Who we are

Our website address is: https://whitehorseacs.org.au. We are an Incorporated Association operating on a not-for-profit basis and trading as Whitehorse Activities Club Inc. We are domiciled within the City of Whitehorse, the area which we generally serve, but men and women residing in surrounding municipalities are welcome to join. Our club is established to provide activities for pre-retired and retired men and women to encourage such people to maintain their physical and mental health and to establish and maintain social contact with other people of similar age and similar stage of life.

Website Access

This website has been established to promote our Club to the wider community and to invite enquiry or application from men and women who determine that the nature and location of the club may be suitable for their needs and/or interests.

Through a “Member Login” facility, available only to financial members of the Club, it also provides a vehicle for communication between the Club and its members and to facilitate the payment of membership subscriptions.

What personal data we collect and why we collect it

Comments

Visitors to the website can only provide comments through one of the forms provided – Enquiry, Application or Feedback. We collect the data shown in the relevant form, and the visitor’s IP address and browser user agent string 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.

The personal data provided is directed by email to the addressee shown on the form (Office, Secretary or Treasurer) and is NOT available to any third party with access to the website.

Media

If you upload images to the website, 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

Our website provides access to visitors and club members who wish to make contact with the club to apply for membership; to make an enquiry about the club or its activities; or to provide feedback about the club or the website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, 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

Who may see your data

Personal data entered by visitors to the website through the Contact, Application or Feedback forms will remain within the database/s used by the Club to maintain its records of membership and payment of subscriptions and is NOT shared with any third party.

For Members of the Club we also store the personal information they provide in their user profile. All members (website users) can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

How long we retain your data

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.

What rights you have over your data

If you are a Member of the Club, or have left comments as a visitor to this website, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. 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.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Your contact information

Contact information provided by a visitor to this website is seen by the person/s with access to the email address to which you submitted the form with your personal contact information. It is held only for the period necessary for the person/s to respond to a request made for follow up to the comment/enquiry which was the subject of the contact.

For Members of the Club personal contact information is maintained by the Club in its membership and financial databases for the purposes of management of the Club whilst the member remains financial, after which that information is transferred to archived data records which the Club maintains to conform to various legislative and regulatory conditions which apply to an Incorporated Association domiciled in the State of Victoria, Australia.

How we protect your data

Our website is protected by sophisticated internet security software to which we subscribe. Club computers and file cabinets are in a locked office or in the possession of elected officers of the club who, for the time being occupy defined positions – Secretary, Treasurer and Membership Officer. These officers are, by nature of their role in the management of the club required to interact on a personal level with members or prospective members. They are protected by passwords and locks. Access to the website is restricted according to the “need to know” – principally to the aforementioned elected officers.

What data breach procedures we have in place

Our website is protected by sophisticated internet security software to which we subscribe. In the unlikely event of a suspected data breach we would sever our internet connection immediately and employ experts to evaluate any breach; to check on the validity of the data base/s we maintain; to determine if any data has been compromised; and to determine action to further protect the club’s data and to remedy any loss or alteration of data and to inform any individuals whose personal data may have been impacted.

What third parties we receive data from

Our club receives data from banks and other financial organisations in relation to subscription payments made by members. The only information we receive is the Member name and/or Member ID number, which are provided by the member so our club knows by whom the payment has been made to credit the correct membership account

What automated decision making and/or profiling we do with user data

At this stage our club does NOT employ any automated decision making or profiling of our user data.

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