Events Management Queensland 

Privacy Policy 

The protection of personal information is important to Gold Coast Events Management Limited ABN 30 087 348 329 of 105 Upton Street Bundall Qld 4217 (EMQ). EMQ is committed to respecting individuals’ privacy and the protection of personal information. 

This document sets out how EMQ may collect, hold, use and disclose personal information. By providing your personal information to EMQ by whatever means, you consent to its use, storage and disclosure in accordance with this Privacy Policy. 

Third party commercial entities and subsidiaries, whether owned or acting on behalf of EMQ, may be subject to privacy laws and may be governed by their own privacy policies. EMQ will always do its utmost to ensure that personal information is respected and protected.  

This policy is made in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and, in particular, the Australian Privacy Principles. This policy and any accompanying procedures may be amended from time to time by resolution of EMQ. The current version of this policy is available from the Privacy Officer or on the EMQ website at https://goldcoastevents.com.au/. 

1. What personal information does EMQ collect?

1.1 Personal Information 

Generally, personal information is information or an opinion (including information or an opinion forming part of a database) from which it is possible to determine someone’s identity. 

The information collected by EMQ about a particular person will vary depending on the circumstances of collection. It may include, but is not limited to, a person’s contact details (name, email and/or postal address, phone number), date of birth, gender, photograph, signature, size, credit card details, driver licence number, passport number, insurance details, employment history, qualifications or communication history with EMQ. 

When you request or acquire goods and services from EMQ then EMQ may also collect personal information about you such as your purchase details, preferences, histories and your credit card or bank account details. 

1.2 Sensitive Information 

Sensitive information is a type of personal information that also includes information or an opinion about: 

• racial or ethnic origin; 

• political opinions; 

• membership of a political association, professional or trade association or trade union; 

• religious beliefs or affiliations or philosophical beliefs; 

• sexual preferences or practices; 

• criminal record; 

• information collected during classification; 

• health, genetic information or disability; or 

• personal information relating to a complaint(s) under the National Integrity Framework or National Anti-Doping Policy. 

If it is reasonably necessary in the circumstances, EMQ may also collect sensitive information such as a person’s medical history, nationality, their ethnic background or disabilities. 

EMQ is required by law to obtain consent when collecting sensitive information. EMQ assumes, and will assume, consent to the collection of all sensitive information that is provided to it for use in accordance with this Privacy Policy, unless you expressly advise EMQ otherwise. 

2. Why does EMA collect personal information?

EMQ routinely collects personal information about participants and those persons who use, access, provide or participate in EMQ’s services, events and activities (including parents, spectators and volunteers). 

EMQ collects personal information in order to properly and efficiently carry out its activities and functions, including to provide services to you and, where reasonably necessary, other relevant persons. 

3. 3. How does EMQ collect this information?

Information may be collected when you: 

• register as a participant in any EMQ owned or delivered event, including Gold Coast Marathon, Toowoomba Marathon or Pan Pacific Masters Games; 

• subscribe to any publication of EMQ, including electronic publications; 

• provide details to EMQ in an application form, consent form, survey, feedback form, incident form or integrity complaints form; 

• enter personal information into, or agree to having your personal information entered into, a EMQ online system including EMQ applications; 

• access any EMQ website; 

• contact EMQ via email, telephone or mail or engage with EMQ via social media; 

• participate in any program, activity, competition or event run by EMQ; 

• purchase tickets to an activity, function or event from EMQ or an authorised agent; 

• purchase merchandise, products or services from EMQ; 

• subscribe to live streaming of an EMQ sanctioned event; 

• are elected or appointed to the Board or a committee of EMQ; 

• apply for employment or a volunteer position with EMQ; or 

• where EMQ is required to do so by law (for education, child protection, Work health and safety laws, Medical Treatment or other legislation in Australia) 

EMQ may provide a link to this Privacy Policy at each point of collection. 

3.1 Providing information 

Depending on the circumstances, some types of information will be required, and others might be optional. If you do not provide some or all the information requested, this may affect EMQ’s ability to communicate with you or provide the requested products or services. 

Not providing requested information, may jeopardise your ability to participate in programs or competitions or apply for employment or volunteer positions with EMQ. If it is impracticable for EMQ to deal with you because of you not providing the requested information or consents, EMQ may refuse to deal with you. 

