Privacy Policy

Hamro Club Inc collects and uses personal information to run this website, respond to enquiries, administer club membership and activities, and manage claims and reimbursements. This policy covers public forms, the signed-in member area, uploaded files, and related club communications.

We collect information you enter or upload, information supplied by an authorised family member or club administrator, and technical information generated when you use the website. We may connect your submissions to existing membership, player, sponsorship, meeting and financial records.

Enquiries and conversations: your name, email address, message, subsequent replies, and the dates and status of the conversation. We retain club replies and communication records so we can follow up your enquiry.

Membership, renewals and member profiles: name, email, phone, birth year, gender, profile photograph, address, suburb, state and postcode; membership number and type; family relationships and partner details; selected financial year, payment reference, notes, consent choices and application source. Club records also include membership status, renewal history, amounts, payment dates, payment mode and receipt or invoice references.

Family and junior memberships: the relevant member or partner names, contact details, birth years, gender, photographs and addresses supplied for the application. Where you provide information about someone else, please ensure you are authorised to do so and let them know about this policy. A parent or guardian should oversee submissions relating to a child.

Player profiles: membership number or registered email used to identify the member, name, photo and image crop, biography or story, jersey number, position, height, preferred foot, playing style, strengths and specialty. We may use the birth year already in membership records to calculate an age or age label.

Sponsorship: business or sponsor name, website, package preference, contact name, email, phone, business or contact address, notes and enquiry source. Linked club records can include sponsorship packages, renewal periods, instalments, amounts, invoices, receipts and payment status.

Expense claims: the claimant and membership number, claim title or purpose, amount, expense date, description, supporting receipts and other uploaded documents. We also hold administrator review notes, decisions, requests for information, status changes (including approval, withdrawal and payment), financial year and transaction classification, linked transaction details, timestamps and the person recording an update.

Reimbursement details and payment receipts: payment method, account holder name and either PayID or bank BSB and account number. The finance team may upload payment confirmations or receipts. Files may contain transaction references, payee information and other information visible on the document. Upload only what is needed for the claim and redact unrelated personal or financial information.

Meetings and club responsibilities: meeting participation and assigned action items held in club records, action status updates you submit, and your approval or withdrawal of approval of meeting minutes, together with related timestamps.

Optional social sign-in: if enabled, Google or Facebook provides an account identifier and email information so we can match an existing membership. We do not create a membership from social sign-in. Where required, we also verify the registered email by a one-time code. The provider handles its own sign-in and consent process. We use short-lived login records, an HttpOnly security cookie and browser session storage to protect the login flow; we do not store provider access tokens.

Files, verification and service records: uploaded images and documents, filenames, file types, sizes and associated upload records; email addresses used for verification, verification sessions, code verification records, attempt counts and expiry times; CAPTCHA tokens and results; and email content, recipients, send status and related communication history. Technical requests may include IP address, browser or device information, request times and error or security logs.

We use these records to respond to enquiries; identify members and provide account access; process applications and renewals; maintain profiles and sponsorships; coordinate meetings and action items; review expenses; arrange reimbursement; and keep financial and administrative records.

We send verification messages, application and renewal communications, receipts, reminders, enquiry replies and claim notifications. Claim submissions notify the finance team and the member; status changes notify the member. Contact preferences apply to optional club communications; messages needed to handle your request or account may still be necessary.

We use security checks to prevent spam, duplicate or fraudulent submissions and unauthorised access, and service records to investigate problems and disputes. Claim approval and payment status are recorded by authorised administrators; passing CAPTCHA is a security check, not a decision to approve a claim.

You can browse public pages without submitting a form. If you do not provide information needed for a service, we may be unable to verify your identity, process the request, publish a profile or arrange reimbursement. Optional fields can be left blank. We do not sell personal information.

Approved and published player profiles may display a player's name, photograph, biography, age or age label, jersey number, position, height, preferred foot and playing attributes. Public club pages may also contain authorised sponsor details, names, photographs, videos and other club content.

