Privacy Policy

How we collect, hold, use and disclose personal information

1. Who we are

This Privacy Policy is issued by Wodonga Golf Club Investment Pty Ltd (ABN 33 612 239 666, ACN 612 239 666), trading as Wodonga Golf Club (“the Club”, “we”, “us”).

Our course and clubhouse are at 10 Clubhouse Place, West Wodonga VIC 3690.

Contact for privacy matters: mail@wodongagolf.com.au  ·  (02) 6059 1552  ·  10 Clubhouse Place, West Wodonga VIC 3690.

This policy explains how we handle personal information of members, applicants, visitors, guests, competition players, website users, staff, volunteers and suppliers. It is written to meet Australian Privacy Principle (APP) 1 in Schedule 1 of the Privacy Act 1988 (Cth). We also have regard to the Health Records Act 2001 (Vic) if we hold health information about an individual in Victoria.

We treat this policy as applying to the Club even if a small-business exemption under the Privacy Act could otherwise be available. If the Privacy Act does apply to us (including because we hold health information, or our turnover exceeds the small-business threshold), this policy describes how we meet those obligations.

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2. What this policy covers 

This policy tells you:

• the kinds of personal information we collect and hold;

• how we collect and hold that information;

• the purposes for which we collect, hold, use and disclose it;

• how you may access and correct it;

• how you may complain, and how we deal with complaints;

• whether we are likely to disclose personal information to overseas recipients, and if practicable the countries; and

• whether we use computer programs to make decisions that could significantly affect your rights or interests.

3. The kinds of personal information we collect and hold

3.1 Ordinary personal information

Depending on your dealings with us, we may collect and hold:

• identity and contact details — title, name, date of birth, gender, residential and postal address, email, mobile and other phone numbers;

• membership details — category, membership number, join and renewal dates, playing rights, payment status;

• golf records — Golf Link / Golf Australia ID, handicap, home club, competition scores, prize-voucher balances;

• payment details — bank account BSB and number for direct debit, truncated card details processed by our payment provider, transaction history (we do not store full card numbers on Club systems if a payment processor holds them);

• identification documents where reasonably necessary — for example driver’s licence or passport number if needed to verify identity or age;

• communications — emails, letters, phone notes, website form submissions, survey and feedback responses;

• event and booking information — tee times, competition entries, function bookings, guest names;

• images — photos or video from Club events, the course or clubhouse, if you appear in them;

• website and device data — IP address, browser type, pages viewed, date and time, and cookie identifiers; and

• for staff, contractors and volunteers — employment or engagement history, qualifications, emergency contacts and, where required, working-with-children checks.

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3.2 Sensitive information

Sensitive information is a subset of personal information. We only collect it if it is reasonably necessary for our functions and you consent, or another exception in APP 3 applies. It may include:

• health information — for example a medical condition, allergy, injury or disability you tell us about so we can manage safety, cart use, first aid or a membership request;

• nationality, ethnicity or language, if you choose to provide it; and

• information about a parent or guardian of a junior member.

We do not need, and do not seek, political opinions, religious beliefs, sexual orientation or criminal records as a condition of ordinary membership.

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4. How we collect personal information

We collect information in these ways:

• Directly from you — membership and direct-debit forms, the Pro Shop, phone, email, the website, competition entry, account login, surveys and when you visit or play.

• From people connected with you — a partner on a joint membership, a parent or guardian of a junior, or a guest you enter in a booking.

• From golf bodies and other clubs — Golf Australia, Golf Victoria / North Eastern District Golf Association, Golf Link, and other clubs for handicapping, affiliation and competition.

• From service providers — payment and direct-debit processors, website and email hosts, insurers, accountants and IT providers.

• Automatically — when you use our website (cookies and similar technologies) or Club Wi-Fi if offered.

We collect personal information by lawful and fair means. Where it is reasonable and practicable, we collect it from you. If you do not provide information we reasonably request, we may not be able to process a membership, take a payment, enter you in a competition, or communicate with you.

