1Scope of this Policy

This Policy applies to all individuals who interact with Perth Gay Games 2030, including:

• participants and athletes;
• volunteers;
• officials and team managers;
• performers and presenters;
• spectators and supporters;
• donors and sponsors;
• media representatives;
• contractors and suppliers;
• website users; and
• any other individuals who engage with our services, programs or activities.

This Policy applies to personal information collected through:

• the Perth Gay Games 2030 website;
• registration and accreditation systems;
• ticketing systems;
• volunteer and workforce systems;
• newsletters and marketing communications;
• social media interactions;
• competitions and events;
• customer service enquiries; and
• third-party platforms used to support Games operations.

2Compliance with Australian Privacy Laws

Perth Gay Games 2030 is committed to complying with:

• the Privacy Act 1988 (Cth);
• the Australian Privacy Principles (APPs);
• the Spam Act 2003 (Cth);
• the Notifiable Data Breaches (NDB) Scheme;
• applicable health and records management obligations; and
• any contractual privacy or cybersecurity obligations imposed by government agencies, sporting bodies or funding partners.

Where international privacy obligations apply, including obligations imposed by international sporting organisations or overseas service providers, we will seek to apply the higher standard of privacy protection wherever reasonably practicable.

3Types of Information We Collect

The personal information we collect depends on your interaction with Perth Gay Games 2030.

This may include:

General Personal Information

• full name;
• preferred name;
• date of birth;
• gender identity and pronouns;
• contact details including address, email and telephone number;
• nationality and passport details;
• emergency contact information;
• photographs, video recordings and media images;
• ticketing and attendance records;
• payment and transaction information;
• employment or volunteer history;
• competition or accreditation details;
• communications with us; and;
• website and system usage information.

Sensitive Information

Under Australian law, some information is considered “Sensitive Information” and receives additional legal protection.

This may include:

• sexual orientation;
• gender identity;
• health or medical information;
• disability or accessibility requirements;
• dietary requirements;
• biometric or identification information;
• cultural or diversity-related information; and;
• information relating to inclusion, safety or safeguarding requirements. We will only collect Sensitive Information where:;
• you consent;
• collection is reasonably necessary for our activities or legal obligations; or
• collection is otherwise authorised or required by law.

We recognise that many participants in LGBTQIA+ sporting events may regard disclosure of identity-related information as highly sensitive. We will take additional care to minimise unnecessary collection and disclosure of this information.

4Why We Collect Personal Information

We collect personal information to:

• administer registrations and participation;
• conduct sporting and cultural events;
• manage accreditation and venue access;
• process payments and ticketing;
• communicate important event information;
• administer volunteer and workforce programs;
• provide accessibility and inclusion services;
• provide health, safety and safeguarding support;
• respond to emergencies or medical incidents;
• comply with legal and insurance obligations;
• investigate complaints or misconduct;
• improve our website and services;
• provide marketing communications where permitted;
• meet reporting obligations to sporting bodies, government agencies or funding partners; and
• protect the safety and integrity of participants and events.

5Why We Collect Personal Information

We collect information directly from you when you:

• register for events or programs;
• purchase tickets or merchandise;
• subscribe to newsletters;
• complete forms or surveys;
• contact us by phone, email or social media;
• volunteer or apply for employment;
• participate in events or competitions;
• upload information to our systems; or
• use our website or digital platforms

We may also collect information from third parties including:

• sporting organisations;
• clubs and associations;
• government agencies;
• event partners;
• medical or emergency personnel;
• ticketing providers;
• payment providers; and
• accredited service providers supporting Games operations

Where reasonable and practicable, we will notify you when personal information has been collected from third parties.

6Website, Cookies and Analytics

Our website may collect technical information including:

• IP addresses;
• browser type;
• operating system;
• pages viewed;
• referring websites;
• device information; and
• session and usage data.

We may use cookies, analytics tools and similar technologies to improve website functionality, performance and user experience.

You may disable cookies through your browser settings, although some website functionality may be affected.

Our website may contain links to third-party websites. Perth Gay Games 2030 is not responsible for the privacy practices of external websites.

7Use of Photos, Video and Media Content

Perth Gay Games 2030 events may be photographed, livestreamed or recorded for promotional, archival, historical, media and broadcast purposes.

By attending Games events, you acknowledge that your image, likeness or voice may be captured and used in connection with:

• broadcasts;
• livestreams;
• promotional campaigns;
• social media;
• historical archives;
• publications; and
• future Gay Games promotional activities.

Where practical and appropriate, we will provide mechanisms for participants to raise concerns regarding the publication of sensitive identity-related material.

