Privacy Policy
1. Purpose of this Policy
The Canada Bay Club is committed to protecting the privacy of our members, visitors, guests, employees, contractors and suppliers. This Privacy Policy explains how we collect, use, store, disclose and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. What Personal Information We Collect (APP 1.4(a))
We may collect personal information that is reasonably necessary for the operation of the Club and compliance with legal obligations. This may include:
Members:
- Full name
- Residential and postal address
- Date of birth
- Date of venue entry
- Contact details (phone number, email address)
- Membership number and status
- Proof of identity (drivers’ licence, passport, pension card)
- Photographs (for membership cards)
- Gaming activity information (where required by law under Gaming Machines Act 2001)
Visitors and Guests
- Name
- Australian residential address
- Proof of age or identity (e.g. driver licence or digital ID)
- Sign-in records and date of entry
- CCTV footage while on Club premises
Other Information
- Payment and transaction details
- Feedback, complaints, or survey responses
- Records of incidents or disciplinary matters
We do not collect sensitive information unless required or authorised by law, as stated under Registered Clubs Act (1976), Liquor Act 2007 (NSW) and AUSTRAC regulations. Proceeding with a membership profile or entering visitor details in the Circle System constitutes as an individuals’ understanding, acceptance and agreement with the terms and conditions outlined in the privacy policy.
3. How We Collect Personal Information (APP 1.4(b))
Personal information is collected in a variety of ways, including:
- Membership applications or renewals
- Visitor sign-in systems
- Entry to licensed areas of the Club
- Use of Club facilities, promotions or events
- CCTV surveillance on Club premises
- Online forms, email correspondence, and telephone enquiries
Where possible, information is collected directly from the individual.
4. Purpose of Collection (APP 1.4(c))
The Club collects personal information for purposes including:
- Managing membership and visitor access
- Verifying identity and age in accordance with NSW liquor and gaming laws
- Operating gaming, hospitality, and entertainment services
- Communicating with members about Club activities and benefits
- Maintaining the safety and security of patrons, staff, and property
- Meeting legal, regulatory, and reporting obligations
- Investigating incidents or complaints
5. Disclosure of Personal Information (APP 1.4(c))
We may disclose personal information to:
- Government agencies, regulators, or law enforcement where required by law
- NSW Liquor & Gaming NSW and related authorities
- Service providers who assist with Club operations (e.g. IT, security, membership systems), subject to confidentiality obligations
- Emergency services where necessary for health or safety reasons
We do not sell personal information to third parties. Canada Bay Club staff and other service providers require specialised clearance to access member and guest information.
6. Disclosure of information to overseas agencies (APP 1.4(f) and APP 1.4(g))
The Canada Bay Club does not provide any international or foreign entity with member and visitor information. All service providers and IT support providers are Australian based and are not given access to member information unless required by law.
7. Storage and Security of Information (APP 1.4(c))
The Club takes reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure. These measures include:
- Secure electronic databases with restricted access
- Locked storage for physical records
- Staff training on privacy and confidentiality
- Secure CCTV and access control systems
Members’ personal information is retained for the duration of the entity-customer relationship and several years after the membership has lapsed or as long as required by law or operational needs, after which it is securely destroyed or de-identified. All information is kept securely onsite with encrypted offsite backup procedures through third party agencies such as Circle Scan and Aristocrat.
8. Access and Correction (APP 1.4 (d))
Individuals may request access to their personal information held by the Club and request corrections if the information is inaccurate, incomplete, or out of date. Requests should be made in writing using the contact details below. We will respond within a reasonable timeframe upon initial notice.
9. CCTV and Surveillance
The Club operates CCTV systems for safety, security, and compliance purposes. CCTV footage is monitored when deemed necessary, is stored securely and may be accessed by authorised personnel or disclosed to authorities where required by law. CCTV footage will not be shared with any person or persons involved in an incident on Canada Bay Club property. CCTV is available upon the request of authorised personnel such as New South Wales Police.
10. Complaints (APP 1.4(e))
If you believe the Club has breached your privacy, you may lodge a complaint with us. We will investigate and respond promptly. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) to further escalate your concerns.
11. Contact Us
For enquiries, access requests, or complaints relating to privacy, please contact:
The Canada Bay Club
8 William Street, Five Dock
9713 4322