Virginia United FC - Privacy Policy

Virginia United Football Club (VUFC) is an incorporated association based in Northgate, Queensland. We operate community football programs for players aged 3 through to Masters level, including academy and development programs affiliated with Football Queensland (FQ) and Football Australia (FA).

For privacy enquiries, please contact:

Privacy Officer

Virginia United Football Club 

Email: admin@virginiaunitedfc.com.au

Website: www.virginiaunitedfc.com.au

irginia United FC takes its privacy obligations seriously. We are bound by the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). Our obligations arise on multiple grounds:

• FQ affiliation: Football Queensland, with which VUFC is affiliated, has an annual turnover exceeding $3 million, bringing VUFC within the Privacy Act's coverage.
• Health information: We collect health and medical information about our members, which is categorised as sensitive information and subject to the Privacy Act regardless of turnover.
• Privacy Act reforms (effective ~1 July 2026): The Privacy and Other Legislation Amendment Act removes the small business exemption for organisations with annual turnover under $3 million. From this date, VUFC is directly regulated under the Privacy Act regardless of its own turnover.

We also recognise the importance of child safety in all that we do. Personal information relating to children and young people is handled with the highest standard of care, consistent with our Member Protection, Child Safety and Code of Conduct policy. We are monitoring the development of the Children's Online Privacy Code (exposure draft published March 2026), which will impose additional obligations in relation to online services used by children, and will update this policy as the Code is finalised and commences.

The types of personal information we collect depend on your relationship with the club. This may include:

For players, members and families:

• Full name, date of birth, gender
• Home address, phone number and email address
• Emergency contact details
• Medical information - including injuries, conditions, allergies and medications relevant to participation
• Photo identification (where required for Blue Card or age verification purposes)
• Playing history and registration records
• Payment information (processed securely via our payment providers - we do not store credit card details)

For coaches, volunteers and officials:

• Full name, contact details and date of birth
• Queensland Blue Card number and expiry date (Working with Children clearance)
• Coaching accreditations and qualifications
• Working with Children Check history relevant to role

For website visitors:

• Browser type, IP address and pages visited (collected automatically via cookies and analytics tools)
• Any information submitted through contact or enquiry forms

Sensitive information - such as health and medical information, or information about racial or ethnic background - is collected only where necessary and with your consent. We handle sensitive information with the highest level of care required under the Privacy Act.

We collect personal information to:

• Register and manage player, coach, volunteer and official memberships
• Administer competitions, training programs, camps and club events
• Communicate with members, families and the broader club community
• Process registrations and payments
• Ensure the health and safety of all participants - including responding to injuries and medical emergencies
• Meet our obligations to Football Queensland and Football Australia (including player registration via PlayFootball and Squadi)
• Conduct Blue Card verification for coaches and volunteers working with children
• Share club news, event information, results and photos via our website, email and social media
• Comply with legal and regulatory obligations, including those imposed by the Working with Children (Risk Management and Screening) Act 2000 (Qld), Football Queensland, and Football Australia
• Improve our programs and the experience of our members

We will only collect information that is reasonably necessary for one or more of these purposes.

We collect personal information in several ways:

• Online registration - through our club website (virginiaunitedfc.com.au), hosted on the Majestri platform, and through the PlayFootball registration system operated by Football Australia
• Paper forms - such as injury report forms, event registration forms or consent forms
• Directly from you - via email, phone, or in person at club activities
• Third parties - such as Football Queensland, Football Australia, or other clubs involved in competitions or events, where relevant to your participation
• Automatically - through our website via cookies and analytics tools

Where we collect personal information about children, we collect it from a parent or legal guardian who provides it on their behalf.

We use personal information only for the purposes for which it was collected, or for directly related purposes that you would reasonably expect.

We may disclose personal information to:

• Football Queensland and Football Australia - for player registration, competition management, Blue Card verification and compliance with the national player database (PlayFootball / MyFootball)
• Squadi - our team management and scheduling platform
• Majestri Pty Ltd - who hosts our club website and membership management platform on our behalf
• Square / payment processors - for secure processing of registration fees and shop purchases
• Our coaches, team managers and club officials - to the extent necessary for managing teams and ensuring participant safety
• Medical and emergency personnel - in the event of an injury or emergency at club activities
• Insurance providers - in relation to claims or coverage matters
• Queensland Government (Blue Card Services) - for Working with Children verification
• Law enforcement or regulatory bodies - where required or permitted by law

We do not sell, rent or trade your personal information to any third party for their own marketing purposes.