8Direct Marketing and Communications

We may send you communications relating to:

• event updates;
• registration information;
• ticketing;
• volunteer opportunities;
• community engagement activities;
• fundraising;
• sponsorship activations; and
• future events.

We will comply with the Spam Act 2003 (Cth) in relation to electronic marketing communications.

• using the unsubscribe function in electronic messages; or
• contacting us directly.

We do not use Sensitive Information for direct marketing purposes without explicit consent.

9Disclosure of Personal Information

We may disclose personal information to:

• sporting federations and governing bodies;
• event venues and operators;
• contractors and service providers;
• ticketing and payment providers;
• medical and emergency service providers;
• insurers;
• government agencies;
• law enforcement agencies where required by law;
• media and broadcasters;
• sponsors and funding partners where authorised; and
• professional advisers including legal, financial and IT providers.

We require service providers handling personal information on our behalf to implement reasonable privacy and security protections.

10Overseas Disclosure and Cloud Services

Some of our service providers or technology platforms may store or process information outside Australia.

This may include cloud-based registration systems, email platforms, analytics providers, livestreaming services or international sporting organisations.

Where personal information is disclosed overseas, Perth Gay Games 2030 will take reasonable steps to ensure overseas recipients handle personal information in a manner consistent with Australian privacy obligations.

However, overseas jurisdictions may not provide the same level of legal protection as Australian law.

11Data Security and Cybersecurity

We take reasonable steps to protect personal information from:

• misuse;
• interference;
• loss;
• unauthorised access;
• unauthorised disclosure; and
• unauthorised modification.

Security measures may include:

• password-protected systems;
• multi-factor authentication;
• restricted staff access;
• secure cloud hosting;
• encryption technologies;
• cybersecurity monitoring;
• staff confidentiality obligations; and
• incident response procedures.

Despite these measures, no electronic system can be guaranteed completely secure.

12Data Breaches and Incident Response

If an eligible data breach occurs, Perth Gay Games 2030 will respond in accordance with the Notifiable Data Breaches Scheme under the Privacy Act.

This may include:

• investigating the incident;
• containing the breach;
• assessing risks;
• notifying affected individuals where required; and
• notifying the Office of the Australian Information Commissioner (OAIC).

Where appropriate, we will also provide guidance regarding steps individuals can take to protect themselves.

13Retention and Destruction of Information

We retain personal information only for as long as reasonably necessary for:

• event operations;
• legal obligations;
• insurance requirements;
• safeguarding obligations;
• dispute resolution;
• financial reporting; or
• archival and historical purposes.

When personal information is no longer required, we will take reasonable steps to securely destroy or permanently de-identify it.

Certain event records, historical archives, media records and competition results may be retained permanently as part of the historical record of the Gay Games movement.

14Eligibility and Participant Requirements

Perth Gay Games 2030 is intended for adult participants and attendees.

Individuals under the age of 18 years are not permitted to register as competitors or official participants in Perth Gay Games 2030 sporting events unless expressly authorised by Perth Gay Games 2030 under a specific program, activity or exemption process.

Where limited interactions with minors may occur in connection with spectators, family attendance, cultural activities or community events, Perth Gay Games 2030 will take reasonable steps to ensure personal information is handled appropriately and in accordance with applicable Australian privacy laws.

We seek to minimise the collection of personal information relating to minors wherever reasonably practicable.

15Access, Correction and Privacy Rights

You may request access to personal information we hold about you.

You may also request correction of inaccurate, incomplete or outdated information.

Requests may be refused in limited circumstances permitted by law, including where access would:

• unreasonably impact the privacy of others;
• prejudice legal proceedings;
• create a serious safety risk; or
• otherwise be unlawful.

We will respond to privacy requests within a reasonable timeframe.

16Privacy Complaints

If you believe your privacy has been breached, you may contact our Privacy Officer using the details below.

We will:

• acknowledge your complaint;
• investigate the matter;
• attempt to resolve the issue promptly; and
• respond within a reasonable timeframe.

If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Office of the Australian Information Commissioner

Website: https://www.oaic.gov.au/

17Privacy Officer Contact Details

Privacy Officer

Perth Gay Games 2030 Inc.

Perth, Western Australia, Australia

Email: privacy@perthgaygames2030.com.au

Website: https://www.perthgaygames2030.com.au/

(Contact details subject to change.)

18Changes to this Policy

We may update this Privacy Policy from time to time to reflect:

• legal changes;
• operational requirements;
• technology updates; or
• changes to Games activities.

The latest version will always be available on our website.

19Policy Review

This Policy will be reviewed periodically to ensure ongoing compliance with Australian privacy legislation and best practice privacy standards.

Current Version: Draft Version 1.0

Effective Date: 8th June 2026

Next Scheduled Review: tba