Effective from: October 2026
Flight Path Rugby Union Canberra Incorporated (Flight Path) respects the privacy of its players, parents, guardians, coaches, volunteers, officials, members, supporters and other people who engage with the organisation.
This Privacy Policy explains how Flight Path collects, uses, stores and shares personal information in connection with its rugby programmes, teams, events, registrations, communications and organisational activities.
Flight Path is committed to handling personal information responsibly and, where applicable, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Some small not-for-profit organisations may not be directly covered by all provisions of the Privacy Act, depending on their circumstances, but Flight Path intends to apply good privacy practices as part of its governance and safeguarding responsibilities.
1. Information We May Collect
Flight Path may collect personal information reasonably necessary to operate its programmes and support participants. This may include:
Where information relates to a player under 18, Flight Path will generally collect the information from, or with the involvement of, the player's parent or guardian.
2. Why We Collect Information
Flight Path may collect, use and hold personal information for purposes including:
3. Rugby Australia and ACT & Southern NSW Rugby Union
Participation in organised rugby may require registration through Rugby Australia's national registration systems.
When a player, coach, official, volunteer or other participant registers, relevant personal information will be shared with or made available to Rugby Australia and ACT & Southern NSW Rugby Union where required for registration, competition administration, insurance, eligibility, player management, safeguarding and other legitimate rugby administration purposes.
Rugby Australia requires non-professional players, non-playing members and match officials to complete online registration, including for participation in its national insurance programme.
Rugby Australia's privacy arrangements provide for participant information to be recorded in its registration and administration systems and for information to be disclosed to relevant state or territory rugby bodies and competition administrators.
Information supplied through Rugby Australia systems will also be subject to Rugby Australia's own Privacy Policy and applicable registration terms and conditions.
4. Health and Sensitive Information
Because Flight Path works with junior athletes, there may be circumstances where health or other sensitive information needs to be collected. This may include information relating to:
Flight Path will only seek information reasonably necessary to support the safe participation, wellbeing and development of players.
Access to this information will be limited to people who reasonably require it, such as relevant coaches, managers, first aid personnel, medical personnel or administrators.
Rugby Australia similarly recognises that participant information may include health and other sensitive information required for the safe administration of rugby.
5. Sharing Information
Flight Path will not disclose personal information unnecessarily. Information may be shared where reasonably required with:
Where possible, Flight Path will only disclose the minimum information reasonably necessary for the relevant purpose.
6. Junior Players and Parent or Guardian Consent
Flight Path recognises that most participants in its junior pathway are under 18. We will take additional care when collecting, using and sharing information relating to Junior Members. Parents or guardians may be asked to provide consent for matters including:
Safeguarding and player welfare obligations may sometimes require Flight Path to disclose information without seeking prior consent, particularly where there is a reasonable concern about a child's safety or where disclosure is required by law.
7. Photography, Video and Player Stories
Flight Path may take photographs or video at training sessions, matches, camps, competitions and events.
Images or player stories may be used on Flight Path websites, social media, promotional materials, sponsorship materials and other communications where appropriate consent has been obtained.
Consent may be withdrawn for future use by contacting Flight Path. Withdrawal cannot necessarily remove material that has already been lawfully published, distributed or incorporated into completed materials.
Flight Path will apply particular care when publishing information about junior players and will not intentionally publish sensitive personal information that could create an unreasonable safeguarding or privacy risk.
8. Representative and Interstate Opportunities
Where Flight Path assists a player with representative selection, trials, development programmes or interstate competitions, relevant information may need to be shared with governing bodies, selectors, competition organisers, team officials, accommodation providers or other organisations involved in delivering that opportunity.
Players and their parents or guardians will be informed where additional information or consent is required.
9. Website and Digital Information
When you use the Flight Path website or digital services, certain technical information may be collected automatically, including:
Flight Path may use this information to operate the website, understand how people use it, improve its services and maintain security. Third-party website, analytics, registration, payment or communication providers may also collect information under their own privacy policies.
10. Communications
Flight Path may use contact information to communicate about:
People may unsubscribe from non-essential marketing communications, although Flight Path may still need to send operational, registration, safeguarding or programme-related communications to participants.
11. Storage and Security
Flight Path will take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
Information may be stored electronically using secure third-party systems, cloud services, registration platforms and other approved administrative systems.
Access will be limited where practical to Committee members, coaches, administrators and other authorised people who reasonably require the information to perform their responsibilities.
12. Retention of Information
Flight Path will retain personal information for as long as reasonably required for the purpose for which it was collected, or where retention is required for legal, insurance, safeguarding, financial, governance or sporting reasons. Information that is no longer reasonably required will be securely deleted or de-identified where appropriate.
13. Access and Correction
You may request access to personal information Flight Path holds about you or your child. You may also ask Flight Path to correct information that is inaccurate, incomplete or out of date. Flight Path may need to verify your identity before providing access or making changes. Some information may need to be corrected directly through Rugby Australia's registration system where that system is the authoritative record.
14. Data Breaches
If Flight Path becomes aware of unauthorised access to, loss of, or disclosure of personal information, it will assess the incident promptly and take reasonable steps to contain and manage the issue. Where required by applicable privacy law, Flight Path will notify affected individuals and the Office of the Australian Information Commissioner.
15. Complaints
If you have a concern about how Flight Path has handled personal information, please contact us. We will investigate privacy concerns fairly and within a reasonable timeframe. Where applicable, individuals may also be entitled to raise a privacy complaint with the Office of the Australian Information Commissioner.
16. Changes to This Policy
Flight Path may update this Privacy Policy as its programmes, systems, legal obligations or rugby administration arrangements change. The current version will be published on the Flight Path Rugby Union Canberra website.
17. Contact Us
Privacy enquiries, requests or complaints can be directed to:
Flight Path Rugby Union Canberra Incorporated
Canberra, Australian Capital Territory
Email: info@flightpathrugby.com.au
For information held directly by Rugby Australia, participants may also refer to Rugby Australia's Privacy Policy or contact its Privacy and Data Protection Officer.
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