PRIVACY POLICY

Summer 9s is an independent junior rugby league tournament conducted in New South Wales, Australia, by Summer Nines Rugby League Incorporated (ABN 45 919 492 690).

In this Privacy Policy, "Summer 9s", "we", "us" and "our" refer to Summer Nines Rugby League Incorporated.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

What we collect depends on how you deal with us.

We collect and use personal information to register teams and players, verify player age and eligibility, administer and run the tournament, look after player safety, communicate with participants, keep tournament records, meet legal and insurance obligations, protect the integrity of the competition, and respond to enquiries and complaints.

We will not use personal information for unrelated purposes without consent, unless the law requires or allows it.

If you do not provide the information we ask for, we may not be able to register or verify a player. You may make general enquiries without identifying yourself. However, we cannot register or verify a player anonymously.

We may require proof of age for players. A parent or guardian may be asked to provide a copy of the player's birth certificate or passport.

Before uploading a document, please cover up any information we do not need — including passport numbers, parents' details, place of birth and registration numbers. The player's full name and date of birth must remain clearly visible.

Identification documents will only be used for age and eligibility verification and related tournament administration, only accessed by authorised Summer 9s personnel, never published publicly, never shared with clubs or coaches, and never used for marketing.

After a player is verified, we record that verification has been completed. We securely delete the identification document once it is no longer needed — no later than 30 days after the tournament ends, unless needed for an unresolved eligibility dispute.

Most tournament participants are under 18. For players under 15, a parent or guardian must provide the player's information and any consent on the player's behalf.

Parents and guardians may contact us at any time about information submitted for their child.

Summer 9s, or photographers acting for us, may take photographs and video at the tournament. We may use them on our website, on social media and in tournament promotion.

We will not publish a player's full name together with their image without the consent of a parent or guardian.

Parents and guardians who do not want their child photographed for publication can tell us at registration or by emailing [email protected]. We will take reasonable steps to respect that request. If a published image of your child concerns you, contact us and we will consider removing it.

Please note that other spectators may take their own photographs. We cannot control how they use them.

We collect personal information through registration and player verification forms, the Summer 9s website, email and telephone, online registration and payment platforms, and communications with clubs, coaches, team managers, players, parents and guardians.

We hold personal information electronically, in secure online systems operated by us or our service providers. Any paper records are stored securely.

We use service providers to help with website operation and online forms, registration and payment processing, data storage and communications, tournament administration, and website analytics. These providers may handle personal information on our behalf, only for the purposes described in this policy.

We use Formspree to process player verification submissions and uploaded identification documents.

Some of our service providers store or process personal information outside Australia. In particular, Formspree stores and processes information in the United States.

We take reasonable steps to ensure overseas providers protect personal information appropriately.

Summer 9s will never sell or rent personal information. We may disclose personal information where reasonably necessary for tournament purposes, including to authorised Summer 9s committee members and administration personnel, team managers or club representatives for registration or eligibility matters (not including identification documents), first aid or emergency services, technology and payment service providers, insurers, legal or law enforcement authorities where required, and professional advisers.

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.

Access to identification documents and health information is limited to authorised personnel who need it. We will not ask staff, coaches or volunteers to share identification documents through public or unsecured channels, such as group chats or social media.

No system is completely secure. If a data breach is likely to cause serious harm to anyone, we will notify the affected people as soon as practicable and notify any regulator where the law requires it.

We keep personal information only for as long as it is reasonably needed for tournament administration, eligibility verification, dispute resolution, insurance, legal obligations and record keeping. Identification documents are deleted as set out in Section 4. Health information is kept only as long as needed for player safety, insurance or legal requirements. Other records are kept for as long as needed for their purpose, then securely deleted or de-identified.

You may ask to see the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date or incomplete. A parent or guardian may make a request on behalf of their child. We may need to verify your identity or authority first.

Send requests to [email protected]. We will respond within a reasonable time, usually within 30 days.

If you believe we have mishandled your personal information, please contact us first at [email protected]. Tell us enough for us to understand the issue, including the relevant form, registration or interaction.

We will investigate and respond within a reasonable time, usually within 30 days. If you are not satisfied with our response, you can ask for the complaint to be reviewed by the Summer 9s committee. You may also be able to complain to the Office of the Australian Information Commissioner (www.oaic.gov.au).

Our website uses cookies and analytics tools to operate the site and understand how it is used. Third-party services on the website may also use cookies under their own privacy policies. You can control cookies through your browser settings.

We will only send you promotional emails or SMS messages with your consent. These may cover future events or sponsor offers. Every marketing message will identify Summer 9s and include a simple way to unsubscribe. We will act on unsubscribe requests promptly.

You will still receive essential messages about a registration you have made, such as fixtures, schedule changes and safety information. Identification documents and health information will never be used for marketing.

We may update this policy to reflect changes to our activities, service providers or the law. The latest version will always be on the Summer 9s website, with its updated date.

Summer Nines Rugby League Incorporated

ABN 45 919 492 690

Email: [email protected]