1. Australian Olympic Commitee
The Australian Olympic Committee Inc. (ABN 33 052 258 241) of Level 4, 140 George Street, Museum of Contemporary Art, Sydney NSW 2000 (the AOC) is the National Olympic Committee responsible for developing, promoting and protecting the Olympic movement in Australia.
This Privacy Policy (the Policy) sets out the way in which the AOC collects, holds, uses and discloses personal information and also explains your rights and how to contact the AOC. The AOC is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act). Please read it carefully.
In this policy:
AOC Digital Platforms means the AOC’s digital platforms, including the AOC website, online portals (including the Team member and alumni portals), applications, chatbot, social media or other communication platforms.
AOC Partners has the meaning given in section 3.3(c) of this policy.
Metadata has the meaning given in section 2.5 of this policy.
OCOG means an Organising Committee for an Olympic Games, including the Brisbane Organising Committee for the 2032 Olympic and Paralympic Games.
Olympic Administrators has the meaning giving in section 3.3(a) of this policy.
Teams means an Australian Olympic Team, Australian Olympic Winter Team, Australian Youth Olympic Team, Australian Youth Olympic Winter Team or other Australian team selected by the AOC for participation in a regional games (such as the Australian Pacific Games Team).
2. What personal information do we collect?
2.1. In the course of its operations, the AOC may collect, use and disclose the personal information of athletes, officials, members of a Team, individuals associated with a Team, ticketholders, administrators, participants, fans and other. In each case, the precise nature of the collection, use and disclosure of personal information by the AOC depends on the services you request and receive from, and your interaction with, the AOC. If you are under the age of 15, please provide this Privacy Policy to your parent or guardian before providing us with your personal information.
2.2. The types of personal information held by the AOC may include (without limitation) your name, address, phone number, email address, date of birth, gender, occupation, social media details and your IP address. Depending on the services you receive from the AOC and your interaction with the AOC, the AOC may also collect and hold details about your participation history, emergency contact information, credit card information, driver’s licence details, passport details, residential address, training address, personal phone number, coach, manager or agent’s phone number or email as well as information about your interests and your interaction with the AOC and the Olympic Movement.
2.3. In certain circumstances, the AOC may (with your consent) collect information about your health or other sensitive information about you (for example information about your racial or ethnic origin). The AOC may use health or sensitive information about you to ensure that all programs administered and Teams selected by the AOC in which you participate are run safely and in accordance with any special health needs you may have and for insurance purposes. The AOC may also use health information as required by the AOC’s policies and by-laws, including medical and anti-doping testing and investigations.
2.4. The AOC may use and disclose de-identified personal information or sensitive information for purposes other than the purpose for which you provide the information, including to carry out research, to prepare submissions to government or a government body, to plan events or activities or to assist the AOC, AOC Partners or Olympic Administrators to gain insights into the fans of and participants in the Olympic Movement in Australia. De-identified information is information which has been aggregated or otherwise de-identified so that it cannot be used to identify you or any other individual.
2.5. In certain circumstances the AOC may collect metadata that results from your use of the AOC Digital Platforms. Such metadata may include your browser type, internet service provider, referring/exit pages, operating system, date and time of accessing the AOC Digital Platform, relevant pages or platform accessed and any information downloaded (Metadata). More information about how the AOC records Metadata using cookies and other technology and how the AOC, its third party providers and certain AOC Partners or Olympic Administrators use such Metadata can be found in section 7.
2.6 When you or relevant third parties provide the AOC with personal information, this Policy will apply to the manner in which the information is collected, used, disclosed and stored by the AOC. If you choose not to provide certain personal information, the AOC may not be able to communicate with you. It may also affect the AOC’s ability to provide you with the products and services that you require. For example, you may not be able to access member only areas of the website or lesson plans or e-newsletters if you do not provide certain personal information.
3. How do we collect your personal information?
3.1. Personal information may be collected by the AOC from you or from a third party. The AOC uses forms, applications, chatbots, online portals and other electronic or paper correspondence to collect this information.
3.2. For example, the AOC may collect personal information from you:
(a) when you, or others on your behalf, submit data to the AOC Digital Platforms;
(b) when you provide it to the AOC by filling in forms approved by the AOC from time to time;
(c) when you contact the AOC (including via email or phone or chatbot);
(d) when you register for or attend a fundraising, sporting event in connection with the AOC or other AOC activity;
(e) when you engage with the AOC via social media or other communications platforms, including our chatbots;
(f) from cookies;
(g) when you subscribe to receive AOC publications or updates, including our various newsletters; or
(h) when you enter a competition that is being conducted by, or on behalf of, the AOC.
