Privacy Policy
Last updated: 9 June 2025

1. Introduction
The Silver Fawn Club ("we", "us", "our") is committed to protecting the privacy of our members, prospective members, and website visitors. This Policy sets out how we collect, use, disclose, retain and secure personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Scope & Jurisdiction
Most of our members reside in NSW, though a small number may be interstate or overseas (Sri Lanka). This Policy operates under the Privacy Act 1988 (Cth) and applies to all personal information we hold.

3. What Information We Collect
We collect personal information necessary to operate the Club, including:

  • Membership applications: name, postal address, email, phone, family group data (via Zoho Forms/CRM)
  • Event registrations & payments: names, contact details and billing info (via TryBooking, Square)
  • Communications: email addresses for newsletters and website contact form submissions
  • Website analytics: IP address, cookies and usage data (via WordPress & Google Analytics)
  • Social media interactions: publicly posted comments or messages on our Facebook page/group

4. How We Use Your Information
We use personal information to:

  • Manage memberships and renewals
  • Communicate Club news, invitations and newsletters
  • Operate and administer events (ticketing, RSVPs, payments)
  • Improve our website and services through analytics
  • Fulfil legal obligations

5. Disclosure to Third Parties
We share personal information only with:

  • Service providers: Zoho (CRM, Forms, Campaigns), TryBooking, Square, WordPress hosting (with Sucuri Security), Google Analytics—under strict confidentiality agreements.
  • Legal authorities: where required by law (e.g., subpoenas).
    We do not share mailing lists with Mailchimp or other unsolicited marketing agencies.

6. Photography & Media Consent
From time to time, photos are taken at our events for use in our newsletter, on our website, and on our Facebook page/group.

  • If you do not wish to have your photo published in any of these media, please inform us at secretary@silverfawn.com.
  • We will honour all reasonable requests to exclude images of individuals from our publications.

7. Data Retention
We currently retain member data indefinitely. We recommend the Committee consider adopting the following schedule:

  • Active members: retain during membership tenure
  • Past members: retain for 7 years after membership expiry
  • Contact-form and event data: retain for 3 years after the event/inquiry date
    This schedule should be reviewed annually.

8. Security
We employ safeguards to protect your personal information, including:

  • Secure WordPress hosting with Sucuri Security hardening
  • Strong password policies and two-factor authentication for administrative access
  • Regular server backups and system updates
  • Access controls limiting who can view or edit data

9. Your Rights
Under the APPs, you have the right to:

  • Access your personal information
  • Correct any inaccuracies
  • Request deletion of your data (subject to legal/financial obligations)
  • Opt-out of marketing communications at any time
    To exercise these rights, contact secretary@silverfawn.com. We aim to respond within 30 days.

10. Complaints
If you believe we have breached this Policy or the APPs, please contact our Privacy Officer at secretary@silverfawn.com. We will investigate and respond within 30 days. If dissatisfied, you may refer the matter to the Office of the Australian Information Commissioner (OAIC).

11. Updates to this Policy
We may update this Policy periodically. The “Last updated” date at the top reflects the most recent revision. Material changes will be communicated via email or our website.