Privacy Policy
UQIC runs social sport competitions at the University of Queensland's St Lucia campus and an online store for merchandise and supplements. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. It is written to align with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
What we collect
- Competition registrations: your name, email address, phone number, student number, date of birth, and the competition and team you register for. If a captain or teammate registers on your behalf, they provide these details for you.
- Store orders: your name, email address and order details for merchandise and supplement purchases, including pickup collection.
- Payments: payments are processed by our website platform's payment providers. We never see or store your full card number.
- Correspondence: emails, social media messages and enquiries you send us.
- Photos and video: we capture photos and video at competitions and events for promotion. See the photos section below.
- Website data: information about your device and how you use our site (pages viewed, sign-up and purchase actions), collected through cookies and similar technologies described below.
How we use it
We use your information to run our competitions (team lists, fixtures, jerseys, insurance and incident management), fulfil store orders, respond to enquiries, send service messages about a competition or order, improve our website and competitions, and keep the records an incorporated association is required to keep. We also use it for marketing as described next.
Email and marketing
We send two kinds of email. Service messages relate to something you have bought or registered for, such as an order confirmation or information about your competition night. Marketing messages tell you about upcoming seasons, offers and news from UQIC and our partners.
Every marketing email we send identifies UQIC as the sender and includes a working unsubscribe. Unsubscribe requests are honoured within 5 business days, as required by the Spam Act 2003 (Cth). Unsubscribing from marketing does not stop essential service messages about a competition you are currently playing in.
We send marketing to people who have registered for a UQIC competition or bought from our store, and to others who have opted in. We do not sell or rent our email lists to anyone.
Cookies, analytics and advertising
Our website runs on Squarespace, which sets cookies needed for the site, cart and checkout to work. We also use analytics and advertising tools that collect information about how you use the site:
- Google Analytics helps us understand how the site is used so we can improve it.
- Meta Pixel shares site activity, such as page views, sign-ups and purchases, with Meta (Facebook and Instagram) so we can measure our advertising and reach people likely to be interested in our competitions, including through advertising audiences built from site activity.
We configure these tools to carry only what they need, such as a competition name and price. We do not pass student numbers or dates of birth to advertising platforms. You can limit this collection through your browser's cookie controls, Meta's ad preferences, and the Google Analytics opt-out.
Who we share it with
We share personal information only where needed to run UQIC:
- Service providers that operate our platforms: our website, store and payment processing (Squarespace and its payment providers), email and documents (Google Workspace), email campaigns (Mailchimp), analytics and advertising (Google, Meta), and accounting (Xero).
- Insurers when an injury or incident claim is made.
- Venue operators such as UQ Sport, where necessary to run a competition.
- The University of Queensland Union, our foundation partner, which receives aggregate participation reporting, not personal details.
Some of these providers store data overseas, mainly in the United States. We rely on their privacy safeguards and contractual commitments when they do. We never sell personal information.
Photos and video
Photos and video taken at our competitions and events may be used on our website, social media and promotional material. If you would like a specific image of you taken down, email us and we will remove it from our channels.
Storage, security and retention
Your information is stored with the reputable providers listed above, and access is limited to the UQIC committee and staff who need it for their role. We keep registration and order information while it is needed for the season, insurance and the financial and legal records we must retain, then delete or de-identify it.
Access, correction and complaints
You can ask us at any time for access to the personal information we hold about you, or ask us to correct it. If you have a privacy concern or complaint, email us and we will respond within a reasonable time. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
We may update this policy from time to time. The current version will always be published on this page.
Contact
Email enquiries@uqic.com.au with any privacy question, request or complaint.