Event partners and race management platforms
• Insurers, brokers, auditors, legal advisers or compliance advisers, where required
• Emergency services where required
• Regulatory authorities where legally required
• Approved sponsors or commercial partners, but only where permitted under this policy and privacy law
RSAYS Inc does not sell personal information.
Sponsor and Commercial Partner Communications
RSAYS Inc may work with sponsors and commercial partners to provide member benefits, offers, events, fundraising, prizes or other Squadron-related services.
Where sponsor-related communications are relevant to members, RSAYS Inc will generally manage the communication directly rather than providing sponsors with unrestricted access to member databases.
RSAYS Inc may disclose limited personal information to an approved sponsor or commercial partner only where:
• The disclosure is reasonably necessary to deliver a specific member benefit, prize, event, booking, service, or offer requested or accepted by the individual
• The individual has consented to the disclosure, or would reasonably expect the disclosure in the circumstances
• The disclosure is required to administer a sponsorship, event, competition, promotion, or member benefit
• The sponsor or commercial partner has agreed to use the information only for the agreed purpose and to keep it confidential
RSAYS Inc will not provide sponsors or commercial partners with unrestricted membership lists for their independent marketing use without appropriate consent.
RSAYS Inc will not disclose sensitive information, junior member information, medical information, emergency contact information, or financial information to sponsors or commercial partners for marketing purposes.
Members may opt out of receiving sponsor-related marketing communications where those communications are not essential to their membership, safety, event participation, contractual obligations, or RSAYS Inc administration.
7. Sailing, Marina, Facility & Compliance-Specific Data Use
By participating in RSAYS Inc activities or using RSAYS Inc facilities, members and other people using RSAYS Inc activities or facilities acknowledge:
• Race results (including names, boat names, and performance data) may be published publicly
• Crew lists may be shared for race administration and compliance
• Safety and emergency information may be accessed by authorised personnel
• Safety and compliance certificates may be collected and reviewed where relevant to vessel, marina, storage, contractor, training, event, or facility use
• Insurance Certificates of Currency may be collected and reviewed to manage operational, contractual, or risk obligations
Junior Members
RSAYS Inc recognises the additional privacy considerations applicable to junior members:
• Personal information of individuals under 18 is collected with the consent of a parent or guardian where required
• Publication of junior member information is limited to what is reasonably necessary for participation (for example, race results)
• Sensitive information relating to junior members is subject to heightened access restrictions
Photography and Media
• RSAYS Inc may capture images and video during events and activities for promotional and operational purposes
• Consent for use of images involving junior members is obtained from a parent or guardian where required
• Individuals may request removal of images where appropriate
8. Website Cookies, Analytics and Digital Tracking
RSAYS Inc may use cookies, analytics tools, tracking technologies, and similar digital tools on its website and online systems to:
• Operate and maintain website functionality
• Understand website usage and improve digital services
• Manage online forms, event registrations, membership enquiries, and communications
• Measure the effectiveness of RSAYS Inc communications, campaigns, events, and sponsorship-related promotions
• Support website security and fraud prevention
These tools may collect information such as IP address, browser type, device details, pages visited, links clicked and the time of access.
RSAYS Inc may use third-party platforms, including website hosting providers, analytics providers, membership systems, payment systems, email platforms, and related service providers. These providers may collect or process digital information on behalf of RSAYS Inc and may store data in Australia or overseas.
Where RSAYS Inc uses cookies, tracking pixels, analytics tools, or similar technologies, RSAYS Inc will take reasonable steps to ensure that:
• Collection is limited to information reasonably necessary for RSAYS Inc operations, communications, website administration, sponsorship management, or member services
• Sensitive information is not intentionally collected or disclosed through tracking technologies unless consent has been obtained or another lawful basis applies
• Individuals are provided with clear information about the use of cookies and similar technologies
• Individuals can manage cookies through their browser settings or other available preference tools
• Direct marketing communications include appropriate unsubscribe or opt-out functionality
Disabling cookies may affect the functionality of some RSAYS Inc website features or online services.
