Western Sydney Rollers (WSR)

Your Privacy Matters to Us

Western Sydney Rollers (WSR) is an incorporated not-for-profit sporting association registered in New South Wales, Australia. We operate a competitive and recreational roller derby league open to adults and juniors in the Western Sydney region.

This Privacy Policy explains how WSR collects, holds, uses, and discloses personal information. As a small not-for-profit association, WSR’s activities may fall outside the strict scope of the Privacy Act 1988 (Cth) in some respects; however, WSR has chosen to voluntarily adopt the 13 Australian Privacy Principles (APPs) as our standard of practice, in line with the reforms introduced by the Privacy and Other Legislation Amendment Act 2024 (Cth), because we believe our members, volunteers, and their families deserve that standard of care regardless of our size.

By engaging with our website, registering as a member, or providing us with your personal information in any other way, you consent to the practices described in this Policy.

WSR collects only the personal information that is reasonably necessary for our functions and activities. Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

The types of personal information we may collect include:

Full name, preferred name or skate name
Date of birth and age (particularly for junior participants)
Residential address
Email address and telephone number
Emergency contact name and phone number
Financial information sufficient to process membership fees, merchandise sales and event payments (we do not store full card numbers)
Photographs, video, and audio recordings taken at training, bouts, and events
Membership and registration status, including grade or skill level
Volunteer roles and qualifications (e.g. first aid certificates)
Insurance and waiver information
Communication preferences
Technical data collected when you use our website

How We Collect Personal Information

Wherever practicable, WSR collects personal information directly from you. We may collect it through:

Membership registration forms (online or paper)
Event and bout registration
Junior program enrolment forms and parental/guardian consent forms
Volunteer applications and Working With Children Check records
Email, phone, and other direct correspondence with WSR
Social media interactions on our official pages
Photographs and video taken by WSR at sanctioned events
Our website through cookies and analytics tools
Third-party payment platforms if used to process payments

Where we receive your personal information from a third party, we will take reasonable steps to notify you of this collection at or as soon as practicable after collection.

Why We Collect and Use Your Information

WSR collects, holds, uses, and discloses personal information only for the primary purposes for which it was collected, or for directly related secondary purposes you would reasonably expect, or with your consent.

Our primary purposes include:

Processing and managing league membership and renewals
Coordinating training sessions, bouts, tournaments, and events
Communicating with members, volunteers, and the public about WSR activities
Administering junior programs and maintaining required child safety records
Processing payments and issuing receipts
Coordinating volunteer rosters and roles
Maintaining public liability and personal accident insurance coverage
Complying with our obligations under Working With Children laws, Fair Work legislation, and other applicable NSW and federal laws
Promoting WSR and the sport of roller derby through photos, videos, and media (with consent where required)
Responding to your enquiries, feedback, or complaints
Improving our website and digital communications

Disclosure of Personal Information

WSR does not sell, rent, or trade your personal information. We may share personal information with third parties only where necessary for our functions, or as required by law, including with:

Insurance providers – to administer and process claims under our public liability, personal accident, and volunteer insurance policies
Venue operators – where required for safety or access purposes at training and event locations
Payment processors – such as online payment platforms, solely to process financial transactions
Government authorities – including NSW Police, NSW Fair Trading, or the NSW Office of Sport, where required by law or in response to a lawful request
Working With Children Check – relevant records may be verified with the NSW Office of the Children’s Guardian
IT service providers – including cloud hosting, email, and membership management platforms, under data processing agreements that require them to handle information securely and only as directed by WSR
Media and photographers – only as expressly authorised by you

Where WSR engages third-party contractors or service providers to handle personal information on our behalf, we take reasonable contractual steps to ensure that information is protected consistently with this Policy.

Data Security

WSR takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure.

Our security measures include:

Password-protected digital systems with access restricted to authorised committee members and volunteers
Encrypted connections (HTTPS) for our website and online forms
Secure, reputable third-party platforms for membership management and payment processing
Physical security controls for any paper-based records containing personal information
Access controls that limit which individuals within WSR can view personal data
Regular review of our data handling practices

While we take these precautions, please be aware that no data transmission over the internet or storage system can be guaranteed to be 100% secure. If you have concerns about the security of information you have provided to us, please contact our Secretary.

How Long We Keep Your Information

WSR retains personal information only for as long as necessary to fulfill the purpose for which it was collected, or as required by law.

Retention periods generally include:

Active member records – for the duration of membership plus a reasonable period after expiry
Financial and payment records – 7 years, consistent with Australian Taxation Office requirements
Junior participant and child safety records – 7 years after a participant turns 18, unless law requires longer retention
Incident and injury records – at least 7 years (or longer where a potential legal claim may arise)
Volunteer Working With Children records – for the period required under NSW law

When personal information is no longer required, WSR will take reasonable steps to destroy or de-identify it in a secure manner.

Your Rights

You have the following rights with respect to your personal information held by WSR:

Access – You can request access to the personal information WSR holds about you. We will respond within a reasonable timeframe.
Correction – You may ask us to correct information that is inaccurate, out of date, incomplete, or misleading.
Anonymity – Where lawful and practicable, you may interact with us anonymously or using a pseudonym, such as your skate name.
Withdraw consent – You may withdraw consent to certain uses of your information, such as promotional photography, at any time by contacting us.
Opt out – You may opt out of direct marketing communications from WSR at any time by contacting us via email.
Complain – You have the right to make a complaint if you believe your privacy has been breached.

