DVTTA

Diamond Valley Table Tennis Association

Effective Date: 14 May 2026
Welcome to the Diamond Valley Table Tennis Association (DVTTA). Protecting your privacy is important to us.

This Privacy Policy outlines how we collect, use, disclose, and safeguard your information.

1. Information We Collect

1.1 Personal Information:

We may collect personal information such as your name, email address, phone number, and postal address when you voluntarily provide it to us through our website, registration forms, or in-person interactions.

1.2 Non-Personal Information:

We may collect non-personal information such as your IP address, browser type, domain names, access times, and referring website addresses. This information is used for the operation and improvement of our website and services.

2. Use of Information

2.1 How We Use Your Information:

We use the information we collect to:

Provide and maintain our services.

Communicate with you, including responding to your inquiries and providing updates.

Process your registrations and payments.

Improve our website and services.

Comply with legal obligations.

3. Disclosure of Information

3.1 Sharing with Table Tennis Victoria and Table Tennis Australia:

We may share your information with Table Tennis Victoria and Table Tennis Australia for administrative and regulatory purposes, such as registration, competition participation, and governance.

3.2 Third-Party Service Providers:

We may also share your information with third-party service providers who assist us in operating our website, conducting our business, or servicing you. These service providers are contractually obligated to use your information only as necessary to provide the services to us.

3.3 Legal Requirements:

We may disclose your information if required to do so by law or in response to valid legal requests, such as court orders or subpoenas.

4. Security of Information

We use reasonable measures to protect your personal information from unauthorized access, use, alteration, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security.

We do not store passwords in plain text. Passwords are always stored in encrypted form only, not as readable text.

5. Your Information and Removal Requests

You may contact us (see section 7) to ask that we adjust what we hold about you. Sections 5.5 and 5.6 describe how long we keep data and how it is deleted. We will respond within a reasonable time and explain anything we cannot remove because of law or overriding legitimate interests.

5.1 Login information

You may request removal or deactivation of login-related data (for example account credentials, authentication identifiers, and session or access records tied solely to logging in). Deleting your login access will remove all password data we hold for that access. Where an account is required for a service you still use, we will explain what must remain until you cease that use or we can substitute another arrangement.

5.2 Contact information (name retained)

You may request that we delete or stop using your contact details—such as email address, phone number, and postal address—while keeping your name where we need it for membership, competition, or similar records. We will not use retained contact channels to reach you if you have asked us to remove them, except where the law requires a specific notice.

5.3 Full removal with obfuscated name for history

You may request deletion of all personal information we are not legally required to keep. Where we must or may retain minimal data for historical integrity (for example past results, draws, or governance records), we will obfuscate or pseudonymise your name so it does not identify you in ordinary use, while preserving an anonymised placeholder for that history. What remains will not be used for marketing or unrelated processing.

5.4 Inactive players and historical records

If you have not participated in any competition or other play activity we record for four consecutive years, we will delete your contact details and your login details (including associated credentials and password data). This does not remove your name or other details that appear in historical competition records; those are covered in the following paragraph.

Historical records of past competitions and participation (for example results and draws) may be retained indefinitely unless you choose to request removal of all personal information under section 5.3, in which case we will handle those records as set out in that section (including name obfuscation where applicable).

5.5 How long we retain your data

We keep each category of data only as long as needed for the purposes in this Privacy Policy, except where the law requires longer retention.

Account, login, and contact details: We retain these while you use our services (for example while you have an active account or are participating in competitions we record). If you have not participated in any competition or other play activity we record for four consecutive years, we delete your contact details and login details as described in section 5.4.

Name and competition history (results, draws, scores, participation lists): We may retain these indefinitely for historical integrity unless you request full removal of personal information under section 5.3, in which case we apply name obfuscation and related steps described there.

Technical information (such as IP address, browser type, access times, and referring addresses): We typically keep this in server or security logs for up to twelve (12) months, after which it is deleted or aggregated so it no longer identifies you, unless specific entries must be kept longer for security, fraud prevention, or legal compliance.

Payment and financial records: We retain these for as long as Australian law requires for tax, audit, and similar record-keeping obligations.

Information we have shared with Table Tennis Victoria or Table Tennis Australia: After we pass information to them, retention is governed by their policies and applicable law.

5.6 How data is deleted and how you can delete data from the app

Your data is removed in one of two ways: automatically by us, or because you asked us to.

Automatic deletion: When the condition in section 5.4 applies (four consecutive years without recorded participation), we delete your contact details and login details (including encrypted password data) from our active systems without you needing to submit a request.

User-initiated deletion: You may delete or restrict data as described in sections 5.1 to 5.3. If you use our website while signed in, open your account page and use the option to request account or data deletion. We email a secure link to the email address on your account (an address on file is required for this self-service path). Open the link to choose the level of removal you want—corresponding to section 5.1 (login only), section 5.2 (remove contact details while keeping your name on competition history), or section 5.3 (full removal including name obfuscation where that section applies)—or to cancel the request. If you use a mobile app that connects to our services, use the app’s account or data deletion option where the app provides one; it uses the same secure email and link. The link is valid for a limited time (currently seventy-two (72) hours); if it expires before you finish, start again from your account page or app. When you confirm your choice on that page, the selected deletion or restriction is applied to our live systems immediately. We may record routine administrative or system notifications when a request is started or completed. If you cannot use this process—for example you have no email on file, you cannot sign in, or you need a different arrangement—contact us at https://www.dvtta.org.au/contact_us (section 7), say what you want removed, and we will verify your identity where reasonably necessary and assist within a reasonable time.

Deletion from live systems and backups: Deleted data is removed from our live databases and application storage. Copies may still exist for a limited time in routine backups; those copies are overwritten or destroyed in line with our normal backup cycle, typically within twelve (12) months.

6. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated Privacy Policy on our website with a new effective date.

7. Contact Us

If you have any questions or concerns about this Privacy Policy, our privacy practices, retention (section 5.5), deletion (section 5.6), or a removal request under section 5, please contact us at https://www.dvtta.org.au/contact_us

By using our website or providing us with your information, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy, including sharing with Table Tennis Victoria and Table Tennis Australia as outlined.