Woodford Golf Club – Club Licence Number 80605
Date of Effect: September 2025 (supersedes all previous versions)
1. Application
This Privacy Policy applies to all personal information collected by Woodford Golf Club Inc. (“the Club”). The Club is an applicable organisation under the Privacy Act 1988 (Cth) and complies with the Australian Privacy Principles (APPs), the Notifiable Data Breaches (NDB) Scheme, and other applicable privacy laws.
This policy explains how we:
- collect and handle personal information,
- use and disclose personal information,
- keep personal information secure, accurate, and up to date,
- provide access and correction rights, and
- manage privacy-related complaints.
By visiting the Club, using our services or digital platforms, or becoming a member, you agree to the terms of this Privacy Policy.
2. What is Personal Information?
Personal information means any information or opinion about an individual whose identity is reasonably identifiable, whether the information is true or not and whether it is recorded in material form or not.
Examples include:
- name, residential/postal address, email address, and phone numbers,
- date of birth, gender, and emergency contact details,
- membership records, handicaps, and participation in Club activities,
- payment details (e.g. bank account, credit card information),
- identity documents (driver’s licence, passport),
- images or video footage (including CCTV and event photos).
3. Sensitive Information
Sensitive information is a subset of personal information and includes health, medical, disability, racial or ethnic background, political or religious views, sexual orientation, and biometric information.
We generally avoid collecting sensitive information unless it is necessary (e.g. for medical safety, disability access, or participation in golf programs). Sensitive information will only be collected with your consent and will not be used for direct marketing.
4. Collection of Personal Information
The Club collects personal information that is reasonably necessary for its functions and activities, including:
- processing membership applications and renewals,
- administering golf competitions (including through GolfLink and Golf Australia CONNECT systems),
- organising social and community events,
- complying with legal and regulatory obligations (e.g. licensing, responsible service of alcohol, gaming, taxation, and workplace law),
- ensuring the health, safety, and welfare of members, staff, and visitors,
- communicating with members, sponsors, and stakeholders,
- processing payments and managing accounts, and
- marketing and promoting Club services and activities.
We collect personal information directly from you where possible (e.g. via forms, online portals, or in person). We may also collect information from:
- Golf Australia and State Golf Associations,
- competition entry systems,
- third-party service providers (e.g. payment processors, IT platforms),
- CCTV and security monitoring systems.
5. Use and Disclosure of Personal Information
We use and disclose personal information for the purposes described above, including:
- verifying identity and eligibility for membership,
- facilitating competition entry, handicaps, and score management,
- maintaining the Register of Members (which may be inspected by members as required by law),
- communicating Club news, events, and offers (unless you opt out),
- complying with statutory and licensing obligations,
- investigating incidents or complaints,
- supporting reciprocal rights with other Clubs.
Personal information may be disclosed to:
- Golf Australia, State Golf Associations, and GolfLink/CONNECT administrators,
- related sporting bodies (including R&A initiatives such as the Women in Golf Charter),
- government agencies and regulators (e.g. OLGR, ATO, police),
- contractors and service providers (e.g. IT, accounting, legal, auditing, marketing),
- insurers, medical providers, and emergency services.
We will not sell your personal information. Direct marketing is conducted only in accordance with the Privacy Act, and you may opt out at any time.
6. Cross-Border Disclosure
Some personal information may be stored or processed outside Australia by cloud service providers, including but not limited to the United States, Europe, New Zealand, and Singapore.
The Club takes reasonable steps to ensure that overseas recipients handle information securely and in compliance with the APPs. By providing personal information to the Club, you consent to its transfer and storage overseas.
7. Data Quality and Security
The Club takes reasonable steps to ensure personal information is accurate, up to date, and secure. This includes:
- restricting access to authorised staff and officers,
- using secure IT systems, firewalls, and password protection,
- securely storing and archiving records,
- using CCTV for safety and security purposes (retained in line with regulatory requirements),
- destroying or de-identifying information no longer required.
However, no system is completely secure, and members should be aware of the inherent risks of transmitting information online.
8. Notifiable Data Breaches Scheme
In the event of a data breach likely to result in serious harm, the Club will comply with its obligations under the Notifiable Data Breaches Scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC).
9. Access and Correction
You have the right to access and correct personal information held by the Club, subject to legal restrictions. Requests should be made in writing to the General Manager. Proof of identity may be required before access is granted.
10. Direct Marketing and Communications
The Club may use your contact details to provide newsletters, promotions, and event information. You may unsubscribe or opt out at any time by contacting the Club.
11. Photographs, Video, and CCTV
By visiting the Club or attending events, you consent to reasonable photography, video, and CCTV monitoring.
- CCTV is used for security, safety, and compliance and retained as required by law.
- Photographs and videos may be used in newsletters, websites, and social media unless you advise us otherwise.
12. Complaints
If you have concerns about the way your personal information has been handled, please contact:
General Manager – Privacy Officer
Woodford Golf Club
2–82 Golf Course Road, Woodford QLD 4514
Tel: (07) 5496 1004
Email: admin@woodfordgolfclub.com.au
We will acknowledge your complaint promptly and aim to resolve it within a reasonable timeframe. If you are not satisfied, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
13. Changes to this Policy
The Club may update this Privacy Policy from time to time. Any changes will be published on our website and available at the Club office.
Management Committee