To exercise any of these rights, please contact our Secretary using the details listed below. We may need to verify your identity before processing a request. We will not charge you a fee to make a request, though in exceptional circumstances an access fee may apply and will be communicated to you in advance.

Sensitive Information

Sensitive information is a subset of personal information that attracts stronger protections. WSR may collect and handle the following categories of sensitive information:

Health information – including medical conditions, injuries, medications, or disability information, collected to manage participant safety and insurance
Working With Children Check records – required for all volunteers working with under-18 participants
First aid and emergency health information – disclosed by you on registration forms

WSR will only collect sensitive information with your consent, or where collection is required by law. We will not use or disclose sensitive information for purposes beyond those for which it was collected, unless you have consented or we are required by law to do so.

Photography and Promotional Use of Images

By becoming a member of Western Sydney Rollers, you acknowledge and agree that photographs and video footage may be taken of you during league activities, training sessions, bouts, and events, and that these may be used by the league to promote WSR – including on our website, social media channels, promotional materials, and grant or sponsorship applications. Membership constitutes automatic opt-in to this use of your image. If you do not wish to be photographed or filmed for these purposes, you must notify the league in writing, and we will make reasonable efforts to exclude you from promotional imagery going forward.

Note: a different, stricter consent process applies to images of junior participants – see “Children & Junior Participants” below.

Children & Junior Participants

WSR operates a junior roller derby program for participants under 18 years of age. We handle the personal information of children and young people with particular care.

Enrolment in the junior program requires the written consent of a parent or legal guardian
Parents or guardians must provide emergency contact details and relevant health information on behalf of their child
Parents or guardians must be present at training sessions and retain responsibility for their child or children while undertaking our programs
All volunteers and committee members who work with juniors are required to hold a current NSW Working With Children Check (WWCC)
Photographs and video of junior participants will not be published publicly unless a parent or legal guardian has given express written consent, provided as part of the junior enrolment process. Consent can be withdrawn at any time by notifying the league in writing, and WSR will make reasonable efforts to exclude that participant from future promotional imagery.
WSR complies with the NSW Child Safe Standards and our own Child Safe Policy
Parents and guardians may request access to, or correction of, personal information held about their child

Website and Cookies

When you visit the WSR website, our hosting provider and analytics tools may automatically collect certain technical information, including:

IP address
Browser type and version
Pages visited and time spent on each page
Referring website URL
Device type and operating system

This information is collected via cookies and similar tracking technologies primarily to understand how visitors use our website so that we can improve it. Where this information can be used to identify an individual, it is handled in accordance with this Policy.

Cookies are small text files placed on your device by a website. You can control cookies through your browser settings; however, disabling certain cookies may affect the functionality of our website.

WSR does not use your browsing data for targeted advertising. We do not sell or share website analytics data with third parties beyond our analytics service provider, who is bound by appropriate data processing terms.

Overseas Disclosure

Where practicable, WSR uses Australian-based services and keeps your personal information within Australia. However, some of the digital tools and platforms we use (such as email services, cloud storage, or membership software) may store data on overseas servers, including in the United States or European Union.

Before disclosing personal information to an overseas recipient, WSR will take reasonable steps to ensure that the overseas recipient does not breach the Privacy Policy in relation to that information. Where an overseas service provider is used, we ensure that appropriate contractual protections are in place.

By providing your personal information to WSR, you acknowledge that it may be transferred to, stored in, or processed in a country other than Australia, and you consent to that transfer where applicable.

Data Breach Response

WSR takes its obligations under the Notifiable Data Breaches (NDB) scheme seriously. If WSR reasonably believes that a data breach has occurred that is likely to result in serious harm to any individuals affected, we will:

Contain and assess the breach as quickly as possible
Notify affected individuals and the OAIC as required under Part IIIC of the Privacy Act 1988 (Cth)
Provide affected individuals with recommendations on steps they can take to protect themselves

In light of the statutory tort for serious invasions of privacy introduced by the Privacy and Other Legislation Amendment Act 2024 (Cth) (effective 10 June 2025), WSR is committed to proactive, transparent breach management to protect our members’ rights.

If you believe your personal information held by WSR may have been compromised, please contact our Secretary immediately.

Complaints & Dispute Resolution

If you believe WSR has interfered with your privacy or breached the Australian Privacy Principles, we encourage you to contact us in the first instance. We are committed to resolving complaints quickly and fairly.

Step 1 – Internal Complaint: Submit a written complaint to WSR’s Secretary. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If more time is required, we will notify you.

Step 2 – External Complaint: If you are not satisfied with our response, or if we fail to respond within 30 days, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Contact Us

For all privacy-related enquiries, access requests, complaints, or to update your personal information, please contact WSR’s Secretary:

Secretary, Western Sydney Rollers Incorporated
Email: info@westernsydneyrollers.com.au
Website: www.westernsydneyrollers.com.au

We aim to acknowledge all privacy enquiries within 5 business days.

Policy Updates

WSR may update this Privacy Policy from time to time to reflect changes to our practices, legal obligations, or the services we offer. The current version will always be published on our website with an updated effective date.

We encourage you to review this Policy periodically. Where changes are material, we will notify members via email or through an announcement on our website.
This Policy was last reviewed and updated on 14 July 2026.

This Policy reflects WSR’s voluntary commitment to the standards set by the Privacy Act 1988 (Cth) and the Australian Privacy Principles. WSR is administered under the Associations Incorporation Act 2009 (NSW) and is subject to the requirements of NSW Fair Trading as our state regulator.