top of page

Privacy Policy

 

SSG Multisports (Suttons Swim Group Multisports Inc)

 

Last updated: 29 October 2026

 

1. Who we are

 

Suttons Swim Group Multisports Inc ("SSG Multisports", "the club", "we", "us") is a community ocean swimming and triathlon club based at Suttons Beach on the Redcliffe Peninsula, Queensland, Australia. We are an incorporated association run by a volunteer management committee.

 

This policy explains how the club collects, uses, stores and shares personal information. It is a general summary only and is not legal advice. We aim to handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

 

2. What information we collect

 

We only collect what we need to run the club and our events. Depending on how you deal with us, this may include:

  • Membership details. Club membership is held through AusTriathlon (Triathlon Australia). When you join and choose SSG Multisports as your club, the club can see the membership details held in that system, such as your name, date of birth, gender, contact number, email address, postal address, membership type, and start and expiry dates.

  • Emergency contact details. Emergency contact details are held in the Triathlon Australia (AusTriathlon) member portal and are provided by members when they join or renew. Committee members can view them there for safety purposes.

  • Event entry details. If you enter a club event such as the Moreton Bay Swim, your entry is taken through Race Roster, and the event is run with Race Promotions. Race Promotions manages the entry settings and data, so the club does not have access to everything held in Race Roster. The club may receive an export of entry details, such as your name, sex, date of birth and age, email address, home address, the event distance you entered, and your registration date and confirmation number. We use this to run the event and to let past entrants know about future club events. Race Roster's and Race Promotions' own privacy policies also apply to the information you give them.

  • Enquiries. If you email us or use the contact page on our website, we collect your name, email address and the contents of your message.

  • Photos and videos. Images of members and event participants taken at club sessions and events, or shared with the club (see section 5).

  • Website information. Our website is hosted by Wix, which may use cookies and collect basic technical information (such as browser type and pages visited) to run the site.

 

3. Why we use your information

 

We use personal information to:

  • manage club membership and keep our affiliation and insurance arrangements in order with AusTriathlon;

  • contact you about club sessions, events, volunteering and committee matters;

  • run and manage events safely, including entries, safety planning and event communications;

  • respond to your enquiries;

  • share club news, results and photos with our community (see section 5);

  • let past event entrants know about future club events; and

  • meet our legal and governance obligations as an incorporated association.

 

We do not use your information for any purpose that is unrelated to the club, unless you agree or the law requires it.

 

4. Who we share it with

 

We share personal information only where it is needed to run the club:

  • AusTriathlon (Triathlon Australia), for membership, affiliation and insurance;

  • event and website service providers we use to run entries and our website (for example Race Roster and Wix);

  • our committee members and volunteers who need it to do their club role; and

  • emergency services, regulators or other authorities if required by law or to protect someone's safety.

 

We do not sell personal information, and we do not give it to advertisers or other third parties for marketing.

 

Some of the online services we use, such as Google, Meta (Facebook, Instagram and Messenger) and Wix, may store information on servers outside Australia.

 

5. Photos and videos

 

SSG Multisports takes photos and videos at club sessions and events, and members often share photos in club chat groups. We may share club activity images on our website and on the club's Facebook, Instagram and YouTube pages to show what the club does and to celebrate our members.

 

When members post photos of themselves in the club's Facebook members group or chat, we take that as agreement for the club to use those photos for club purposes. The club does not get separate consent from every other member who may appear in group photos taken at sessions or posted in the group or chat. If the club wants to use a photo a member posted on their own personal profile, we will usually message them to ask first.

 

We only share photos of children under 18 on the club's public Facebook Page or website when the photo was provided by the child's parent or guardian.

 

If you do not want to appear in club photos or videos, or you would like an image of you removed from the club's website or social media pages, email us at suttonsswimgroup@gmail.com. We will stop using the image and remove it from the channels we control as soon as we reasonably can. We cannot remove copies that other people have already saved or shared.

 

6. Google Drive and photos shared in club Messenger chats

 

The club uses its own Google app, "SSG Drive uploads", to upload photos that are shared in club Messenger chats to the club's private Google Drive. The app is owned and managed by the club (suttonsswimgroup@gmail.com).

  • The photos are saved to the club's private Google Drive only.

  • The app is used only for this purpose.

  • The photos are not shared with third parties and are not used for advertising or any other purpose by the app.

  • The app works with the club's own Drive. It does not access the Google accounts or Google Drive files of members or the public.

 

Any photo the club later chooses to publish is handled as described in section 5.

 

7. Storage and security

 

We take reasonable steps to protect personal information from misuse, loss and unauthorised access. Club records are kept in password protected online accounts, and the club's Google Drive is private. Only the club's executive committee has full access to the club's Google Drive. Some photo folders are shared with members so they can upload photos they've taken of other members at club activities.

 

Club records and photos are kept on the club's Google Drive with no set deletion date. If a member asks us to delete content about them, we will permanently delete it unless we need to keep it by law. If someone who is not a member asks us to remove content showing a member, a committee member will check with that member and delete it if they have not given consent.

 

The committee downloads membership reports from the Triathlon Australia portal to run the club. These reports are stored on the club's private Google Drive and used in the club's own membership app, which currently runs on a committee member's computer, not online, and is protected by secure sign-in. If the club moves this app online, this policy will be updated.

 

No online system is completely secure. If you think your information has been misused, please contact us straight away.

 

8. Access, correction and complaints

 

You can ask to see the personal information the club holds about you, or ask us to correct it if it is wrong or out of date. Email suttonsswimgroup@gmail.com and we will respond within a reasonable time. Membership details held in AusTriathlon's system can also be updated through your AusTriathlon member profile.

 

If you have a concern about how we have handled your information, please contact us first so we can try to fix it. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

 

9. Changes to this policy

 

The committee may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.

 

10. Contact us

 

SSG Multisports (Suttons Swim Group Multisports Inc)

 

Email: suttonsswimgroup@gmail.com

 

Location: Suttons Beach, Redcliffe Peninsula, Queensland, Australia

 

Post: PO Box 731, Margate Beach QLD 4019

bottom of page