Privacy Policy
Privacy Policy
Black & Gold of Victoria
Last updated: 29 September 2026
1. About this Privacy Policy
Black & Gold of Victoria ("Black & Gold", "we", "us" or "our") is an incorporated association representing former students of D.S. Senanayake College living in Victoria, Australia.
We respect your privacy and are committed to handling personal information responsibly and transparently.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you interact with Black & Gold, including when you:
visit our website;
apply for or maintain membership;
register for or attend our events;
contact us;
make a payment or donation;
receive communications from us; or
otherwise interact with the Association.
We aim to handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where they apply to us.
2. What personal information we collect
The information we collect depends on how you interact with us.
This may include:
your name;
email address;
telephone or mobile number;
postal or residential address;
details relevant to your connection with D.S. Senanayake College, including graduation or alumni information;
membership details and history;
event registration and participation details;
payment and transaction information;
donation information;
correspondence and enquiries you send to us;
information you provide when volunteering or becoming involved with the Association;
information necessary to administer Association activities and membership; and
information you voluntarily provide to us for other Association-related purposes.
When you use our website, we may also collect limited technical information such as your IP address, browser type, device information, pages visited and general website usage information, depending on the technologies and services in use on the website.
We do not generally seek to collect sensitive information. If sensitive information is required for a particular purpose, we will handle it in accordance with applicable privacy requirements.
3. How we collect personal information
We generally collect personal information directly from you.
For example, we may collect information when you:
submit an enquiry;
apply for membership;
update your membership details;
register for an event;
communicate with a committee member;
make a payment or donation;
subscribe to receive communications from us; or
otherwise voluntarily provide information to the Association.
We may also receive limited information from service providers that assist us in operating the Association, such as payment or website service providers.
Where reasonably possible, we will collect personal information directly from the individual concerned.
4. Why we collect and use personal information
We collect, hold and use personal information for purposes associated with operating and administering the Association.
These purposes may include:
processing and administering membership applications and renewals;
maintaining membership records;
communicating with members and prospective members;
providing information about Association activities and events;
managing event registrations and attendance;
administering payments, membership fees and donations;
organising Association meetings, activities and community events;
communicating important Association notices;
maintaining appropriate Association records;
responding to enquiries and requests;
administering volunteering and other involvement with the Association;
improving our website and communications;
protecting the security and integrity of our systems and services;
complying with legal or regulatory obligations; and
carrying out other activities reasonably necessary to operate the Association.
We will not generally use personal information for a purpose that is unrelated to the purpose for which it was collected unless permitted or required by law or you have otherwise consented.
5. Membership information
If you apply for or become a member of Black & Gold, we may collect and maintain information necessary to administer your membership.
This may include your contact details, membership type, membership status, relevant alumni information, payment records and correspondence relating to your membership.
Membership information may be used to:
process membership applications;
confirm membership status;
maintain the Association's membership register and records;
provide membership-related communications;
administer voting and other membership rights where applicable;
invite members to Association events and activities; and
otherwise administer the affairs of the Association.
Membership applications may be reviewed by the Association's Committee in accordance with the Association's rules and applicable requirements.
6. Events and activities
If you register for or attend an Association event, we may collect information needed to organise and administer the event.
This may include your name and contact details, registration details, attendance information and other information relevant to the particular event.
From time to time, photographs or other recordings may be taken at Association events for legitimate Association purposes, including documenting activities and promoting the Association.
Where appropriate, we will take reasonable steps to inform attendees when photography or recording is taking place and provide an appropriate opportunity to raise concerns.
7. Payments and donations
Membership payments and other payments made through our website may be processed by third-party payment providers, including Square.
Where you are directed to a third-party payment service, the payment provider may collect and process your payment information in accordance with its own privacy policy and terms.
Black & Gold does not generally need to collect or retain your full payment card details.
We may retain information about a transaction, such as the amount, date, payment status and the person or membership to which the transaction relates, where necessary for accounting, membership administration, record keeping or other legitimate Association purposes.
8. Communications
We may use your contact information to communicate with you about:
your membership;
Association meetings and notices;
events and activities;
important changes affecting members;
fundraising and community activities; and
other information relevant to your relationship with Black & Gold.
Where applicable, you may choose not to receive certain non-essential communications by contacting us.
Important administrative or membership communications may still be sent where reasonably necessary to administer your membership or the Association.
9. Website cookies and similar technologies
Our website may use cookies and similar technologies to enable essential website functionality, maintain security, remember preferences and, where applicable, understand how visitors use the website.
Cookies are small data files stored on your device by a website.