3.3. The AOC may also collect personal information about you from third parties, including:
(a) a National Federation, Australian, State and Territory Institutes of Sport, Australian, State and Territory Academies of Sport, State and Territory Olympic Councils, the Australian Sports Commission, the International Olympic Committee, a sporting club, a competition administrator, an anti-doping body such as Sports Integrity Australia, an OCOG, the Australian Federal Police, an Australian Government Department such as the Department of Immigration and Border Protection, the various State and Territory Government Departments responsible for conducting and processing Working With Children Checks or CrimTrack or other online police check agencies, and other stakeholders involved in the Olympic Movement and Paralympics Australia (Olympic Administrators);
(b) your authorised representatives, including nominated individuals, family members, coaches, agents or administrators from your National Federation;
(c) AOC corporate partners, licensees, sponsors, suppliers and broadcasters including (without limitation) those partners and suppliers listed on https://www.olympics.com.au/partners/ (AOC Partners);
(d) ticketing agents, event organisers and hospitality providers, including official Olympic Games hospitality providers;
(e) vendors; and
(f) the organisations listed in section 5 below.
3.4 In addition, when you apply for a job or volunteer position with us, we may collect certain information from you (including your name, contact details, working history and relevant records checks), from any recruitment consultant, your previous employers and others who may be able to provide information to us to assist in our decision on whether or not to make you an offer of employment or engage you under a contract. The Privacy Act contains certain exemptions in relation to certain acts undertaken in relation to employee records and related bodies corporate. Where appropriate, we make use of relevant exemptions in the Privacy Act.
4. Why do we use your personal information?
4.1. The AOC may use the personal information collected about you in a variety of ways, including:
(a) to maintain accurate archives and historical records;
(b) to verify your identity, including to determine eligibility for selection or appointment to a Team;
(c) to facilitate registration (including accreditation if applicable) and organisation of a Team,
(d) to facilitate registration and attendance at AOC or Olympic Administrator / AOC Partner events;
(e) to organise, conduct and promote Olympic related activities and other events (including for the purpose of distributing publications, updating AOC Digital Platforms, providing information, making ticket offers and sending you invitations);
(f) to develop programs, activities, events, products and services relating to the Olympic Movement;
(g) to provide you with information about our services, including to send you newsletters or other communications that you have subscribed to;
(h) to communicate with you, including by email, mail, chat, SMS or telephone in connection with our services, activities or Teams;
(i) to investigate and take action in the event that applicable laws or regulations, including AOC by-laws or policies are breached, including AOC Codes of Conduct;
(j) to carry out market research and surveys;
(k) to assist in investigations regarding integrity matters, including anti-doping, betting or gambling activities;
(l) to conduct competitions or promotions for the AOC or on behalf of Olympic Administrators / AOC Partners and to contact you if you win a prize in a competition you have entered and to send the prize to you;
(m) for any use that is reasonably apparent at the time the information is collected;
(n) to administer, manage and improve the AOC Digital Platforms, including to provide you with a more effective user experience and to perform research or analysis aimed at improving the AOC Digital Platforms and any other AOC services;
(o) to display content and advertising of the AOC, Olympic Administrators or AOC Partners that is personalised and customised to your interests, preferences and experiences, including by using aggregated information and data received by the AOC and from third parties;
(p) to allow you to participate in interactive features of the AOC Digital Platforms;
(q) to generate consumer and marketing insights and to enable us and our trusted partners to better understand your preferences and interests, personalise your experience, enhance the products and services you receive, tell you about products and services we think might interest you and to inform the activities described in this section 4;
(r) for direct marketing communications from the AOC in relation to services, tickets and special offers made by our respective AOC Partners or Olympic Administrators. You will be able to opt-out of direct marketing at any time if you so choose, by contacting the AOC Privacy Officer in accordance with section 12 below;
(s) to enable the AOC Partners and Olympic Administrators to market and promote their products and services to you;
(t) for the purpose of the AOC complying with applicable laws and regulations.
5. Disclosing your personal information
5.1. The AOC may share your personal information with any Olympic Administrator or AOC Partner connected to the services you receive from, or your interaction with, the AOC (such as an OCOG if you are selected to a Team) or with whom you have expressed interest. Any Olympic Administrator or AOC Partner may then use your personal information to facilitate activities related to the Olympic Movement, including any associated activities such as integrity investigations or keep you updated with information about them.
The AOC may also share your personal information with any Olympic Administrator or AOC Partner to enable them to market and promote their products and services to you.
5.2. In addition, the AOC may also share your personal information with third parties in relation to the operation of the AOC’s business, activities (including fan engagement activities) or Teams, including:
(a) the AOC’s employees;
(b) the AOC’s related bodies corporate;
(c) the AOC’s insurers or banks (such as Westpac);
(d) the AOC’s professional advisors, including accountants, auditors and lawyers for the purpose of providing professional advice to us;
(e) third party service providers, suppliers and partners, such as:
- marketing and data service provides to facilitate the AOC’s marketing and digital activities, including by providing data insights and who may use your personal information for the purpose of matching with other information to enable the AOC to provide personalised experiences or to provide the AOC with data insights based on your interests, location, demographics, purchase intents and lifestyle; or
- suppliers who conduct specialised activities such as IT hosting services, website management, data analytics, security services, travel and hospitality services, ticketing agents;
(f) OCOGs;
(g) Paralympics Australia
(h) as required or authorised by law or where we have a public duty to do so, including for purposes of safety and security; and
(i) where you have consented to your personal information being disclosed to others.
