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Main Objective

The main objective of this policy is to ensure that Lords Dojo Club (Lords Dojo) respect the privacy of its organisers, volunteers, donors, members, and stakeholders in the collection, management and use of information.

It is also designed to ensure that each of these parties are aware of, and consent to information being collected about them in the circumstances, and for the purposes set out in this policy.

All Information is on this website including forms capturing names and emails is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

1. Collection of Information and Type of Information Collected

Lords Dojo Club collects personal information:

• through club membership forms: information may include name, age, gender, contact details, parent/carer/guardian or family details and contacts, activity interests, health information including injuries and on-going medical conditions, special needs relating to language, religious or cultural background.
• through activity or program enrolment and consent forms: information may include name, age, gender, contact details, parent/carer/guardian or family details and contacts, activity interests, level of achievement or certification in the activity, health information including injuries and on-going medical conditions, health insurance details, dietary needs/preferences, special needs relating to language, religious or cultural background.
• through accident and incident processes and forms: information may include name, age, gender, contact details, parent/carer/guardian or family details and contacts, health information including medical conditions, injuries, harm and treatment received, behavioural issues and actions taken. Information may also include material collected using security surveillance systems. After an accident has occurred information may also be collected about an individual from third parties for the purposes of completing that form.
• through recruitment processes and forms: information may include, name, age, gender, contact details, parent/carer/guardian or family details and contacts, qualifications, previous work history, referee statements, prohibited employment declaration, working with children consent, working with children screening report, and criminal record report.
• through donation information forms: information may include name, age, gender, contact details, Lords Dojo areas of interest and if relevant credit card details.
• through our Contact Us page on our website www.lordsdojo.club which will include your email address, and name.

2. More Information / Requests

More details about Lords Dojo collection and use of personal information can also be obtained by making a request in writing to:

Lords Dojo Club
lordsdojoclub@gmail.com
Lords Dojo will respond to your request within 30 days.

3. Use and Disclosure

Lords Dojo uses the information collected for the purposes outlined at the beginning of this policy and those functions or activities closely related to those purposes. Those functions or activities are:

• Administration of membership systems
• Tailoring of services and activities to member
• Assistance to medical or emergency service providers to deliver care in an incident or emergency
• Communication to members, users and donors about Lords Dojo or promoting Lords Dojo activities or initiatives.

All information collected by Lords Dojo will only be used for the purposes set out in the policy unless;

• Lords Dojo is required by law to disclose the information
• A person consents in writing to Lords Dojo using information about them for another purpose not specified in this policy.
  

Members will have an opportunity to opt-out of receiving communications from Lords Dojo .

Lords Dojo will not sell its information to an outside organisation.

4. Legal Compliance

Lords Dojo  is aware of and complies with:

• the National Privacy Principles embodied in the Commonwealth Privacy Act 1988.
• the current form of the Spam Act 2003 where information is collected for the purposes of informing community members of opportunities to support its work.
• Lords Dojo will also act in a way consistent with the Australian Direct Marketing Association (ADMA) Code of Ethics in terms of its communication and promotion of Lords Dojo activities and initiatives.

Lords Dojo regularly reviews this policy to ensure compliance with these Acts.

5. Identifiers

Lords Dojo Club members may be allocated a membership number for administrative purposes.  

The numbers allocated have no relationship to any identifier allocated by any other agency. 

6. Sensitive Information

Lords Dojo Club is a registered business with the Australian governement with an ABN  38 207 483 024. Lords Dojo is committed to respecting the rights and dignity of each person with whom we deal and to treating every person equally. 

Lords Dojo does collect information from Club members, potential and current employees, volunteers, that may be considered sensitive. Such information is only collected to the extent necessary to ensure appropriate service to the individuals involved, to ensure Lords Dojo  can fulfil its duty of care and to ensure Lords Dojo  complies with its legal obligations.

7. Internet 

This statement sets out Lords Dojo’s policies relating to the collection and use of personal information as it applies to the use of the Lords Dojo website and online resources.

Cookies in and of themselves do not personally identify users, although they do identify a user’s browser. The cookies simply contain a unique identifier which helps Lords Dojo to know what customers find interesting and useful on the website.

Lords Dojo does not collect any personally identifiable information by the use of cookies nor is the information ever merged with personal information otherwise held regarding individuals, such as name, address or email address, or any information that is considered sensitive or would compromise an individual’s privacy. Lords Dojo does not believe that its cookies pose any threat to privacy, however at any time, a user can still opt out of having any information on the use of the Lords Dojo site collected, by switching off cookies.

8. Access & Correction

Lords Dojo takes all reasonable steps to ensure that the information it collects, stores, uses and discloses is accurate and regularly updated. Members will be prompted to update any outdated information in relation to their membership at the time of annual renewal. Lords Dojo will ensure that the information collected is provided directly by the person involved or a parent or guardian when necessary.

Members, orgabisers and volunteers may access their own personal information held by Lords Dojo. Such requests must be made in writing and will be met within a reasonable time, usually within 14 days. 

Access to the information will be via the office at which the information is held, usually the local club. There will be no charge to a person accessing or correcting their information.

Access to personal information about children under 16 will be permitted only for those individuals with legal responsibility for the child in question and where there is no perceived risk to the child in providing that information.

Details will be forwarded by mail or email to the recorded addresses or to alternate addresses subject to the applicant providing proof of identity (photo licence etc.).

9. Information Security

Lords Dojo will take every reasonable step to secure personal information.

Lords Dojo:

• Limits access to information to authorised organisers and volunteers;
• Educates organisers and volunteers in relation to this Policy;
• Ensures systems are in place for the physical and electronic security of information;
• De-identifies and/or destroys information when identifiers are not necessary and/or when the information is no longer required;

10. Complaints

Complaints concerning the use of personal information or the application of this policy must be made in writing to the Lords Dojo who will deal with them.

11. Further information on Privacy

For more information about privacy issues in Australia and protecting your privacy, visit the Australian Federal Privacy Commissioner’s website.

RELEVANT LAW & LEGISLATION 

Commonwealth Privacy Act 1988 (Privacy Act).

Spam Act 2003

Authorised by Lords Dojo, 14/3/2022