Policies

RISK MANAGEMENT

The aim of this policy is to highlight the need for risk awareness and give guidelines for risk management. It supplements the Risk Management Guidelines published under Club Administration on the PSPL website and should be read in conjunction with these guidelines.

The primary responsibility for risk management rests with the activity coordinator (the “activity champion”) in consultation with the President. However, all members are responsible for their own safety. Members must be risk aware and bring any perceived risks to the attention of the activity champion and/or the President.

The safety of all members is the responsibility of all members.

All activities should be assessed in accordance with the following guidelines:

Risk Identification

Consider all possible risks. These may include but are not limited to:

Trip Hazards, risk of fall, medical emergency and availability of health services, transport risks, weather, physical demands vs fitness of participants

Risk Assessment

What is the likelihood of an event occurring? What would be the consequence of the event?

An event that has a reasonable likelihood of occurring and that would result in significant injury or worse would be considered high risk.

Risk Mitigation

Ensure there is a list of attendees at all activities, including emergency contacts.

The health and fitness of participants should be considered.

Advise participants of any procedures to be followed in the case of an emergency.

Encourage members to carry a medical card.

Consider scenarios for dealing with an event should it occur.

Finally, all members must assess their own ability to safely participate in any activity. If any doubt exists, or any special assistance is required, consult the activity “champion” and/or President.

REFUND POLICY

If a member wishes to withdraw from an activity for which they have made a payment, a refund may be given at the Management Committee’s discretion.

This will be done on the basis of no cost to the club. Any costs incurred by the club will be deducted from the refund amount.

Longueville Probus Club is committed to protecting the personal information and the privacy of members. The Club aims to adhere to legal standards in order to safeguard members' personal information, foster trust within our community and ensure transparency regarding data handling practices.

The Longueville Probus Club is exempt from the requirements of the Australian Privacy Act 1988, as the Club does not meet the Act’s turnover currently set at three million dollars ($3,000,000), However, in accordance with the recommendation of Probus South Pacific and as a matter of best practice, Longueville Probus Club wishes to follow the Australian Privacy Principles under the Privacy Act when collecting, holding, using or disclosing personal information. Accordingly, our club has established a privacy policy for the handling of personal information.

Information Collection

Longueville Probus Club collects the following information from members:

Legal name, Preferred name, Membership Number, Date of Birth, Address, Phone number, Email Address and Emergency Contact mobile number and relationship to member.

The purpose of collection of this information is for membership management, communication and event planning by the Committee.

Data Usage

Member’s details are used by the Committee to communicate with members via newsletters, activity updates, event announcements and event registration.

Data Sharing

- Member information is for Committee use only and will not be shared with third parties without consent. If Third-Party services are used, (e.g a travel planning consultant or similar) members will be notified that their details have been given to this party.

- The Club newsletter and website will not publish any member’s personal details without their consent and will include this endorsement: “Private and Confidential for Probus’ use only and not to be used for any other purpose”.

Data Security

Access to member’s details and emergency contacts, may be given to Activity Co-ordinators (Champions) who are responsible for the responsible management of events and activities of the Club, including the safety of members in case of emergency.

Member Rights

- A member may at any time, on application to the Club Secretary, access their personal information held by the Club and have that information amended or corrected.

- A member may draw to the attention of the Secretary any perceived breach of the Australian Privacy Principles (APP) and such complaint will be considered and responded to by the Club’s Committee.

Data Retention

Personal information will be retained securely as long as a person is a member of the Longueville Probus Club.

Consent

- The Club may publish photographs of a member on its website, in its newsletter and/or on social media to promote the Club and its events unless a member has advised the Club Secretary in writing that they do not consent to such publication.

- Members can opt in or out of receiving communications from the club by contacting the Secretary.

- Any sensitive information (e.g., health-related data), will require explicit consent from the member for it to be held by Longueville Probus Club.

Policy Updates

Members will be notified of any changes to the privacy policy via email communication

The privacy policy will be reviewed regularly to ensure compliance and relevance.

CODE OF CONDUCT POLICY

All members of the Longueville Probus Club are expected to act towards one another in a manner which is kind, respectful, polite and considerate.

Comments made on any social media platform associated with the Longueville Probus Club, including Facebook and any What’s App group are expected to follow these guidelines.

PROBUS CLUB HANDBOOK

Probus South Pacific Handbook

Helpful Guidelines for Management Committees

2022-2023 Edition, Australia and New Zealand