3.2 Collection from third parties 

EMQ may collect personal information from your family members, including a child or dependent from the parent or other responsible person associated with that child or dependent. Where EMQ does collect such information the parent or other responsible person associated with that child or dependent consents to the collection. 

In some circumstances, EMQ collects information from other sporting entities or other third parties.
Examples of such third parties could include, without limitation, participating sport organisations in the Pan Pacific Masters Games, Sport Integrity Australia (SIA), Australian Sports Commission (ASC) and other sporting organisations and other non-affiliated Paralympic sport organisations or government and law enforcement bodies. 

4 Information storage and protection 

EMQ stores information in different ways, including in paper and electronic form. Much of the information collected from is added to EMQ’s database which is hosted by a third-party data storage provider. When your information is entered into EMQ’s database, the information may be combined or linked with other information held about you. 

Security of personal information is important to EMQ. EMQ has taken steps to protect the information it holds from misuse, loss, unauthorised access, modification or disclosure. Some of the security measures EMQ uses includes strict confidentiality requirements of our employees, volunteers, other sports entities and service providers, as well as security measures for system access, and security measures for our website such as firewalls and system encryption. 

EMQ seeks to protect your personal information from any unauthorised loss, disclosure or access. However, if a serious data breach occurs, we must notify you as required under the Privacy Act regarding the circumstances of the breach, and must also advise the Office of the Australian Information Commissioner. 

EMQ is required to comply with the Federal Government Notifiable Data Breaches Scheme. When EMQ has had a data breach that could result in serious harm, EMQ will act in accordance with its obligations under privacy legislation this may include notifying individual(s) that is/are affected. EMQ when notifying the individual(s) and Australian Information Commissioner, will also outline what steps will be undertaken in response to the breach. A review of the breach will be undertaken, and action(s) implemented to prevent a future breach. 

Once EMQ no longer has a need for your personal information then EMQ will either destroy or de-identify the information in accordance with the Privacy Act. 

5. 5. PA’s use and disclosure of personal and sensitive information

5.1 Use 

EMQ, and third parties to whom it may disclose personal information in accordance with this Privacy Policy, may use your personal information to: 

• verify your identity; 

• complete background checks; 

• research, develop, run, administer and market competitions, programs, activities and other events relating to EMQ, membership management, education offerings and organisation, social events, police or other legal agencies for the purposes of medical treatment amongst others; 

• research, develop and market products, services, merchandise and special offers made available by us and third parties; 

• respond to emergency situations involving or requiring medical treatment; 

• administer, manage and provide you with access to EMQ websites and other IT based applications; 

• disclose to the public the results from EMQ sanctioned events; 

• administer, manage and provide you with access to streaming and broadcast of events; 

• keep you informed of news and information relating to various EMQ events, activities and opportunities via various mediums; 

• respond to emergency situations involving Child Abuse or any associated breach of the Safeguarding Children and Young People policy; and 

• respond to a substantiated report of a breach under the National Integrity Framework or National Anti-Doping Policy. 

EMQ may use and store health information: 

• to ensure that programs it operates are run safely and in accordance with any special health needs participants may require; 

• for competition classification purposes; or 

• for insurance purposes. 

In addition, EMQ may use de-identified health information and other sensitive information to carry out research, to prepare submissions to government or other regulatory bodies, or to plan events and activities. EMQ does not provide a health service as defined under the Privacy Act 1988 and will not use health information for the purposes of providing a health service as defined under the Privacy Act 1988. 

5.2 Disclosure 

EMQ may disclose your personal information to a range of organisations that include, but are not limited to: 

• EMQ’s owner, the Queensland Government, and sporting bodies and other organisations involved in EMQ events in Australia; 

• companies EMQ engages to carry out functions and activities on PA’s behalf, including sponsors, advertising agencies or for direct marketing; 

• external service providers that provide SA with financial, audit, legal, insurance, administrative, information technology, banking, travel, uniform manufacturing, publications and other services; 

• police and other legal agencies;  

• disciplinary committees and investigative bodies;  

• Federal, State and local government authorities relating to sport, tourism and events; and  

• any other circumstances permitted by law. 

In some circumstances, personal information may also be disclosed outside of Australia. In such circumstances, EMQ will use its best endeavours to ensure such parties are subject to a law, binding scheme or contract which effectively upholds principles for fair handling of the information that are suitably similar to the Australian Privacy Principles. 