5.3. If you receive a product or service from, or your information is otherwise collected by, an Olympic Administrator, AOC Partner or third party, the relevant Olympic Administrator, AOC Partner or third party may have a separate privacy policy that applies to their collection, use and disclosure of your personal information. You should refer to that privacy policy for further details about how they may collect, process, use, store and disclose your information and how you can contact the relevant them if you have queries, or wish to make a complaint, about their handling of your personal information.
To view the Information Notice on the processing of personal data of participants and other accredited persons for Paris 2024, click here.
5.4 The AOC may also disclose certain personal information in accordance with section 7.
6. Storing and disclosing your personal information abroad
6.1. In some circumstances the personal information that the AOC collects may be disclosed to certain recipients, and stored at certain destinations, located outside Australia, including for the purposes referenced in section 5 of this Policy.
6.2. The AOC will generally store personal information on data servers that are located within the geographical boarders of Australia. However, your personal information may be disclosed outside of Australia if any of the AOC’s servers from time to time are located outside Australia. As at the date of this Policy, the AOC uses servers based in the United States of America, Singapore and Japan.
6.3 The AOC also provides information to OCOGs and other organisations that are located in a country outside Australia. As at the date of this Policy, this includes OCOGs and organisations (such as Braze) in France, Korea, Solomon Islands, Italy, United States of America, Senegal, Switzerland, Singapore, Germany, Japan, Canada, Indonesia and Ireland.
7. AOC Digital Platforms and cookies
7.1 If you visit the AOC Digital Platforms, the AOC, its third party service providers and certain AOC Partners may use cookies or other technologies to record Metadata including your Internet Protocol address, browser type, Internet Service Provider, referring/exit pages, operating system, the pages accessed and any information downloaded.
7.2. A cookie is a piece of information that allows the AOC to identify and interact more effectively with your device. You can configure your web browser software to reject cookies, however some parts of the AOC Digital Platforms may not have full functionality in that case.
7.3. In some cases the AOC, its third party service providers and certain AOC Partners or Olympic Administrators may use cookies and other technologies such as web beacons and JavaScript to evaluate your use of the AOC Digital Platforms, to improve the quality and services of the AOC Digital Platforms, deliver customised advertising content or marketing you receive from AOC or others in accordance with this policy, measure the effectiveness of the advertising and provide other services relating to website activity and internet usage. The services the AOC may use from time to time include Google Analytics and Tag Manager, Braze, Meta, You can find more details in the privacy policies for those services, including for information on how to opt-out of certain conduct.
7.4. When we send you emails or other electronic messages, the AOC may record where you open the message and click on particular links via tracking pixels. This helps us to better understand what information is of interest to you.
8. Protecting your personal information
8.1. The AOC takes the security of personal information seriously. The AOC has appointed a Privacy Officer to oversee the AOC’s management of personal information.
8.2. The AOC has measures in place to protect the security and privacy of your personal information.
8.3. If you are considering sending us any other personal information through the AOC Digital Platforms, please be aware that the information may be insecure in transit, particularly where no encryption is used (e.g.: in an email). Any transmission is therefore at your own risk.
8.4. Where the AOC has given you (or where you have chosen) a password that enables you to access certain parts of the AOC Digital Platforms, you are responsible for keeping that password confidential. You must ensure it is sufficiently complex, not reuse it across other accounts and not share the password with anyone.
9. Access to and correction of your personal information
9.1. The AOC takes reasonable precautions to ensure the personal information that the AOC collects, uses and discloses is accurate, complete and up-to-date. However, the accuracy of the information depends in part on the information you provide. The AOC recommends that you let us know if there are any errors in your personal information and keep us up-to-date with changes to your personal information such as your contact details.
9.2. You have the right to access the personal information we hold about you, and can request the correction of your personal data if it is inaccurate, incomplete or out of date. If you would like to do so, please contact the AOC’s Privacy Officer to submit an enquiry to access the personal information the AOC holds about you. If we cannot provide you with access, we will provide you with reasons why.
10. Opting out of direct marketing communications
If you wish to unsubscribe from communications the AOC sends you, you can send an email to privacyofficer@olympics.com.au or use the opt-out function included in electronic communications.
11. Changes to this policy
The AOC may modify, alter or otherwise update this Policy at any time by publishing the new version of the Policy on the AOC website. We will indicate any changes by updating the date of the Policy. We encourage you to check our website periodically to ensure that you are aware of our current Privacy Policy. If you have any questions about this Policy, please contact the AOC’s Privacy Officer using the details provided below.
12. Contacting the AOC's privacy officer and making complaints
12.1. You may contact the AOC’s Privacy Officer in writing at privacyofficer@olympics.com.au or The Privacy Officer, Australian Olympic Committee, Level 4, 140 George Street, Museum of Contemporary Art, Sydney NSW 2000.
12.2. You may complain about the AOC’s collection, use or disclosure of your personal information by contacting the AOC’s Privacy Officer using the contact details above with your full name and contact details, together with a detailed description of the complaint. We will respond to your complaint within a reasonable period of time and inform you of the next steps we will take in dealing with your complaint. If we are unable to resolve your complaint, we will inform you of the next steps available to you in those circumstances.
