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1. About This Policy

Special Olympics Australia (SOA, "we", "us", "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy outlines how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

You can contact us about privacy matters at:

info@specialolympics.com.au

PO Box 110, Concord West, NSW 2138

We only collect personal information when we need it to do our work or provide support.

Applicability of This Policy
This Privacy Policy applies to all operational divisions of SOA including State and Club Programs. These sub-programs are not separate legal entities but operate under the authority and direction of SOA. As such, they are required to comply with this Privacy Policy and ensure that personal information is collected, used, and protected in accordance with its terms.

2. What Personal and Sensitive Information We Collect

Personal Information
Personal information is information or an opinion (including information forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is reasonably apparent, or can reasonably be ascertained, from that information or opinion.

Personal information may include your name, contact details, date of birth, health and medical information, financial records, and any other information that could reasonably identify you, either alone or in combination with other data.

Sensitive Information
Sensitive information is a category of personal information that includes details about an individual’s health, disability, criminal record, and other protected attributes.

Given the nature of our activities and the needs of our athletes and volunteers, Special Olympics Australia (SOA) often collects sensitive and health information to ensure safe, inclusive, and appropriate participation.

SOA collects sensitive information only:

with your consent (or your parent/guardian/carer’s, where relevant),
where required or authorised by law, or
where necessary to manage risk and ensure safe participation.

Health Information
Health information means information or an opinion about an individual’s physical or mental health or disability, any health services provided, or personal health information collected in connection with delivering health services.

Health information is a type of sensitive information and may include:

diagnosed disabilities or medical conditions
medical clearance forms
medications or allergies
information about support needs or fitness to participate.

Types of Information Collected
The types of information SOA may collect about you will depend on your relationship with us and the context in which it is collected.

3. Your Right to Stay Anonymous

Sometimes you can choose not to tell us your name when you contact us. But in many cases, like registering for a program or getting support, we may need your name to help you properly and meet our legal responsibilities.

4. How We Collect Personal Information

We collect personal information in a range of ways, including when you:

register as an athlete or volunteer,
make a donation or sign up for updates,
attend or participate in events, competitions, or training,
apply for employment or submit an enquiry,
provide feedback, complaints, incident reports, or safeguarding disclosures,
interact with our website, social media platforms, or digital campaigns.

For athletes, we may collect personal information from a parent, guardian, or carer—particularly where the athlete is under 18 years of age, requires support to provide informed consent, or does not have capacity to give informed consent due to disability.

SOA seeks to collect personal information directly from athletes wherever possible and assesses an individual's capacity to consent on a case-by-case basis, consistent with supported decision-making principles.

If you do not provide the personal information we request, we may be unable to provide certain services or support, including registration, participation, or communication.

We may also collect de-identified information through cookies, analytics tools, and social media platforms to help us:

understand engagement,
improve our services, and
evaluate the reach and effectiveness of our online content.

This data does not personally identify individuals and is used solely for internal analysis and service improvement.

5. How We Hold and Protect Your Personal Information

We store personal information in both electronic and hard copy formats, including:

secure internal systems and cloud-based platforms
hard copy records stored on-site or with authorised third parties.

Some information may be stored using secure third-party cloud providers based in Australia, where possible. We require all third-party providers to meet equivalent privacy and data security obligations.

We take reasonable steps to protect personal information from misuse, interference, loss, or unauthorised access. These measures include:

password-protected systems and user access controls
confidentiality obligations for staff and volunteers
secure deletion of electronic records and shredding of physical documents when information is no longer required

6. How We Use and Disclose Personal Information

We collect, use, and disclose personal information to:

Register and manage athletes, volunteers, donors, and staff
Deliver sporting, leadership, and fundraising programs
Assess fitness for participation and ensure safety
Communicate about SOA news, events, or fundraising appeals
Process donations and issue receipts
Meet legal and regulatory obligations.

We will only use or disclose personal information for the purpose for which we collected it, unless you provide consent for us to use it for another purpose or we are required by law to use or disclose it.

7. When We Share Personal Information with Others

We may disclose your personal information to third parties where necessary to support our operations and deliver our services. This may include:

service providers engaged to assist with our activities, such as insurance providers, event organisers, or fundraising partners
government agencies, funding bodies, and accrediting organisations (including Special Olympics Inc. and the Australian Sports Commission)
external advisors or professionals assisting with legal, compliance, or safeguarding matters
overseas recipients, including service providers based in the United States.

We take reasonable steps to ensure that any third party, whether in Australia or overseas handles your personal information in accordance with this Privacy Policy and the APPs.

Disclosures are limited to what is necessary for the relevant function or service, and we do not sell personal information to any third party.

8. Unsolicited Personal Information

If we receive personal information that we did not request, we will determine whether it is necessary for our functions. If not, and it is lawful and reasonable to do so, we will destroy or de-identify the information as soon as practicable.

9. Direct Marketing and Communications

We may use your personal information to send you information about events, fundraising campaigns, volunteer opportunities, and updates on our work.

You can opt out at any time by contacting us or using the unsubscribe link in our communications.

10. Use of Photographs and Media

We may capture photos or videos at events and activities. Unless you opt out during registration, these may be used in promotional material, publications, or on social media.

If you do not wish to be included, you can notify us at the time of registration or contact us at any point to update your preferences.

11. Accessing and Correcting Your Personal Information

You may request access to or correction of your personal information by contacting us using the details provided above.

We will respond to all reasonable requests within 30 days. If you are unsatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner via www.oaic.gov.au.

12. Updates to This Policy

We may update this policy to reflect changes to our practices or legal obligations. The most current version will always be available on our website.

If changes materially affect how we handle sensitive information, we will seek consent as required by law.

Last updated: 8 September 2025