Privacy statement

This statement covers every CAQ website:

• croquetqld.org
• my.croquetqld.org (MyCroquet)
• news.croquetqld.org
• clubhub.croquetqld.org
• comeandtrycroquet.com
• croquetvideos.com
• croquetclaude.com
• croquetwade.com and the sites under it, such as grants and websites.

It says what we collect, why, who sees it, where it is kept, how long we keep it, how we keep it safe, and what you can ask us to do.

1. Who is responsible

CAQ is responsible for your information.

Our security person is Wade Hart, IT coordinator. He looks after privacy questions, requests and complaints.

Contact: hello@croquetqld.org, with “Privacy” in the subject line.

2. What we collect

If you are a member (MyCroquet):

• your name, email, phone numbers and address
• your date of birth and gender
• your emergency contact
• your club or clubs, your membership status and the dates you joined or left
• your club and committee positions
• your handicaps and game results
• your choices about emails and messages.

If you sign up to Come & Try: your name, email, mobile number and postcode.

If you send us a story, a comment or a message: what you write, and the name and email you give.

When you visit our sites: which pages you read, roughly where you are, and your device and browser.

We do not collect card details. When you pay an entry fee, your card details go straight to Stripe, our payment service. CAQ never sees them.

3. How we collect it

• From you, when you join, renew, sign up or fill in a form.
• From your club, when it enters or updates your details.
• From Croquet Australia, when it shares your national membership details with us.
• From cookies on our websites (see section 11).

4. Why we use it

5. We never sell your information

CAQ never sells your personal information.

We may show croquet ads to current members on Google and Facebook. To do this, we send a scrambled copy of your email that Google and Meta cannot turn back into your address. To opt out, email us.

6. Who sees it

• You. You can see your own details in MyCroquet.
• Your club’s officers. Each officer sees only what their club position needs.
• CAQ officers. Each sees only what their job needs.
• The Come & Try organiser at the club you are matched with.
• Our suppliers, who store or send information for us (see section 7).
• Croquet Australia, for national membership.

7. Where it is kept

Our main databases are on CAQ’s server in Sydney, Australia.

Some of our suppliers keep or handle information, some of them outside Australia:

Each supplier has its own security safeguards.

8. How long we keep it

• Members. The law requires CAQ to keep a member register. It holds your name, your address, and the dates you joined and left. We keep these after you leave. You can ask us to delete your other details (see section 12).
• Come & Try. If you have not come to a session or opened our emails for 12 months, we remove your record.
• Comments and stories. We keep them until you ask us to remove them.
• Backups. Our backups may hold your old details for a time after they change or are deleted.

9. How we keep it safe

• Members have no passwords. You sign in with a code sent to your email.
• Our sites use secure connections (https).
• Club and CAQ officers see only what their position needs.
• Every night we check that no database is open to anyone who should not see it.
• We back up all member databases every day, in more than one place. Every four weeks we restore the backups and check them.
• We have a written risk check and a written data breach plan.

10. How we use AI

CAQ uses AI to help with office work:

• to check new-member requests and change requests before a person looks at them
• to filter spam from ClubHub comments
• to answer questions in the grants helper.

People decide. The AI never makes the final decision about a member. A person checks its work and decides.

Our AI provider is Anthropic. Anthropic does not train on automatebrisbane.ai chats.

When CroquetClaude, our AI assistant, writes to you or writes a story, it says it is an AI.

11. Cookies and your choices

Our sites use Google Analytics, Google Ads and the Meta Pixel. They are on unless you turn them off. To turn them off:

• block cookies in your browser, or use private browsing
• change your ad settings in Google’s My Ad Center or Meta’s ad preferences
• install Google’s Analytics Opt-out Browser Add-on.

Our forms still work if you block cookies.

12. Your rights

You can ask us to:

• show you what we hold about you
• fix anything that is wrong. Members can also fix most of their own details in MyCroquet.
• delete your details. We delete everything except the member register details the law requires us to keep (see section 8).
• stop news, club messages or ads.

Email hello@croquetqld.org. We reply within 30 days.

Asking does not change your membership or how we treat you.

13. Children

CAQ does not register junior players. If we find we hold a child’s details by mistake, we delete them.

14. If something goes wrong

If your information is lost, or reaches someone who should not have it, we follow our data breach plan. If it could cause you serious harm, we tell you within 72 hours of finding out. We also report it to the Office of the Australian Information Commissioner (OAIC).

15. Complaints

Email hello@croquetqld.org with “Privacy complaint” in the subject line. Our security person replies within 30 days.

If you are not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au, or phone 1300 363 992.

16. Changes to this statement

When we change this statement, we change the date at the top. Every CAQ site links to this one page.