Some cookies may be necessary for the website to function correctly. Other cookies or technologies may be provided by third-party services used on the website.
Depending on the services in use, these technologies may collect information such as your IP address, browser type, device information, pages visited and general usage information.
We do not use cookies to intentionally collect sensitive personal information.
You can generally control or disable cookies through your web browser settings. Disabling certain cookies may affect the functionality of some parts of the website.
Where third-party services are used, those providers may also have their own privacy policies and practices.
10. Third-party services and websites
We may use third-party services to help us operate the Association and website.
These may include services for:
payment processing;
website hosting and infrastructure;
email and communications;
event administration;
website analytics;
security and spam prevention; and
social media and content sharing.
We only provide third parties with access to personal information where reasonably necessary for them to provide services to us, where required by law, or where otherwise permitted.
Our website may also contain links to third-party websites, including social media platforms such as Facebook and Instagram and payment services such as Square.
Once you leave our website and access a third-party website or service, that organisation's own privacy policy and terms will apply.
We encourage you to review the privacy policies of third-party services before providing them with personal information.
11. Disclosure of personal information
We do not sell your personal information.
We may disclose personal information where reasonably necessary to operate the Association, including to:
members of the Association's Committee where necessary to perform their Association responsibilities;
service providers who assist us with website, communications, payment, hosting, security or other Association functions;
event or activity providers where necessary to organise an event or activity;
professional advisers where reasonably necessary;
government agencies, regulators or law enforcement bodies where required or authorised by law; or
other parties where you have consented to the disclosure or disclosure is otherwise permitted by law.
We will take reasonable steps to ensure that information disclosed to service providers is handled appropriately.
12. Overseas disclosure
Some third-party service providers we use may store or process information outside Australia.
For example, payment, hosting, email, analytics, social-media or other technology providers may operate infrastructure in other countries.
Where the Privacy Act applies to us, we will take reasonable steps to comply with applicable requirements concerning the disclosure of personal information overseas.
Because the location of third-party infrastructure can change, the specific countries in which information may be processed may vary from time to time.
13. How we store and protect personal information
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Depending on the nature of the information, safeguards may include:
access controls;
password protection;
secure systems and services;
limiting access to people who need information for Association purposes;
security monitoring and maintenance; and
appropriate procedures for handling personal information.
No method of transmitting or storing information electronically can be guaranteed to be completely secure.
14. How long we keep personal information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to administer the Association, to maintain appropriate records, or where we are required or permitted by law to retain it.
When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it, subject to any legal, accounting, governance or other record-keeping requirements.
Membership and Association records may need to be retained for appropriate historical, governance or legal purposes.
15. Access to and correction of personal information
You may contact us to request access to personal information we hold about you.
You may also ask us to correct information if you believe it is inaccurate, incomplete, out of date or misleading.
We will generally respond to access and correction requests within a reasonable period and may need to verify your identity before providing access to personal information.
In some circumstances, access may be refused where permitted or required by law. If this occurs, we will explain the reason where appropriate.
16. Complaints and privacy concerns
If you believe we have mishandled your personal information or breached an applicable privacy obligation, we encourage you to contact us first so that we can investigate and address your concern.
Please provide sufficient information to allow us to understand and investigate your complaint.
We will:
acknowledge your complaint where appropriate;
investigate the issue;
consult with relevant people where necessary; and
provide a response within a reasonable period.
You can contact us using the details below.
If you are not satisfied with our response, and the Privacy Act applies to the matter, you may also contact the Office of the Australian Information Commissioner (OAIC).
17. Dealing with us anonymously or using a pseudonym
Where it is reasonably practicable, you may contact us anonymously or using a pseudonym.
However, this may not be possible where we need to identify you to administer membership, process a payment, respond to a specific request, verify your identity or perform another function that requires identification.
18. Children's privacy
Our services are primarily intended for members, alumni, supporters and the broader community.
We do not knowingly seek to collect personal information from children unless it is reasonably necessary for an Association activity or event and appropriate arrangements are in place.
Where personal information about a child is collected, we will take reasonable steps to handle that information appropriately and in accordance with applicable privacy requirements.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our activities, website, service providers, privacy practices or legal requirements.
The latest version will be published on our website and will show the date it was last updated.
We encourage you to review this Privacy Policy periodically.
20. Contact us
If you have a question about this Privacy Policy, want to access or correct your personal information, or wish to make a privacy complaint, please contact:
Black & Gold of Victoria
Email: info@myblackandgold.org
We will use reasonable efforts to respond to privacy enquiries and complaints as soon as practicable.