Public content can be viewed, copied, shared or indexed by search engines. Unpublishing content from our website does not necessarily remove copies held elsewhere. Contact us if you want a profile or photograph reviewed, corrected or removed.

Membership contact details, private conversations, reimbursement account details and expense documents are not intended for public display. Expense claim files require authenticated access by the claimant or authorised administrators. Meeting records are available according to the member's access and responsibilities. Family-linked profiles may show relevant partner membership information to the family account.

Information is available to authorised club administrators, finance officers and other people who need it for their club responsibilities. Relevant meeting information may be shared with authorised participants. Payment information may be used by the finance team and financial institutions to arrange reimbursement.

Providers supporting hosting, databases, file storage, email delivery and website security process information needed to deliver those services. Verification and notification emails pass through our email provider. Claim notification emails contain claim information and a sign-in link; the claim notification service does not attach private receipt files or include bank account details.

We may also disclose information where you authorise us to do so, where required or permitted by applicable law, or where necessary to address a legal claim or protect safety. Public profile and club content is shared as described above.

Some service providers and their infrastructure may process information outside Australia. Locations depend on the providers and services in use. Contact us for information about current providers and overseas processing relevant to your records.

The website stores a member sign-in token and expiry information in your browser's local storage to maintain your session. Signing out removes these local sign-in records. A contact-submission cookie records a submission lock expiry for about one hour to limit repeated enquiries. Clearing browser storage may sign you out or reset these controls.

We use Google reCAPTCHA on protected forms, including expense claim submissions and edits. The verification request includes a token and may include your IP address. Google may process device, browser and interaction information to operate its security checks. See Google's service terms for information about reCAPTCHA data processing.

Pages load Google Fonts and may display Google Maps, YouTube videos or media from social platforms such as Facebook. Loading these resources or following external links can send technical information, including your IP address and browser details, to their providers; embedded services may use cookies or associate activity with an account you hold with them. See Google's Privacy Policy and Meta's Privacy Policy.

You can manage cookies and local storage through your browser and review privacy settings with third-party services. Blocking scripts, cookies or third-party resources may affect sign-in, form verification, maps, videos or other website functions.

Records are held in the club's application databases, uploaded-file storage and related email and operational systems. We use safeguards such as authenticated member access, administrator permissions, private claim-file access and verification checks. No online service can guarantee complete security; keep sign-in codes and private conversation links confidential.

Retention depends on the purpose of the record, membership and club administration needs, financial and legal obligations, and any unresolved enquiry or dispute. Claim withdrawal, a declined application or unpublishing a player profile does not automatically delete its underlying records or communication history.

Contact us to request deletion or information about retention of a particular record. Some records may need to be retained for legitimate administrative or legal reasons, and copies may remain in email records or backups until their applicable retention processes are completed.

You can update available profile fields and reimbursement details through your member account. Claims can be edited while their status permits; contact the finance team to correct an approved or paid claim.

You may ask us for access to personal information we hold, request correction or deletion, change optional contact preferences, or ask us to review the publication of a profile or photo. We may need to verify your identity or authority before acting. If we cannot fulfil a request, we will explain the reason, including any applicable legal or record-keeping requirements.

Please avoid sending passwords, sign-in codes or unnecessary identity documents with a request. Use the contact details below to discuss a suitable way to verify your identity.

For access requests, corrections, privacy concerns or complaints, contact Hamro Club Inc using our contact form or email info@hamroclub.org. Describe the issue and the outcome you are seeking.

We will review the concern, may request further information, and respond through your nominated contact details. If you are not satisfied, you can seek guidance from the Office of the Australian Information Commissioner about available complaint options and whether your matter falls within its jurisdiction.

We may update this policy as website features, providers or information-handling practices change. The date at the top identifies the latest version. Contact us if you need clarification about how an update relates to your information.