Privacy Policy
TEE-BALL ASSOCIATION OF W.A. (INC) (TBAWA)
Last updated: May 2026
1. Introduction
TEE-BALL ASSOCIATION OF W.A. (INC) (TBAWA, we, us, our) is committed to protecting the privacy of all individuals whose personal information we collect and manage. This policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights in relation to it.
This policy applies to personal information collected through the TBAWA Manager system and any other means by which TBAWA collects information from member clubs, players, officials, and their families.
We handle personal information in accordance with the *Privacy Act 1988* (Cth) and the Australian Privacy Principles (APPs).
2. Who This Policy Applies To
This policy covers personal information collected about:
- Junior players (children registered with member clubs and/or member associations (herein collectively referred to as Clubs))
- Parents and guardians of junior players
- Administrators, volunteers, officials, and coaches affiliated with Clubs (Club Officials)
3. What Information We Collect
We collect only the personal information necessary to administer tee-ball in Western Australia. This includes:
For junior players:
- Full name and date of birth
- Contact details of parent or guardian (name, email address, phone number)
- Birth certificate number — only where age verification is required for state championship carnival registration
For parents and guardians:
- Name, email address, and phone number
For Club Officials:
- Name, email address, phone number, and role within Club
For accreditation of coaches and umpires:
- Name, email address, and phone number
- Photograph — for accreditation identification only
We do not collect information beyond what is required for these purposes.
4. Why We Collect This Information
We collect personal information for the following purposes:
- Managing Club affiliations
- Managing and processing carnival nominations and registrations
- Verifying player eligibility, including age verification at state championship level
- Issuing and maintaining accreditations for coaches and umpires
- Communicating with Clubs, Club Officials regarding TBAWA activities
- Communicating with player’s families regarding specific TBAWA activities only when consent has been explicitly granted
- Meeting insurance, affiliation, and reporting obligations to state and national sporting bodies
- Complying with any applicable legal or regulatory requirements
We do not use personal information for marketing, profiling, or any purpose beyond those listed above.
5. How We Collect Information
Personal information is most commonly collected from Clubs, who enter player and Club Official details on behalf of their members. In doing so, Clubs are expected to have obtained appropriate consent from the individuals concerned (or their parent or guardian) before submitting that information to TBAWA.
In some cases, personal information may also be collected:
- Directly from individuals or their parent/guardian at the time of nomination or registration
- From TBAWA Office Bearers entering or updating records directly at the direction of Clubs or Club members
6. Disclosure of Personal Information
We do not sell, rent, or trade personal information.
We may share limited personal information in the following circumstances:
- Affiliated state and national sporting bodies: Limited de-identified or aggregated data may be shared as required for insurance, affiliation, and reporting purposes.
- Service providers: Our system is hosted on Microsoft Azure infrastructure within Australia. Microsoft processes data on our behalf as a data processor under appropriate data protection terms.
- Legal requirements: We may disclose personal information where required or authorised by law (for example, to a government agency or in response to a court order).
Any sharing is limited to what is strictly necessary for the relevant purpose.
7. Data Storage and Security
All personal information held by TBAWA is stored within Australia on Microsoft Azure infrastructure.
We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Access to the TBAWA Manager system is restricted to authorised personnel and is protected by secure authentication.
8. Children’s Privacy
TBAWA primarily serves players who are children. Player information is typically submitted to TBAWA by Clubs, who are expected to have obtained appropriate consent from the player’s parent or guardian before doing so. TBAWA relies on Clubs to fulfil this responsibility as part of their own member registration processes.
Sensitive information such as birth certificate numbers is collected only when strictly required for age verification at state championship level, and is handled with additional care.
9. How Long We Keep Information
We retain personal information for as long as it is needed for the purposes described in this policy, or as required by law. We periodically review the information we hold and delete or de-identify records that are no longer required.
10. Accessing and Correcting Your Information
You have the right to request access to personal information TBAWA holds about you (or your child), and to request corrections where information is inaccurate, incomplete, or out of date.
To make a request, please contact the TBAWA Registrar.
We will respond to access and correction requests within a reasonable timeframe and in accordance with the Australian Privacy Principles.
11. Complaints
If you believe TBAWA has not handled your personal information in accordance with this policy or the Australian Privacy Principles, you may raise a complaint by contacting the TBAWA Secretary.
We will acknowledge your complaint promptly and work to resolve it. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) for further assistance.
12. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available within the TBAWA Manager system. We encourage you to review this policy periodically.
For privacy-related enquiries, please contact the TBAWA Secretary.