Privacy Policy
Effective Date: 5 August 2025
1. Introduction & Scope
Emerging Athletes Hub operates as an unincorporated partnership with an annual turnover below AUD 3 million. Under current Australian law, our organisation is exempt from the Privacy Act 1988 and the Australian Privacy Principles (APPs), except in specific circumstances (e.g., if we provide a health service). However, we choose to comply voluntarily with best-practice privacy standards.
This policy explains how we collect, use, store, and protect personal and sensitive information.
2. Definitions
- Personal Information: Any information that can identify an individual (e.g., name, email, contact details).
- Sensitive Information: Includes health or medical-related data, mental wellbeing details, biometric or psychological assessments.
- Data Controller: Emerging Athletes Hub.
- Third Party / Data Processor: Providers such as Google (Forms, Sheets), iNSPIRETEK / Infinite platform.
3. Collection of Information
We collect personal data via Google Forms stored in Google Sheets, including sensitive wellbeing data for program purposes. Future collection will transition to a CRM system.
4. Use & Disclosure
Information is used internally for athlete care, program management, and wellbeing monitoring. Sensitive data is shared only with Infinite (iNSPIRETEK ecosystem) with explicit consent. No other third-party sharing occurs without consent.
5. Consent & Participation
Participants provide explicit consent via the Google Form prior to any sensitive data collection. Consent may be withdrawn at any time by contacting us. Withdrawal may affect participation in certain services.
6. Data Security & Storage
Google Forms/Sheets are secured through encryption and account controls. Only authorized staff can access records. Future CRM tools will employ similar or stronger protections.
7. Data Retention & Deletion
Data retention periods:
- Personal contact data: Up to 5 years from last engagement.
- Sensitive wellbeing data: 2 years post last activity.
Records are deleted or anonymised after these periods.
8. Partner & Third-Party Management
We ensure agreements with providers such as Infinite include:
- Compliance with Australian privacy standards.
- Adequate security measures.
- Restrictions on use/disclosure.
- Breach notification procedures.
9. Access & Correction
Individuals may request access to or correction of their information by contacting our Privacy Officer.
10. Complaints & Dispute Resolution
Complaints should be submitted in writing to our Privacy Officer. Unresolved complaints can be escalated to the OAIC.
11. Cross-Border Transfers
Where third-party tools (e.g., Infinite) are hosted overseas, we obtain consent and apply safeguards to protect personal data.
12. Policy Updates
We will review this policy annually or when significant changes occur and notify stakeholders through email or our website.
13. Contact & Privacy Officer
Privacy Officer: Alan Webster
Email: alan@emergingathleteshub.com.au
Address: 11 Ellevsen Street, Rouse Hill 2155