9. Third-Party Services, Sponsors & Overseas Disclosure
RSAYS Inc uses a number of third-party systems to help run the Squadron. These include:
• Membership platforms: revSPORT and HelloClub
• Racing and results management: SailSys
• Payment processing: Stripe, Tyro, PIN Payments, Eftpos, and Ezi-debit
• Email communications: MailChimp and Hello Club
• Accountancy: Xero
RSAYS Inc may also engage approved sponsors, commercial partners, event partners, contractors, and service providers to support RSAYS Inc activities, member benefits, sponsorship arrangements, fundraising, events, hospitality, marina operations, sailing activities, and other approved purposes.
These providers may use cloud-based systems, which may store information outside Australia.
RSAYS Inc works to ensure these providers, sponsors, and commercial partners handle personal information in line with the Australian Privacy Principles and any purpose limitations notified by RSAYS Inc.
10. Data Security
RSAYS Inc protects personal information through measures including:
• Role-based access controls
• Secure digital systems and password protection
• Restricted access to sensitive data
• Physical security of records
• Offsite server backup by third party security provider
Committee members, staff, contractors, and volunteers are required to handle personal information in accordance with this policy.
11. Data Retention
RSAYS Inc retains personal information only as long as necessary to:
• Support club operations and meet legal, insurance, governance and contractual obligations
• Maintain historical membership and racing records
• Verify safety, compliance, and insurance obligations for the relevant period of use, engagement, or legal retention requirement
Information is securely deleted or de-identified when no longer required, except where records must be retained for lawful, governance, archival, insurance, or historical purposes.
12. Data Breach Response
RSAYS Inc is committed to complying with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth).
If RSAYS Inc suspects or identifies an eligible data breach, it will promptly assess, contain and respond to the breach. Where the breach is likely to result in serious harm, RSAYS Inc will notify affected individuals and the Office of the Australian Information Commissioner as required.
13. Access and Correction
You may ask to access or correct your personal information by contacting the General Manager or RSAYS Inc management committee.
Identity verification may be required before access is granted.
14. Complaints
Privacy concerns or complaints should be sent in writing to the General Manager, Commodore, or RSAYS Inc Management Committee.
Privacy enquiries should be directed to the General Manager or nominated Privacy Officer.
RSAYS Inc will acknowledge a privacy complaint promptly and will aim to resolve it within a reasonable period, ordinarily within 30 days.
If unresolved, complaints may be escalated to the Office of the Australian Information Commissioner (OAIC).
15. Governance and Responsibilities
RSAYS ensures:
• Compliance with the Privacy Act and APPs
• Alignment with the RSAYS Inc Constitution and By-Laws regarding member records, governance, and proper administration of the Squadron
• Appropriate handling of information by staff, volunteers, contractors, and committees
• Access to personal information is limited to those with a legitimate operational, governance, safety, compliance, or legal need
In practice, access to member information is limited to people who need it to perform their RSAYS role.
16. Member Acknowledgement and Acceptance
By applying for or renewing membership, participating in RSAYS Inc activities, or using Squadron facilities, individuals acknowledge that this Privacy Policy has been made available to them and understand that RSAYS Inc will collect, use, disclose, store, and manage personal information as outlined in this policy.
Where consent is required by law, RSAYS Inc will seek that consent separately or through an appropriate membership, event, program, or service process.
This acknowledgement includes RSAYS Inc-managed communications relating to sponsors, commercial partners, events, member benefits, fundraising, and RSAYS Inc promotions, subject to any available opt-out preferences.
Separate or additional consent may be sought where RSAYS Inc proposes to disclose personal information to a sponsor or commercial partner for a purpose that is not reasonably expected, is not necessary for RSAYS Inc administration, or involves direct marketing by that sponsor or commercial partner.
Where an individual is under 18, acknowledgement or consent must be provided by a parent or guardian where required.
17. Policy Updates
This policy may be updated periodically. The latest version will be published on the RSAYS Inc website.
18. Contact
Royal South Australian Yacht Squadron
750 Victoria Road
Outer Harbor SA 5018
(08) 8341 8600