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5. Why we collect, hold, use and disclose personal information

We collect, hold, use and disclose personal information for purposes that are reasonably necessary for our functions, including to:

• assess applications and administer membership, renewals, cards and playing rights;

• take and process fees, direct debits, competition fees and refunds (including any unused-fee refund if the course cannot continue to operate);

• maintain handicaps and golf records and run competitions, trophies and prize vouchers;

• affiliate with Golf Australia, Golf Victoria and the North Eastern District Golf Association;

• operate the course, clubhouse, Pro Shop, bookings and events safely;

• contact you about your account, course conditions, fixtures, policy changes and operational notices;

• prepare a member handbook or similar list (see clause 7.2);

• send newsletters and, if you have not opted out, information about Club products, events and offers;

• handle enquiries, complaints, insurance claims and disputes;

• meet legal obligations (for example tax, work health and safety, child safety, and the Fundraising Act 1998 (Vic) if fundraising occurs);

• improve our website, services and course operations; and

• consider employment, contractor or volunteer applications.

If we want to use or disclose personal information for a purpose that is not related to one of the above (and not otherwise permitted by the APPs), we will ask for your consent unless the law authorises us not to.

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6. Direct marketing

We may use your name, contact details and membership category to send you Club news, fixtures, fee notices and offers by email, SMS or post. You can opt out at any time by using the unsubscribe link in an email, replying STOP to an SMS, or writing to mail@wodongagolf.com.au. We will process an opt-out promptly. Operational messages that are part of membership (for example a fee receipt, a course-closure notice, or a refund notice) are not treated as optional marketing.

We do not sell your personal information to unrelated third parties for their marketing.

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7. Who we disclose personal information to

7.1 Service providers and golf bodies

We may disclose personal information to:

• Golf Australia, Golf Victoria, the North Eastern District Golf Association, Golf Link and a GA-licensed service provider, for handicapping, affiliation and competitions;

• payment processors, banks and direct-debit providers;

• website, email, cloud and IT hosts;

• insurers, brokers, accountants, auditors and lawyers;

• event contractors and suppliers where needed to run a competition or function;

• Sport Integrity Australia or another sporting body if required for integrity or eligibility reasons; and

• a purchaser or incoming operator of the Club’s business, on confidential terms, if the business is sold or transferred.

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7.2 Other members

Unless you ask us not to, we may include your name and telephone number in a member handbook or similar internal list so members can arrange games. We will not publish your address, date of birth, payment details or Golf Link number in that list.

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7.3 Required or permitted by law

We may disclose personal information if we are required or authorised by law, to an enforcement body where reasonably necessary, or to lessen or prevent a serious threat to life, health or safety.

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8. Overseas disclosure

Most of the personal information we hold is stored in Australia. Some service providers (for example cloud email, website platforms or payment processors) may store or access information from outside Australia. The countries can include the United States, Singapore, New Zealand and other locations used by those providers from time to time.

If we disclose personal information to an overseas recipient, we take reasonable steps so that the recipient does not breach the APPs in relation to the information (APP 8), unless an exception applies (for example you consent, or the recipient is subject to a law or binding scheme that is substantially similar to the APPs and you can enforce that protection).

Golf Australia and related golf-administration systems are Australian organisations. If a particular competition or tour requires disclosure outside Australia, we will tell you if it is practicable to do so.

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9. How we hold and protect personal information

We hold personal information in paper files at the Club and in electronic systems (membership and accounting software, email, website tools and payment platforms).

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Those steps include restricted staff access, password controls, physical security of the office and Pro Shop records, and contractual expectations of service providers. No method of storage or transmission is completely secure.

We take reasonable steps to destroy or de-identify personal information when we no longer need it for any purpose for which it may be used or disclosed under the APPs, unless we are required by law or a court or tribunal order to keep it. As a guide:

• current membership and handicap records are kept while you are a member and for a reasonable period after (typically seven years for financial records);

• competition and prize-voucher records are kept for the voucher validity period and a reasonable archive period after that; and

• unsuccessful enquiry or application records that do not become a membership are not kept longer than needed.

