2. What we collect
2.1 Personal information
The type of personal information that we collect about you depends on the type of dealings you have with us. For example, if you:
- register as an Owner or Trainer of a greyhound, we may collect your name and contact details;
- adopt a greyhound, we may collect your name, contact details, date of birth and gender;
- visit and use our website, we may collect information on the pages accessed and documents downloaded;
- send us an enquiry or provide us with feedback, we may collect your name, contact details, details of your enquiry or feedback and information about our response;
- work for one of our suppliers, we may collect details such as your name, job title, address, telephone number and email address; or
- apply for a job with us, we will collect the information you include in your job application, including your cover letter, resume, contact details and referee reports.
2.2 Sensitive information
Sensitive information is a subset of personal information that is afforded a higher level of privacy protection. Sensitive information is information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association or trade union, sexual preferences or practices or criminal record.
For example, if you seek to become or remain a registered person such as an Owner or Trainer we may collect information on any criminal history to ascertain your suitability as a fit and proper person to operate in the sport.
2.3 Collection of information other than personal information through our website
When you visit our websites and/or use a software application, some of the information collected about your visit is not personal information, as it does not reveal your identity.
Site visit information
For example, we record your server address, the date and time of your visit, the pages you visited, any documents you downloaded, the previous site you visited and the type of device, browser and operating system you used.
We use and disclose this information in anonymous, aggregated form only, for purposes including statistical analysis and to assist us to improve the functionality and usability of our website. You are not individually identified; however we reserve the right to use or disclose this information to try to locate an individual where we reasonably believe that the individual may have engaged in any unlawful or inappropriate activity in connection with our website, or where we are otherwise required or authorised by law to do so.
Cookies
A cookie is a small string of information that a website transfers to your browser for identification purposes. The cookies we use do not identify individual users, although they do identify the user’s internet browser.
We use cookies to hold anonymous session information. This information is used to personalise your current visit to the website, for example to allow the website to remember who you are by keeping server variables linked to your session.
We only use non-persistent cookies. That is, they are held on your browser’s memory only for the duration of your session.
Most internet browsers are set to accept cookies. If you prefer not to receive them, you can adjust your internet browser to reject cookies, or to notify you when they are being used. There are also software products available that can manage cookies for you. Rejecting cookies can, however, limit the functionality of our website.
Online Behavioural Advertising
We use advertising programs (Google Analytics) that place cookies on your computer to collect information about your browsing history (including on external websites). This information, which does not identify you personally, is collected in order to improve your online experience by customising the advertising you see to your interests (including the display of more relevant ads on external websites). You can opt out of Google Analytics at any time by clicking on prompts provided to website.
What if you don’t provide us with your personal information?
We will provide individuals with the option of not identifying themselves, or of using a pseudonym, when dealing with us if it is lawful and practicable to do so. A pseudonym is a name or other descriptor that is different to an individual’s actual name.
In some cases, if you don’t provide us with your personal information when requested, we may not be able to provide you with the product or service that you are seeking. For example, you must identify yourself to register as a greyhound owner.
3. How we collect personal information
3.1 Methods of collection
We collect personal information in a number of ways, including:
- in person (for example at GRV events);
- through our website (for example when adopting a greyhound);
- over the telephone;
- through written correspondence (letters and emails);
- on hard copy forms (for example, competition entry forms and surveys);
- from third parties (for example, adopters of greyhounds; supplier invoicing contact points)
3.2 Collection notices
Where we collect personal information about you, we will take reasonable steps to provide you with certain details about that collection (such as the purpose for which we are collecting the information and the type of third parties to which it is usually disclosed). We will generally include this information in a collection notice.
Collection notices provide more specific information than this Statement. The terms of this Statement are subject to any specific provisions contained in collection notices. We encourage you to read those provisions carefully.
4. Why we collect personal information
The main purposes for which we collect, hold, use, and disclose personal information are to:
- regulate and control the sport of greyhound racing;
- promote the sport of greyhound racing;
- investigate and ensure compliance with the Rules of Racing;
- plan, fund, implement, monitor, regulate and evaluate GRV’s services and functions;
- fulfill statutory and other legal functions and duties;
- comply with reporting requirements;
- fulfil functions and duties as an employer;
- investigate incidents related to persons registered with GRV, greyhounds, or the racing of
We may also collect, hold, use, and disclose personal information for other purposes explained at the time of collection or for purposes:
- which are required or authorised by or under law; or
- for which you have provided your consent.
