How ANUVC handles personal information.

This policy explains what information ANU Volleyball Club collects, why we collect it, and how we use, protect, and manage it.

Effective date: 11 August 2026

Who This Policy Applies To

This privacy policy applies to ANU Volleyball Club, the ANUVC website, the ANUVC Hub app, and related club administration systems. It applies to members, players, coaches, committee members, trial applicants, volunteers, website visitors, and anyone else who interacts with ANUVC services.

Information We Collect

We collect information that helps us run the club, manage teams and events, communicate with members, and provide the ANUVC Hub. The exact information collected may change as the club's systems develop, but it may include:

Account details, such as name, username, email address, temporary login details, role, permissions, and account status.
Member profile details, such as student status, student email, playing positions, team memberships, uniform details, volunteering interests, and other information needed for club administration.
Schedule and availability information, such as training sessions, games, events, attendance responses, polls, unavailability, and related notes.
Communications information, such as announcements, notification preferences, push notification tokens, and records of app notifications sent by the club.
Trial and registration information, such as application answers, volleyball experience, team preferences, and reference images used to identify applicants during trials.
Payment and fee information, such as payment obligations, invoice details, receipt records, payment status, and information needed to match payments to members.
Technical information, such as device type, app platform, app diagnostic information, authentication records, and basic website or app usage data.

How We Collect Information

We may collect information when you use the ANUVC Hub, submit forms, register for trials or events, respond to attendance polls, communicate with the club, pay club fees, use the website, or when an authorised club administrator creates or updates records for club purposes.

Why We Use Information

We use personal information to operate the club and provide member services. This includes creating and managing accounts, organising teams, scheduling training and games, running polls and attendance checks, sending announcements and important notifications, managing trial applications, tracking fees and payments, supporting coaches and administrators, keeping records accurate, improving club systems, and complying with legal or university-related obligations.

Account Creation

Members cannot create their own ANUVC Hub accounts. Accounts are created by authorised club administrators for people who need access. Temporary credentials may be issued so that members can log in, set their own details, and complete their profile.

Notifications And Communications

We may send club communications through the app, email, push notifications, or other channels. Push notifications may be used for important club announcements and relevant attendance polls, such as training or game polls. Device tokens used for push notifications are stored so notifications can be delivered to the correct device.

Trial Images

If trial registration includes reference images, those images are used to help coaches and administrators identify applicants during trials and selection processes. ANUVC aims to delete trial reference images when they are no longer needed for the trial process.

Payments And Receipts

ANUVC may use payment and receipt information to create fee records, issue reminders, match payments to members, identify unpaid fees, and resolve unmatched payments. Payment processing may occur through external payment providers or university systems. ANUVC does not intend to store full card or bank account details in the ANUVC Hub.

When We Share Information

We may share information with authorised committee members, coaches, administrators, volunteers, service providers, payment processors, technology providers, or university-related bodies where needed to run the club, provide services, manage safety or compliance issues, or meet legal obligations. We do not sell personal information.

Third-Party Services

ANUVC uses third-party technology services to operate the website, app, authentication, database, notifications, hosting, email, analytics, payment, and administration functions. These providers may process or store information on ANUVC's behalf. Some providers may store or process information outside Australia.

Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Access to administrative functions is restricted to authorised users. No online system can be guaranteed to be completely secure, but we aim to use appropriate technical and organisational safeguards.

Data Retention

We keep personal information for as long as it is needed for club operations, records, legal obligations, dispute resolution, safety, or legitimate administrative purposes. Some information may be deleted or de-identified when it is no longer needed, such as trial reference images after trials have concluded.

Access And Correction

You may ask to access or correct personal information ANUVC holds about you. Some details can be updated directly in the ANUVC Hub. For other requests, contact us using the details below.

Children And Young People

ANUVC is primarily a university club, but some participants may be under 18. If we collect information about a person under 18, we will aim to handle it with appropriate care and only for legitimate club purposes.

Changes To This Policy

ANUVC may update this policy as our systems, features, legal requirements, or club operations change. The current version will be made available on this page.

Contact Us

For privacy questions, access or correction requests, or concerns about how personal information is handled, contact ANUVC at anuvolleyclub@gmail.com.