10. Data breaches

If we become aware of an eligible data breach under the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act, we will assess it promptly and, where required, notify affected individuals and the Office of the Australian Information Commissioner (OAIC). If you think your information with us has been compromised, contact us immediately using the details in clause 1.

11. Access and correction

You may ask us for access to the personal information we hold about you, and you may ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading (APPs 12 and 13).

Send the request in writing to mail@wodongagolf.com.au or to the postal address in clause 1. We will acknowledge an access request within 14 days and aim to give access or a written explanation within 30 days. We will not charge a fee for lodging a request. If a request is complex we may charge a reasonable cost for providing access, and we will tell you first.

We may refuse access in the limited situations allowed by APP 12 (for example where it would unreasonably affect someone else’s privacy, or is frivolous or vexatious). If we refuse, we will explain why and how you can complain, unless it is unreasonable to do so.

Please keep your contact details current. You can update them at the Pro Shop or by email.

12. Anonymity and pseudonymity

Where it is lawful and practicable, you may deal with us without identifying yourself (APP 2) — for example paying a casual green fee in cash and playing as a visitor. It is not practicable to remain anonymous if you want membership, a handicap, a competition prize, a direct-debit arrangement, or a refund to a bank account.

13. Children and junior members

We collect personal information about junior members from the junior and from a parent or guardian. A parent or guardian must complete the application for a person under 18. We use that information only for junior membership, safety, competitions and communication with the parent or guardian.

14. Website, cookies and third-party sites

When you visit wodongagolf.com.au our systems may record pages viewed, date and time, and technical data such as browser type and IP address. We use this to operate and improve the site.

We may use cookies (small text files stored on your device) to remember preferences and understand how the site is used. Some cookies may collect personal information. You can disable cookies in your browser; parts of the site may then work less well.

Our site may link to third-party sites (for example Golf Australia, a booking or payment page, or social media). Those sites have their own privacy policies. We are not responsible for how those operators handle information you give them.

15. Automated decisions

From 10 December 2026, APP 1 requires extra disclosure if we arrange for a computer program to make, or do something substantially and directly related to making, a decision that could reasonably be expected to significantly affect your rights or interests, using your personal information.

At the date of this policy we do not use automated systems to decide whether to accept, refuse, suspend or cancel membership, or to decide the amount of a fee refund, without human involvement. Handicaps and competition results may be calculated in Golf Link or similar golf software under Golf Australia’s rules; those systems are operated for national handicapping, not as a Club substitute for a membership decision. If that position changes, we will update this policy to describe the kinds of personal information used and the kinds of decisions involved.

16. How to complain

If you are concerned about how we have handled your personal information, please contact us first:

• Email: mail@wodongagolf.com.au

• Phone: (02) 6059 1552

• Post: Privacy, Wodonga Golf Club, 10 Clubhouse Place, West Wodonga VIC 3690

Please set out what happened and what you would like us to do. We will respond within 30 days. If you are not satisfied, you may complain to the OAIC:

• Website: oaic.gov.au

• Phone: 1300 363 992

The OAIC generally expects you to complain to us first.

17. Changes to this policy

We may update this Privacy Policy from time to time. The current version will be published on our website. If we make a change that is material, we will note the new version date at the top of the policy and, where appropriate, mention it in a newsletter or membership notice.

This Version 2.0 updates the previous policy by: replacing references to the National Privacy Principles with the Australian Privacy Principles; adding the Club’s ABN and company name; describing payment, refund and direct-debit information; stating overseas locations where practicable; describing the Notifiable Data Breaches process; adding junior-member and automated-decision wording; and aligning complaints timeframes with APP 12 and 13 practice.

18. Contact

Wodonga Golf Club Investment Pty Ltd

Trading as Wodonga Golf Club

ABN 33 612 239 666  ·  ACN 612 239 666

10 Clubhouse Place, West Wodonga VIC 3690

mail@wodongagolf.com.au

(02) 6059 1552

Website: wodongagolf.com.au