The Australian Rugby Union Limited (ARU, 'we', 'us', 'our') respects the privacy of the individuals in relation to whom we collect, use, disclose and hold personal information and is committed to managing personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Commonwealth).
Where we refer to "Participant(s)" in this Policy we mean any person that, by way of registration or another process, has agreed to be bound by the ARU Constitution, ARU Policies and Codes or any laws, regulations and By-Laws of World Rugby applying from time to time. For the avoidance of doubt, a Participant includes any player (whether amateur or professional), referee, touch judge or other match official, selector, coach, trainer, manager or other team official and any individual involved in the organisation, administration or promotion of Rugby Union including a director, other officer, employee or volunteer of a Rugby Body.
The ARU will, where possible, collect personal information directly from you. This will be done in accordance with the APPs. We may collect your personal information on paper-based or electronic forms (online), over the phone or when you engage with us on social media or via our website.
As appropriate, we will notify you of the collection of your personal information and tell you why we are collecting it and how we plan to use it, or these things will be obvious at the time when the information is collected.
When you register to become a Participant by way of an ARU Registration Form or online registration platform (i.e. RugbyLink or Interfuse) a record that contains personal information is made by the ARU (or on behalf of the ARU by the club you have registered with). If you are a junior participant, we will collect your personal information from your parent or guardian.
Personal information about Participants is recorded in RugbyLink (the national player registration database) or Interfuse (the player registration database for NSW Premiership Rugby and NSW Suburban Rugby) in addition to the Australian Rugby Customer Relationship Management System, Salesforce.
The personal information that the ARU holds may include:
If you are a match official the personal information the ARU holds may also include:
If you are a coach the personal information the ARU holds may also include:
With your consent we may also collect information about your health or other information which is defined by privacy laws as 'Sensitive Information'. Examples of circumstances in which this may occur include:
We may collect information about individuals who are not Participants. This may include:
The ARU collects personal information in the course of administering the game of Rugby Union in Australia, including without limitation when we provide you with services, and when you:
The personal information which the ARU collects and holds may include:
We may collect personal information when recruiting personnel such as your name, contact details, qualifications and work history. Generally, we will collect this information directly from you. We may also collect personal information from third parties, such as recruitment agencies or referees you have nominated.
Before offering you a position, we may collect additional details such as your tax file number and superannuation information.
We may collect sensitive information in the process of conducting background checks in order to assess your suitability for certain roles (for example, positions which involve working with children and people with disabilities).
We may collect personal information about individuals who interact with us (such as individual service providers and contractors to the ARU, as well as other individuals who interact with the ARU on a commercial basis). In such situations, this information would typically include your name, contact details, professional details and information regarding interactions with the ARU. This information is collected for the purpose of administration, management and operation of the ARU and its programs.
You may visit our web sites without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry), any personal information you provide to the ARU will be managed in accordance with this Policy.
When you visit our web sites, our systems may record certain information about your use of those websites, including which web pages you visit and the time and date of your visit.
We may use 'cookies' (Cookies) to collect some personal information about you. We will treat this information in the same way as other personal information we collect about you. You can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages, features or content on our web site.
We may also collect 'IP addresses' (IP Addresses) relating to you when you access and use the web sites. We may collect and manage IP addresses for internet session management and security purposes.
The ARU will provide individuals with the option of dealing with us anonymously or by pseudonym where it is lawful and practicable. However, choosing to do so may mean that you cannot participate in our programs. For example, it would not be practicable to be involved as a participant without identifying yourself.
If you are a Participant, we will use and disclose your personal information in order to:
We may disclose your personal information to:
We may use your personal information for the primary purpose for which it was collected and secondary purposes related to the primary purpose1. Such primary and secondary purposes may include, without limitation, use of your personal information to:
The ARU will also use and disclose personal information for a range of administrative, management and operational purposes. This includes:
We may use and disclose your personal information for other purposes explained at the time of collection or otherwise as set it out in the Policy.
If we receive unsolicited personal information (for example a complaint or query about a rugby participant that contains personal information) we will assess, according to the APPs, and the limits of relevant policies and laws, whether the information could have been solicited. If this is not the case, we will, as soon as practicable (if it is lawful to do so) destroy the information or ensure that it is de-identified.
From time to time, we may contact you to provide you with information regarding other products, programs and services offered by us.2 This may include:
If you do not wish to receive marketing material from the ARU, please click the unsubscribe link found in the footer of emails and at the bottom of text messages you receive from the ARU and its corporate partners and sponsors.
You can also contact us at any time to let us know that you would like to be removed from our direct marketing lists. Our contact details can be found at the conclusion of this Policy.
In some cases, we may transfer personal information about you to individuals or organisations that are based in a foreign country (for example, a foreign rugby union, SANZAAR or World Rugby) including:
As required by law, if we transfer personal information to a foreign country we will take reasonable steps to ensure that the overseas recipient does not breach the APPs or this Policy.
The information we collect is held in multiple systems including local storage, cloud based and third-party systems (such systems may have data storage facilities offshore).
The ARU will also take reasonable steps to protect your personal information from misuse, loss and unauthorised access, modification, interference or disclosure. Your information shall be protected either at the ARU or in overseas storage facilities. However, as the internet is not a secure environment, any information you send us via that method is sent at your own risk.
Our website may contain links which enable you to access other websites. We are not responsible for the content or privacy practices of those sites.
We will take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed for any legitimate purpose. This requirement does not apply where the information is contained in a Commonwealth record or where we are required by law or a court/tribunal order to retain the information.
The ARU takes all reasonable precautions to ensure that the personal information we collect, use and disclose is accurate, complete and up-to-date. However, we rely on the accuracy of personal information as provided to us both directly and indirectly.
If you find that the personal information we hold about you is inaccurate, incomplete or out-of-date, please contact us immediately (our contact details are at the conclusion of this Policy) and we will take reasonable steps to ensure that it is corrected (including, if it is practicable to do so, taking reasonable steps to correct information disclosed to third parties). There will be no cost to you in relation to your request to have your personal information corrected.
You have a right to request access to the personal information we hold about you.
To request access to your personal information, please contact our Privacy Officer using the contact details set out below. You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request and expenses incurred in providing access in the manner you have requested. If we are able to provide access, we will endeavour to do so within a reasonable period of time after the request is made.
The ARU is not under any obligation to provide personal information to you where we are not required to do so under the APPs or otherwise at law. If we do refuse your request, we will provide you with reasons for our decision. If you would like to complain about our refusal to give you access to information please contact the Policy Officer on the details provided below.
The following is a non-exhaustive list of reasons why your request for access to information may be refused:
You may contact the ARU at any time using the contact details below if you have any questions about this Policy or about how your personal information has been handled.
The ARU takes all privacy complaints seriously and will investigate your complaint in a confidential manner. We will inform you of the outcome of the investigation within a reasonable period of time.
The ARU may modify or amend this Policy from time to time. Please see the ARU website for the latest version of this Policy.
Changes to this Policy will not affect our use of previously provided personal information.
The contact details for the ARU are:
1 sensitive information will only be used for secondary purposes directly related to the primary purpose
2 sensitive information will only be used for direct marketing purposes with your consent.