Any disclosure will be on such terms and conditions as EMQ determines considering the circumstances of the disclosure but always with the best interests of the parties whose personal information is being disclosed. 

5.3 Other disclosures 

In addition, EMQ may also disclose personal information: 

• with your express or implied consent; 

• when required or authorised by law; 

• to an enforcement body when reasonably necessary; or 

• to lessen or prevent a threat to an individual or public health or safety. 

6 Marketing Use and Disclosure 

6.1 Direct Marketing 

EMQ assumes your consent to use non-sensitive personal information to provide to you better services and marketing purposes (including disclosure of such information to service providers). If you do not so consent to PA’s use of non-sensitive personal information for marking purposes, please advise EMQ via the contact details below. 

Every person whose data is collected by EMQ including you has the option to refuse e-mail, SMS or posted offers. You can do this by updating the direct marketing settings in your user portal in EMQ’s database (if offered) or via the opt-out procedures included in any communication from EMQ (information relating to the option to unsubscribe from those communications may be retained). 

If you are still not satisfied at the communication you are receiving, please write to EMQ’s Privacy Officer via the contact details set out below. 

6.2 Public and Media 

EMQ may also disclose your personal information (including your name, age, gender, city of residence, local sports club, personal profile, photographs and video images of you and your results) to the media and through our physical and digital applications and publications (including our website, social media, emails and newsletters) that are available for public viewing. 

6.3 EMQ website 

When users visit the EMQ website, EMQ’s systems may record certain information about their use of the site, including the web pages visited and the time and date of their visit. EMQ may use this information to help analyse and improve the performance of the EMQ website. 

EMQ, through its website hosts, records visits to the website and logs the following information for statistical purposes: the user’s server or proxy address, the date/time/length of the visit and the files requested. The information is used to analyse our server traffic. Any cookies used on EMQ hosted websites are not designed to capture personal information and no attempt will be made to identify users or their browsing activities except where authorised by law. For example, in the event of an investigation, a law enforcement agency may exercise its legal authority to inspect EMQ’s website logs. 

In addition, EMQ may use “cookies” on the EMQ website. Cookies are small text files that help a website to remember the preferences of users to improve the experience of using that website. In some cases, the cookies that we use may collect some personal information. EMQ will treat this information in the same way as other personal information it collects. You can disable cookies on your internet browser to prevent this information being collected; you may however lose the benefit of an enhanced website experience that the use of cookies may offer. 

You need to be aware of inherent risks associated with the transmission of information via the Internet. If you have concerns in this regard, EMQ has other ways of obtaining and providing information. Normal mail and telephone are available. 

Websites linked to the EMQ website are not subject to EMQ’s privacy standards, policies or procedures. EMQ does not take any responsibility for the collection, use, disclosure or security of any personal information that you provide to a third-party website. 

7. 7. Access to and correction of information held by EMQ

EMQ will take all reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up to date. EMQ relies on the accuracy of personal information as provided to us both directly and indirectly. 

EMQ also relies on participants and members to enter data and make their best endeavours to ensure data is accurately recorded. If your personal information changes, please notify EMQ. 

All users should regularly review and update their personal information on the EMQ database and via “entrant portals” within each of our event databases or otherwise by notifying EMQ. 

Individuals may also request access to their personal information held by EMQ by making a request via the contact details set out below. EMQ will respond to your request for access within 14 days and endeavour to provide the requested information within 30 days. If you find that the personal information EMQ holds about you is inaccurate, incomplete or out-of-date, please contact us immediately and we will see that it is corrected. 

Subject to any Australian law or a court/tribunal order requiring EMQ to retain the information, EMQ will delete or de-identify information that it no longer needs. 

8. 8. Resolving privacy issues and complaints

Any issues or complaints in relation to the collection, use, disclosure, quality, security of and access to your personal information may be made to EMQ at: 

Privacy Officer 

Events Management Queensland
Email: info@emqevents.com.au
Ph: (07) 5668 9888 

EMQ will respond to your complaint within 30 days and try to resolve it within 90 days. If EMQ is unable to resolve your complaint within this time, or you are unhappy with the outcome, you can contact the Office of Australian Information Commissioner via its enquiries line 1300 363 992 or website to lodge a complaint. 

For further information on EMQ’s management of personal information, please contact EMQ.