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Privacy Policy – Run for the Hills

Organised by the Rotary Club of Castle Hill

Last updated: 14 June 2025

The Rotary Club of Castle Hill ("we", "our", "us") respects your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in connection with the Run for the Hills event.

We are committed to handling your data responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. What We Collect

When you engage with the event—by registering, donating, volunteering, or attending—we may collect:

  • Contact information: name, email, phone number, postal address

  • Event details: registration status, emergency contacts, t-shirt size, age group

  • Payment information: donation or entry fees (processed via secure third-party platforms)

  • Medical info (optional): relevant health notes you provide to help us support your wellbeing

  • Media consent: preferences related to photography and videography

  • Children’s data: information about participants under 18 (with parent/guardian consent)

2. Why We Collect It

We collect personal information to:

  • Manage your participation (registration, communication, safety)

  • Process payments and issue tax-compliant donation receipts

  • Provide event updates and information

  • Respond to emergencies during the event

  • Comply with legal and insurance requirements

  • Celebrate and promote the event through media (with consent)

We may also contact you after the event about future community initiatives—unless you opt out.

3. Legal Basis for Use

Our legal basis for collecting and using your information is:

  • Consent – when you register, donate, or opt into marketing

  • Legal obligation – for reporting and compliance

  • Legitimate interests – such as managing a safe and successful community event

You can withdraw your consent at any time by contacting us.

4. Photography, Videos & Publicity

We may take photographs and videos during the event to promote community impact through newsletters, social media, and local media.
You can opt out of appearing in media by contacting us beforehand or notifying a marshal on the day.

For minors, we require parent/guardian consent.

5. How We Store and Protect Your Data

Your personal information is stored securely—whether digitally or on paper. We apply:

  • Secure online platforms with restricted access

  • Antivirus and encryption software where applicable

  • Physical safeguards for hard copy data (e.g. locked filing cabinets)

We retain your information only for as long as required to fulfil the above purposes or legal obligations.

6. Sharing of Information

We do not sell or rent your data. We may share it only with:

  • Event service providers (e.g. registration platforms, payment processors)

  • Volunteers and first aid staff – for safety purposes

  • Insurance and legal advisers, if required

  • Regulatory authorities, as legally obligated

These parties are required to protect your information to the same standard we do.

7. Your Rights

You can contact us at any time to:

  • Access the personal data we hold about you

  • Correct inaccurate or outdated information

  • Withdraw consent or unsubscribe from communications

  • Request deletion of your data (where lawful)

📧 admin@castlehillrotary.org.au

8. Third-Party Tools

We may use external platforms (e.g. fundraising sites, email tools, social media) to run the event. While we carefully select providers, their privacy practices are governed by their own policies. We encourage you to review them when engaging through their services.

9. Updates to This Policy

We may amend this Privacy Policy occasionally to reflect updates to laws or practices. The latest version will always be available on our website and/or linked through event communications.

Contact Us

If you have any questions, feedback, or concerns about your privacy, please contact:

Privacy Officer – Run for the Hills
Rotary Club of Castle Hill
📧 admin@castlehillrotary.org.au