Privacy Policy

Last Updated 1st October 2025

1. Introduction

Sydney Women's International Club ("SWIC", "we", "us" or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose and protect your personal information when you visit our website and use our services, including our members-only portal and payment systems.

We manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What we collect

2.1 Information you provide

Visitors

  • Name and contact details when you submit enquiries
  • Email address for newsletters or updates
  • Any information you include in forms or messages to us

Members

  • Full name, email, phone and postal address
  • Date of birth and emergency contact details
  • Login credentials (username and encrypted password)
  • Payment and billing details (handled via secure third parties)
  • Communication preferences
  • Profile information and photos you choose to upload
  • Event registrations and attendance

2.2 Information we collect automatically

  • IP address, device and browser details
  • Operating system
  • Pages visited, time on page and navigation paths
  • Referral source and exit pages
  • Cookies and similar technologies (see Section 9)

2.3 Information from third parties

We may receive limited information about you from payment processors and verification services we use to process membership fees and event payments.

3. Why we collect and how we use personal information

We collect, use and disclose personal information for purposes that are reasonably necessary for our functions and activities, including to:

3.1 Essential operations

  • Manage membership applications and renewals
  • Process payments for memberships, events and services
  • Provide access to the members-only portal
  • Verify identity and maintain account security
  • Communicate about events, activities and club news

3.2 Improve services

  • Personalise your experience on our website
  • Analyse website use to improve functionality and content
  • Conduct surveys and gather feedback
  • Plan events based on member interests

3.3 Legal and safety

  • Comply with legal and regulatory requirements
  • Prevent and detect fraud or misuse
  • Respond to lawful requests and enforce our terms

3.4 Direct marketing

We may use your contact details for SWIC news and event information. You can unsubscribe at any time (see Section 10.3 and Section 12).

Note on legal basis (Australia): We rely on the APPs. We only use or disclose your personal information for the primary purpose of collection, or for a secondary purpose where you would reasonably expect it, or where you consent or an APP exception applies. For sensitive information (e.g. health-related dietary or accessibility needs), we will only collect and use it with your consent or as otherwise permitted by law.

4. Anonymity and pseudonyms

Where it is lawful and practicable (e.g. a general website enquiry), you may contact us anonymously or use a pseudonym. We usually need your identity for membership, event participation, payments or when required by law.

5. When we disclose personal information

We do not sell or rent your personal information. We may disclose it as follows:

5.1 Service providers

We use third-party providers for:

  • Payment processing (e.g. Stripe, PayPal, banks)
  • Website hosting and maintenance
  • Email and communications
  • Event management platforms
  • Analytics and security

These providers are engaged under agreements that require confidentiality and restrict use to the services we request.

5.2 Within SWIC

  • With your consent, limited member contact details may appear in a members' directory
  • Event coordinators access relevant details for planning and safety
  • Committee members, website administrator and communication officer access information necessary for their roles

5.3 Legal and safety

We may disclose information to comply with law, court orders or government requests, or to protect our rights, members, users or the public.

5.4 Business changes

If SWIC merges with or is acquired by another organisation, personal information may transfer as part of that transaction, subject to this Policy.

6. International disclosures

Some service providers may be located overseas. Where we disclose personal information to an overseas recipient, we take reasonable steps to ensure it is handled in accordance with the APPs (for example, by using contractual safeguards). You can contact us to ask which countries your information is likely to be disclosed to.

7. Security

We implement technical and organisational measures to protect personal information, including:

  • Encryption of logins and payments using industry-standard SSL/TLS
  • Access controls based on role and need-to-know
  • Secure servers (Australian-based where practicable)
  • Ongoing reviews of security controls
  • Password protection for member accounts

No method of transmission or storage is completely secure. We work continuously to protect your information but cannot guarantee absolute security.

8. Data retention and deletion

We keep personal information only as long as needed for our functions and activities, to provide services you've requested, to meet legal obligations (e.g. financial records typically 7 years), and for legitimate record-keeping.

When information is no longer required, we take reasonable steps to destroy or de-identify it. You may request deletion; where lawful and practicable, we will action it and advise you if retention is required.

9. Cookies and similar technologies

9.1 What we use

We use cookies to:

  • Remember your sign-in and preferences
  • Provide secure access to the portal
  • Analyse traffic and usage to improve our site
  • (If you opt in) tailor content about SWIC activities

9.2 Types of cookies

  • Essential – required for core site functions
  • Functional – remember settings and preferences
  • Analytics – help us understand how the site is used
  • Marketing – show relevant SWIC content (used only if you opt in)

9.3 Your choices

Most browsers let you control cookies. Blocking essential cookies may affect how the site works. Our emails may also include standard measurement pixels to help us improve communications; you can disable images in your email client if preferred.

10. Your privacy choices and rights

10.1 Access and correction

Members can update profiles and preferences in the portal.

10.2 Direct marketing opt-out

You can unsubscribe using the link in our emails or by contacting us. We will action opt-outs promptly.

10.3 Member directory

If we provide a member directory, participation is opt-in and you control what other members can see.

Note: Australian law does not create a general "right to be forgotten" or "data portability" right. We will, however, provide access and corrections as required by the APPs and take reasonable steps to delete or de-identify information we no longer need.

11. Payment processing

  • We use secure third-party processors to handle transactions.
  • We do not store complete card numbers on our servers.
  • Payment processors may collect: cardholder name, card number (tokenised), expiry date, billing address and transaction details.
  • Our providers are expected to maintain PCI DSS compliance.

12. Members-only portal and community spaces

12.1 Account security

You are responsible for keeping your credentials confidential. Please notify us immediately of any unauthorised access. Use strong, unique passwords.

12.2 Directory

Members may opt in to a networking directory. Access is limited to current members. You can change visibility at any time.

12.3 Forums and posts

Content you post in member areas may be visible to other members. We moderate to maintain a respectful environment, but you are responsible for your contributions.

12.4 Photography at events

We may take photos at events for club communications. We will make reasonable efforts to provide opt-out options or to respect any preference you tell us in advance.

13. Children

SWIC membership is available to adults 18 years and over. We do not knowingly collect personal information from individuals under 18. If we become aware that we have collected such information, we will delete it.

14. Data breaches

If a data breach is likely to result in serious harm, we will assess and, where required, notify affected individuals and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme. We will also take steps to mitigate the risk of harm.

15. Changes to this Policy

We may update this Policy from time to time. We will:

  • Post the updated version with a new "Last updated" date
  • Notify members of significant changes by email
  • Seek consent where required by law

Your continued use of our services after an update signifies acceptance of the revised Policy.

16. Contact us

Sydney Women's International Club
Email: privacy@swic.org.au
Postal address: PO Box 244, Edgecliff, NSW, Australia
Website: www.swic.org.au


Email: swic.mem@gmail.com

We aim to respond to privacy enquiries and complaints within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992, or by email at enquiries@oaic.gov.au.

Disclaimer

Information on the SWIC website is published in good faith for general information and community sharing. We do not warrant completeness, reliability or accuracy. Any action you take based on information on the SWIC website is at your own risk, and SWIC is not liable for losses or damages arising from use of the website.

Acknowledgement

By using our website and services, you confirm you have read and understood this Privacy Policy.