PRIVACY POLICY

1. PURPOSE

The Ballarat Agricultural and Pastoral Society Inc. (BAPS) is committed to protecting the privacy and confidentiality of personal information entrusted to us by individuals who enter, attend, exhibit at, or otherwise engage with our events, including the Ballarat Show and associated activities.

This policy outlines how BAPS collects, uses, discloses, and protects personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

2. BUSINESS RULES

2.1 Personal Information

‘Personal information’ means information or an opinion that identifies an individual. BAPS may collect, store, and use personal information including (but not limited to):

• Name
• Contact information (e.g. address, email, phone number)
• Date of birth
• Payment or banking details
• Identification information (e.g. driver’s licence, proof of age, membership details)
• Usernames and passwords for BAPS systems
• Preferences and interests (e.g. competition entries, event participation)
• Photographs, video recordings and CCTV footage taken at our venues and events
• Other information necessary to fulfill the purpose for which it is collected



2.2 Sensitive Information

‘Sensitive information’ includes details such as racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, trade union or professional association membership, criminal record, or health information. BAPS will only collect sensitive information with consent where required and/or authorised by law.



3. POLICY

3.1 Collection of Information

BAPS collects personal information only where reasonably necessary to:

• Provide services and manage participation in our events
• Conduct business operations and administration
• Comply with legal and regulatory requirements



Information may be collected directly from individuals through entry forms, ticket sales, membership applications, online platforms, emails, telephone calls, and face-to-face interactions. BAPS may also collect information from third parties where authorised, required by law, or reasonably expected in the context of our operations.



3.2 Use of Information

BAPS may use personal information for purposes including:

• Administering competitions, memberships, and entries
• Processing payments and issuing receipts
• Communicating event details, results, or other information
• Managing customer, exhibitor, and member accounts
• Improving user experience and event delivery
• Conducting surveys, market research, and analysis
• Promoting BAPS events, programs, and initiatives
• Ensuring safety, security, and compliance with legal obligations
• Any other purpose authorised or required by law



3.3 Disclosure of Information

BAPS may disclose personal information:

• For the primary purpose of collection (e.g. managing competition results, exhibitor listings, ticketing)
• For research and planning purposes related to BAPS events
• To service providers and partners who assist with event delivery (e.g. ticketing providers, payment processors, marketing agencies)
• To regulators or law enforcement, where required by law
• To insurers, auditors, or professional advisers where necessary
• When authorised by the individual
• In circumstances of organisational change, such as merger or transfer of assets



BAPS takes reasonable steps to ensure third parties manage personal information in line with this policy and applicable laws.



3.4 Security of Information

BAPS implements security measures to protect personal information from misuse, loss, unauthorised access, modification, or disclosure. These include:

• Secure storage and transmission of data
• Role-based access restrictions
• Regular monitoring of systems for vulnerabilities
• Staff training in privacy and data protection



However, no system is completely secure. While BAPS strives to safeguard personal information, absolute security cannot be guaranteed.



3.5 Access and Correction

Individuals may request access to, or correction of, their personal information held by BAPS, subject to lawful exceptions.



3.6 Retention of Information

BAPS retains personal information only for as long as needed for its purpose, legal compliance, or legitimate business use. Once no longer required, information will be securely destroyed or de-identified.



4. PROCEDURE

4.1 Requests for Access or Correction

Requests to access or correct personal information should be directed to the BAPS Privacy Officer (see contact details below). Identification may be required.



4.2 Complaints

If you have a privacy query or complaint, please contact the BAPS Privacy Officer. We will:

• Acknowledge your concern
• Investigate and discuss possible solutions
• Provide an outcome and actions to address the issue

If unresolved, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.



4.3 Privacy Officer – Contact Details

Privacy Officer

Ballarat Agricultural and Pastoral Society Inc.

Ballarat Showgrounds & Events Centre, 6 Rose Hill Road, Mount Rowan, VIC 3352

(t): 03 5338 1877

(e): eo@ballaratshow.org.au



5. POLICY REVIEW

BAPS will regularly monitor and review this policy to ensure ongoing compliance and effectiveness. This policy may be amended, withdrawn, or replaced at BAPS’ discretion.