5. Who we may share your personal information with
We may share your personal information with third parties where appropriate for the purposes set out under heading 4, including:
- local government authorities and enforcement agencies;
- financial institutions for payment processing;
- referees whose details are provided to us by job applicants;
- our contracted service providers, including:
– information technology and data storage providers;
– function and event organisers;
– ticketing agencies;
– marketing and communications agencies;
– research and statistical analysis providers; and
– external business advisers (such as recruitment advisors, auditors and lawyers).
In each case, we may disclose personal information to the service provider and the service provider may in turn provide us with personal information collected from you in the course of providing the relevant products or services.
6. Data quality and security
6.1 General
We take reasonable steps to:
- make sure that the personal information that we collect, use and disclose is accurate, complete and up to date;
- protect the personal information that we hold from misuse and loss and from unauthorised access, modification, or disclosure; and
- destroy or permanently de-identify personal information that is no longer needed for any purpose permitted by the IPPs.
You can help us keep your information up to date by letting us know about any changes to your details, such as your address, email address or phone number.
6.2 Security
The steps we take to secure the personal information we hold include website protection measures (such as firewalls and anti-virus software), security restrictions on access to our computer systems (such as login and password protection), controlled access to our premises, policies on document storage and security, personnel security (including restricting access to personal information on our systems to staff who need that access to carry out their duties), staff training and workplace policies.
Online credit card payment security
We process payments online using technology provided by third parties. All transactions processed by us meet industry security standards to ensure payment details are protected.
Website security
While we strive to protect the personal information and privacy of users of our website, we cannot guarantee the security of any information that you disclose online, and you disclose that information at your own risk. If you are concerned about sending your information over the internet, you can contact us by telephone, email or post (details under heading 11 below).
If you are a registered user of our website, you can also help to protect the privacy of your personal information by maintaining the confidentiality of your username and password and by ensuring that you log out of the website when you have finished using it. In addition, if you become aware of any security breach, please let us know as soon as possible.
Third party websites
Links to third party websites that are not operated or controlled by us are provided for your convenience. We are not responsible for the privacy or security practices of those websites, which are not covered by this Privacy Policy. Third party websites should have their own privacy and security policies, which we encourage you to read before supplying any personal information to them.
7. Access and Correction
7.1 General
Please contact our Privacy Officer if you would like to access or correct the personal information that we hold about you. We may require you to verify your identity before processing any access or correction requests, to make sure that the personal information we hold is properly protected.
7.2 Access
We will generally provide you with access to your personal information, subject to some exceptions permitted by the IPPs. We will also generally provide access in the manner that you have requested (eg by providing photocopies or allowing a file to be viewed), provided it is reasonable and practicable for us to do so. We are permitted and may charge a fee to cover our reasonable costs of locating the information and providing it to you.
7.3 Correction
If you ask us to correct personal information that we hold about you, or if we are satisfied that the personal information we hold is not accurate, complete, and up to date, we will take reasonable steps to correct that information.
7.4 What if we do not agree to your request for access or correction?
If we do not agree to your access or correction request, or if we do not agree to give you access in the manner you requested, we will provide you with a written notice setting out the reasons for our decision.
7.5 Timeframe for access and correction requests
We will respond to access and correction requests within 45 days (either by providing the access or correction or providing our reasons for refusing to do so.
8. Unique identifiers
We will not GRV will not use unique identifiers for any reason other than their stated purpose unless permitted by law.
9. Transborder data flows
We may transfer personal and / or health information about you to someone who is outside Victoria, if we reasonably believe that the recipient of the information is subject to a law, binding scheme or contract which effectively upholds principles for fair handling of the information that are substantially similar to the IPP’s or as otherwise provided for in the PDP Act.
10. To make a complaint
If you have a complaint about how we have collected or handled your personal information, please contact us (details under paragraph 11 below).
We will endeavour in the first instance to deal with your complaint and take any steps necessary to resolve the matter within a week. If we are not able to do so, we will ask you to submit your complaint in writing.
In most cases, we expect to investigate written complaints and provide a response within 20 working days of receipt. If the matter is more complex and our investigation may take longer, we will contact you and tell you when we expect to provide our response.
If you are not satisfied with our response, you can refer your complaint to the Office of the Victorian Information Commissioner.
11. Contact us
Please contact us if you have any queries about the personal information that we hold about you or the way we handle that personal information. Our contact details are set out below.
Mail: Greyhound Racing Victoria, 46-50 Chetwynd Street, West Melbourne VIC 3003.
Email: [email protected]
Telephone: (03) 8329 1100 and ask to speak with the Privacy Officer.
Further general information about privacy is available on the website of the Office of the Victorian Information Commissioner at https://ovic.vic.gov.au/ or by calling 1300 006 842.
12. Changes to this Statement
We may amend this Privacy and Collection Statement from time to time. The current version will be posted on our website and a copy may be obtained by contacting our Privacy Officer (details above).