Photographs and video: VUFC regularly photographs and films matches, training sessions and club events. These images may be published on our website, social media channels (Facebook, Instagram) and club communications. If you do not wish for yourself or your child to appear in club media, please contact us at admin@virginiaunitedfc.com.au. We take particular care when publishing images of children and do not include identifying information such as full names alongside photos of minors on public channels without consent.

Some of our service providers, including technology platforms, may store or process data on servers located outside Australia. Where personal information is disclosed to overseas recipients, we take reasonable steps to ensure those recipients handle it in a manner consistent with the Australian Privacy Principles.

Football Australia's systems (including PlayFootball and MyFootball) may involve data storage or transfer consistent with Football Australia's own privacy policy, which is available at footballaustralia.com.au/privacy.

Virginia United FC takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. Measures include:

• Access controls limiting who within the club can access member information
• Password-protected systems for our Majestri platform and related tools
• Secure payment processing - credit card data is processed by our payment providers and is not stored by the club
• Restricting the sharing of member contact details to authorised club personnel only

Paper records containing personal information are stored securely and disposed of appropriately when no longer required.

We will retain personal information for as long as it is needed for the purpose it was collected, or as required by law. Registration and participation records may be retained for a number of years for legal, insurance and historical purposes.

Virginia United FC is subject to the Notifiable Data Breaches (NDB) scheme under the Privacy Act. If we become aware of a data breach that is likely to result in serious harm to affected individuals, we will notify those individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

If you believe your personal information has been compromised, please contact us immediately at admin@virginiaunitedfc.com.au.

You have the right to request access to the personal information we hold about you (or your child, if you are a parent or guardian), and to request corrections if that information is inaccurate, out of date or incomplete.

To make an access or correction request, please contact:

Privacy Officer

Email: admin@virginiaunitedfc.com.au

We will respond to requests within a reasonable time and at no charge in most circumstances. In some cases, we may be required by law to decline access, in which case we will explain why.

We use contact details to send members club news, registration reminders, event information, results and other club-related communications. These communications are part of our membership service.

If you do not wish to receive non-essential communications from us, you may opt out at any time by:

• Using the unsubscribe link in any email we send
• Contacting us directly at admin@virginiaunitedfc.com.au

We do not use your personal information for third-party marketing.

Our website uses cookies and analytics tools (including Google Analytics) to understand how visitors use our site. This helps us improve content and services. The information collected is aggregated and does not personally identify you.

You can disable cookies through your browser settings, though this may affect some functionality of our website.

Virginia United FC is a family football club with a large number of members under 18. We are committed to protecting the privacy of children and young people in line with our Member Protection and Child Safety policy.

• Registration for players under 18 is completed by a parent or guardian, who provides personal information on the child's behalf
• We take particular care with the publication of images of minors - see Section 6 and our Photography & Media Policy
• Personal information about children is not used for any purpose beyond what is necessary for their participation and safety
• We do not knowingly allow children under 13 to submit personal information through our website independently of a parent or guardian
• In line with the direction of the Children's Online Privacy Code (exposure draft March 2026), we will not use children's personal information for profiling, targeted advertising or any commercial purpose
• Parents and guardians may request access to, or deletion of, personal information held about their child by contacting admin@virginiaunitedfc.com.au

From December 2026, amendments to the Privacy Act require organisations to disclose when automated decision-making processes are used in ways that significantly affect individuals.

Virginia United FC does not currently use automated systems to make significant decisions about individuals. Where member information is processed by third-party platforms (such as Majestri, PlayFootball or FQ systems) that may involve automated functions, those platforms' own privacy policies apply to their processing activities. We will update this section if our use of automated decision-making changes.

Our website may contain links to third-party websites, including Football Queensland, Football Australia, PlayFootball, and our sponsors. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing any personal information.

If you believe we have handled your personal information in a way that does not comply with this policy or the Australian Privacy Principles, please contact us in the first instance:

Privacy Officer

Email: admin@virginiaunitedfc.com.au

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):

• Website: oaic.gov.au
• Phone: 1300 363 992

We may update this Privacy Policy from time to time. The current version will always be available on our website at virginiaunitedfc.com.au. We encourage you to review it periodically.