Privacy Policy

Cooks River Croquet Club (CRCC) is a community sporting club dedicated to promoting physical activity, teamwork, and community spirit.

Our website address is: www.cooksrivercroquetclub.com

2. What Personal Data We Collect and Why We Collect It

We collect and process various types of personal data to run our website, manage club activities, and communicate with our members and supporters.

Comments

When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string (such as reCaptcha) to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website (e.g., for user profiles or to accompany articles), you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact Forms

Data submitted through our contact forms (e.g., “Contact Us”) is collected to respond to your inquiry or to process your general enquiry, membership application/interest or social/corporate hire. This typically includes your name, email address, phone number, and the content of your message. This data is sent to CRCC’s relevant staff or volunteers (e.g., Club Secretary, Registrar, or Treasurer) and is stored for up to 5 years for customer service purposes.

Cookies

We use cookies to enhance your experience on our site:

• • Comment Cookies: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

  • Login Cookies: If you have an account and log in, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. When you log in, we also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist indefinitely. If you log out, the login cookies will be removed.

  • Article Cookies: If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 30 days.

Embedded Content from Other Websites

Articles on this site may include embedded content (e.g. videos from YouTube, images, articles from sporting bodies, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use [e.g., Google Analytics or similar service] to analyse the use of our website. This service collects standard internet log information and visitor behavior data in an anonymised form. The information generated by the cookie about your use of the website (including your IP address) is transmitted to the analytics provider. This data is used to compile statistical reports on website activity for CRCC to improve our website and services.

3. Who We Share Your Data With

We only share your data with third parties necessary for the operation of the club and its services:

• • Spam Detection: Visitor comments are checked through an automated spam detection service (e.g., Akismet).

  • Service Providers: We may share data with external providers that handle essential club functions, such as:

    • Membership Management System (e.g., PlayHQ, TeamApp, CNSW or a national sporting body database).

    • Email Marketing Platform (e.g., Mailchimp) for sending newsletters.

  • Legal Obligation: We will disclose your data where required by law (e.g., a court order).

4. How Long We Retain Your Data

• • Comments: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

  • User Accounts (Members/Volunteers): For users that register on our website (e.g., for news access or volunteer portals), we store the personal information they provide in their user profile. This data is kept as long as the user’s account is active and for a reasonable period thereafter (e.g., 1-2 years) for administrative and archival purposes related to club history, unless a deletion request is made.

  • Contact Form Submissions: Retained for up to 36 months.

  • Analytics Data: Retained for 24 months as per typical analytics settings.

5. What Rights You Have Over Your Data

If you have an account on this site, or have left comments, you have the following rights:

• • Right of Access: You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.

  • Right to Rectification: You can see, edit, or delete your personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

  • Right to Erasure (“Right to be Forgotten”): You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes (e.g., financial records, mandatory sporting registration data).

6. Where We Send Your Data

Visitor comments may be checked through an automated spam detection service. Data may be transferred to and processed in countries outside of your own, particularly where our third-party service providers (like web hosting or email platforms) are located. We take steps to ensure that your data is treated securely and in accordance with this privacy policy.

7. Your Contact Information

If you have any questions or concerns regarding this privacy policy or wish to exercise your data rights, please contact the Cooks River Croquet Club Secretary:

• • Email:        [email protected]

  • Address:   3 Richardsons Crescent, Marrickville   NSW   2402
    

8. Additional Information

How We Protect Your Data

We use Secure Socket Layer (SSL) encryption for data transmission, secure hosting services, and restrict access to personal data to only necessary staff and volunteers who are bound by confidentiality obligations.

What Data Breach Procedures We Have in Place

In the event of a data breach, we will endeavor to inform affected users and the relevant supervisory authority within 72 hours of becoming aware of the breach, where feasible, as required by law. We will take immediate steps to secure our systems and prevent further unauthorized access.

What Third Parties We Receive Data From

We may receive information from official sporting bodies (e.g., the national or state league/association) for verification of membership, player registration status, and team management purposes.

What Automated Decision Making and/or Profiling We Do with User Data

We do not use automated decision-making or profiling that produces legal effects or similarly significantly affects users based on their personal data.

Industry Regulatory Disclosure Requirements

As a community sporting club, we comply with the data protection laws of New South Wales, Australia and the regulatory requirements of our affiliated sporting associations.