PRIVACY POLICY

1. What Personal Information We Collect

We collect personal information necessary for the safe and effective operation of M5 Football. This includes:

Player Information:

- Full name, date of birth, age
- Contact details
- Medical information (injuries, allergies, illness, behavioural considerations)
- Emergency contact details
- Attendance history
- Assessments and performance information
- Photos and videos

Parent/Guardian Information:

- Name and contact details
- Payment information (processed securely by third parties)

Website & Technology Information:

- Form submissions
- Browser/device information
- Cookies and analytics
- IP address

Staff Information:

- Contact details
- WWCC details
- Employment documentation
- Compliance records

Incident Information:

- Details of injury or incident
- Witness information
- Safety notes

2. How We Collect Personal Information

We collect personal information in several ways:

Directly from you through:

- Enrolment forms
- Program bookings
- Google Forms
- Email or phone communication
- Attendance systems

Automatically through:

- Website analytics
- Cookies (if enabled)
- Metadata via Google Workspace and Mailerlite

From third parties:

- Payment processors
- Emergency services (if required)
- Related facility partners (only if necessary)

3. Why We Collect Personal Information

We collect personal information for:

Player Safety & Wellbeing:

- Managing medical needs
- Ensuring safe participation
- Complying with child-safety requirements

Program Delivery:

- Running sessions effectively
- Player assessment
- ICON usage and program planning
- Communication regarding schedules and changes

Administration:

- Billing
- Attendance tracking
- Reporting and analytics
- Membership management

Marketing & Communication:

- Sending updates and announcements
- Sharing new program information
- Publishing photos/videos (opt-out available)

Legal & Compliance:

- Insurance requirements
- Child-safety reporting
- Incident documentation

4. How We Store & Protect Personal Information

We store personal information securely using:

- Google Workspace
- Mailerlite
- Secure online systems
- Encrypted email

Security Measures:

- Limited-access accounts
- Password protection
- Encryption (SSL)
- Staff confidentiality training
- WWCC compliance

Payment Security:

- Processed by secure third parties
- We do NOT store credit card information

5. Disclosure of Personal Information

We may share information ONLY when necessary:

Service Providers:

- Google Workspace
- Mailerlite
- Payment processors
- IT and website support
- Insurers and legal advisors

Safety & Compliance:

- Emergency services
- Government authorities
- NSW Office of the Children’s Guardian

We DO NOT:

- Sell information
- Share data for external marketing

6. Photography, Video & Social Media

We may use photos/videos for coaching, documentation and promotion.

Opt-Out Option:

Parents/Guardians may email team@m5football.com.au to opt out.

Restrictions:

Parents/Guardians must only photograph their own child unless permission is given.

Negative or defamatory online posts are prohibited.

7. Marketing & Communication

By enrolling, you consent to receiving:

- Program updates
- Important announcements
- Marketing and promotional emails

You may opt out of marketing via:

- Email unsubscribe link
- Emailing team@m5football.com.au

Operational emails cannot be opted out of.

8. Access, Correction & Data Requests

You may request:

- Access to your personal information
- Correction of inaccurate information

Parents/Guardians cannot request complete deletion of records due to:

- Insurance requirements
- Legal obligations
- Safety and development documentation

9. Children’s Privacy

We take extra steps to protect junior players:

- Limited access to sensitive information
- No direct private messaging from staff to children
- No public postings of children without consent

10. Overseas Disclosure

Our systems may store information in secure overseas data centres operated by Google or Mailerlite.

We do not intentionally disclose data overseas except as part of these secure hosting arrangements.

11. Retention of Information

We retain information only as long as required for:

- Legal compliance
- Insurance documentation
- Safety and reporting
- Operational requirements

After this period, data is securely archived or destroyed.

12. Complaints & Privacy Concerns

Concerns should be emailed to:

team@m5football.com.au

We will investigate promptly. If unsatisfied, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Changes to This Policy

We may update this policy periodically.

Any changes will be published on our website, and continued participation will constitute acceptance of updated terms.

14. Contact Us

team@m5football.com.au