UCanDance Club Incorporated (hereafter, UCanDance) is committed to ensuring that members' privacy is protected. UCanDance is subject to the Privacy Act 1993, and you may request access to and/or correction of your personal information at any time.
Members of the UCanDance Executive Committee and other UCanDance volunteers shall only have access to documents or records containing your personal information when it is necessary as part of their duties. Your personal information will not be disclosed to a wider audience (e.g., other members of the club) without permission, except where there is a reasonable expectation that this should occur. In particular, any email address(es) you provide will only be used for the purposes of UCanDance and will never be on-sold.
Membership Records
UCanDance holds membership records for the purposes of legal compliance (for example, under the Incorporated Societies Act 1908), administration, UCSA affiliation requirements, and for compiling demographic information.
Membership records may include some or all of your name, email address, postal address, phone number, student number, student ID, university department, gender, subscription status, and years active within the club.
Providing your details on a sign-up form (for example, through this website, at a UCanDance class, or at a university Clubs' Day) implies that you give your consent to become a UCanDance member and to receive emails from us, unless otherwise stated. You can unsubscribe from these emails at any time by following an unsubscription link included in all emails sent on our mailing list(s), and this will not affect the status of your membership.
Membership records may be shared with certain third parties when necessary as part of the operation of the club. These include, but are not limited to, the UCSA (to which UCanDance is affiliated) and any mailing list provider(s).
UCanDance will hold membership records for no more than seven years after you are last recorded as active, unless you are still subscribed to a UCanDance mailing list, in which case your membership records will be deleted within a year of unsubscribing from all UCanDance mailing lists. UCanDance reserves the right to unsubscribe addresses from its mailing lists if the corresponding members have been inactive for long amounts of time.
UCanDance will delete your membership records on request, provided that you are aware that you will cease to be a member and/or be unsubscribed from UCanDance mailing lists (where applicable) as a result.
Other Records
UCanDance holds other records that may contain personal information. These include, but are not limited to, details of event attendance, meeting minutes, disciplinary records, and email correspondence. Third parties, such as mailing list provider(s), may record additional information such as your interactions with any emails we send.
Files and records containing personal information will not be kept for longer than is reasonable. In particular, except where required by law:
- Details of event attendance containing personal information shall be kept for no more than one year;
- Meeting minutes shall be kept indefinitely;
- Disciplinary records shall be kept for no more than seven years, except:
- When the member concerned is the subject of other disciplinary action that has occurred in the last seven years;
- When the records provide evidence or supporting information for minuted decisions, determinations or disciplinary action made by the Executive Committee in the last seven years;
- If there are pending issues to be considered by the Executive Committee where the records could be used as evidence or supporting information; or
- If the President, at his or her discretion, believes there is a reasonable chance that the member concerned may be the subject of disciplinary action in the future.
Queries and Concerns
If you have any queries or concerns about our privacy policy, please contact us. The UCanDance President is a designated privacy officer under the Privacy Act 1993.