Privacy & Data Retention Policy

Realm of Gaming Burnie

Last Updated: 01/05/2025

Overview

Realm of Gaming Burnie (“the Club”, “we”, “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy and Data Retention Policy outlines how we collect, use, store, and securely dispose of your personal information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy applies to all personal information collected through our website, web application, or via direct communication related to club membership and participation.

What Personal Information We Collect

We collect the following information when you register for membership with our club systems:

• First Name

• Last Name

• Email Address

• Password (securely encrypted and not accessible in plain text)

We do not collect or store:

• Sensitive personal data (e.g., health or financial data)

• Government-issued identifiers (e.g., Medicare number, driver’s license)

• Payment information (all transactions are processed externally)

How We Use Your Information

Your personal information is used solely for the purpose of managing your membership and facilitating club operations. This includes:

• Creating and managing your member profile

• Sending membership confirmations, renewal notices, or important club communications

• Authenticating your login to our web application

• Contacting you regarding events, updates, or policy changes

We will never sell or share your personal information with third parties for marketing or commercial purposes.

Legal Basis for Processing

We collect and process your personal information under the following lawful bases:

• Consent – by registering with the club, you consent to the collection and use of your data for club purposes.

• Contractual necessity – to provide you with the services associated with your membership.

• Legal compliance – where required by law or for safeguarding our rights.

Data Security

We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification, or disclosure. Our safeguards include:

• Strong encryption and hashing of passwords

• HTTPS and secure server configurations

• Restricted access for administrators only

• Regular security reviews and access logs

Data Retention

Membership Duration

Memberships are valid from 1 January to 31 December each year.

Retention Period

We retain your personal data for 12 months after your last active membership. This is to allow for easy reactivation if you choose to rejoin within that time.

Backups

Backups are archived for 7 years

Expired backups are deleted

Access, Correction & Deletion Rights

Under the Privacy Act 1988, you have the right to:

• Request access to your personal information

• Request correction of your data if it is inaccurate or out of date

• Request deletion of your data at any time (this will invalidate your membership)

To make a request, email: realmofgaming@outlook.com.au

Disclosure of Information

We will not disclose your personal information to any third party except:

• Where required by law

• To comply with law enforcement or a court order

• To prevent serious threats to safety or unlawful activity

We do not send personal data overseas or to any third-party data processors.

Complaints and Concerns

If you believe your privacy has been breached or have concerns about our data handling, you can:

• Contact us directly at: realmofgaming@outlook.com.au

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. Updates will be published on our website and/or emailed to members. Your continued use of our services after changes are made indicates your acceptance of the revised policy.