Challenge Works
Privacy Policy
1. Our commitment to privacy
ChallengeWorks Pty Ltd (ABN 57 606 424 784) respects the privacy of individuals and is committed to handling personal information responsibly, transparently and securely.
This Privacy Policy explains how ChallengeWorks collects, holds, uses and discloses personal information in connection with:
- events owned, managed, produced or delivered by ChallengeWorks;
- events delivered by ChallengeWorks on behalf of clients;
- sporting, recreational, fundraising, community, corporate and promotional events;
- event registrations, ticketing and participant communications;
- donations and fundraising activities;
- volunteers, contractors, suppliers, sponsors and event partners;
- enquiries, consultations and commercial relationships;
- ChallengeWorks websites, registration platforms, social-media channels and digital services; and
- employment and contractor applications.
References to ChallengeWorks, we, us and our mean ChallengeWorks Pty Ltd.
Where we deliver an event for a client, ChallengeWorks and the client may each handle personal information for their respective roles. Event-specific registration notices may provide additional information about how personal information will be handled.
2. The privacy laws that apply
ChallengeWorks handles personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.
The Australian Privacy Principles regulate matters including the collection, use, disclosure, security, access and correction of personal information.
Some events, clients or activities may also be subject to additional State, Territory or industry-specific privacy requirements.
3. What is personal information?
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.
Depending on the nature of an event or interaction, we may collect:
- name, date of birth and gender;
- residential or postal address;
- telephone number and email address;
- emergency-contact details;
- registration, ticketing and participant identification information;
- event category, team, start group, race number, results and timing data;
- payment and transaction information;
- donation and fundraising information;
- membership, club, employer or organisation details;
- accessibility and participation requirements;
- dietary requirements;
- photographs, video, audio and other event media;
- correspondence, enquiries, feedback and complaint information;
- website usage, device, browser and technical information;
- incident reports, witness statements and insurance information;
- information relating to volunteers, contractors, suppliers and commercial contacts; and
- recruitment and employment information.
We generally do not retain complete payment-card details. Payments may be processed by external payment, ticketing, fundraising or registration providers.
4. Sensitive and health information
For some events, we may collect sensitive information, including health information, where it is reasonably necessary for event safety, accessibility, emergency response or participation.
This may include:
- medical conditions;
- allergies;
- medications;
- disabilities or accessibility requirements;
- injuries sustained during an event;
- treatment provided;
- ambulance or hospital information; and
- information relevant to emergency response or participant welfare.
We will generally collect sensitive information with the individual’s consent, unless collection is otherwise permitted or required by law.
Participants should only provide medical information that is relevant to their safe participation or our management of the event.
5. How we collect personal information
We may collect personal information directly from an individual when they:
- register for an event;
- purchase a ticket or event product;
- make a donation or create a fundraising page;
- join a team or register another person;
- complete a waiver, consent form or medical declaration;
- contact us by telephone, email, website form or social media;
- participate in a survey, competition or promotion;
- attend or participate in an event;
- apply to volunteer, work or contract with ChallengeWorks;
- enter into a supplier, sponsor or commercial relationship with us; or
- otherwise interact with ChallengeWorks.
We may also collect information from:
- a parent or legal guardian;
- a team captain, employer, school, club or organisation;
- an event client;
- a charity, sponsor or event partner;
- registration, ticketing, timing, fundraising and payment platforms;
- medical providers, emergency services and event personnel;
- contractors and suppliers;
- publicly available sources; and
- another person authorised to provide the information.
Where one person provides information about another individual, they must be authorised to do so and should ensure that the other person is aware of this Privacy Policy.
6. Information about children
We may collect information about participants under 18 years of age.
Where appropriate, registration, medical consent and waiver acceptance must be completed by a parent or legal guardian.
We may use a child’s information for:
- event registration and administration;
- participant safety;
- emergency response;
- results and recognition;
- age-category management;
- event photography and media, subject to applicable consent or opt-out arrangements; and
- communications with the parent or guardian.
Parents and guardians should contact ChallengeWorks if they have concerns about the handling or publication of a child’s information.
7. Why we collect and use personal information
We may collect, hold, use and disclose personal information to:
- process event registrations, ticket purchases and donations;
- administer and deliver events;
- verify eligibility, age, identity or category;
- communicate event information, instructions, changes and safety updates;
- allocate start groups, bib numbers, teams and participant services;
- publish results, timing data, achievements and awards;
- manage participant safety, accessibility and welfare;
- provide first aid, medical assistance and emergency response;
- contact emergency contacts;
- investigate incidents, complaints and insurance matters;
- process refunds, transfers and category changes;
- manage volunteers, suppliers, contractors and event personnel;
- manage fundraising and relationships with charity partners;
- meet client, venue, landowner, insurer and regulatory requirements;
- respond to enquiries and provide event-management services;
- conduct research, reporting, evaluation and event improvement;
- detect fraud, misuse, security incidents or unlawful activity;
- comply with legal and regulatory obligations;
- establish, exercise or defend legal claims;
- promote ChallengeWorks and its events;
- manage employment and contractor applications; and
- conduct our normal business operations.
Where practical, we may use aggregated or de-identified information for reporting, research, planning and event improvement.
8. Events delivered for clients
ChallengeWorks may deliver an event on behalf of a corporate, government, charity, sporting, community or other client.
In these circumstances:
- the client may own or control some participant information;
- ChallengeWorks may collect or process information on the client’s behalf;
- ChallengeWorks and the client may each use information for purposes connected with the event;
- information may be disclosed between ChallengeWorks and the client for event administration, safety, reporting, communications and legal compliance; and
- the client’s own privacy policy may also apply.
The relevant client should be identified during registration or in event-specific communications.
ChallengeWorks will not use client-controlled personal information for unrelated purposes unless authorised, reasonably expected or permitted by law.
9. Fundraising and charity events
Where an event supports a charity or fundraising partner, we may disclose relevant information to that organisation for purposes including:
- administering donations and fundraising;
- issuing receipts;
- recognising fundraising achievements;
- supporting fundraisers;
- communicating about the event or fundraising campaign; and
- meeting legal, financial and reporting obligations.
The charity or fundraising partner may handle that information under its own privacy policy.
Participation in an event does not automatically mean that an individual has consented to receive unrelated marketing from a charity or partner.
10. Event results and public information
For competitive, participation or recognition-based events, we may publish information such as:
- participant name;
- event category;
- age category;
- team or club;
- race number;
- finish time;
- placing;
- fundraising result;
- award or achievement; and
- event photographs or video.
This information may appear on event websites, timing platforms, social-media channels, leaderboards, certificates, media releases and historical event records.
Participants who have a genuine safety, privacy or child-protection concern should contact us before the event so that reasonable arrangements can be considered.
11. Photography, video and audio
Photography, video and audio recording may occur at ChallengeWorks events.
Event media may be used for:
- event coverage and reporting;
- safety and incident review;
- event archives;
- ChallengeWorks marketing;
- client, charity and sponsor reporting;
- future event promotion;
- social media;
- websites;
- printed materials; and
- media and public-relations activities.
Event-specific consent, notification, identification or opt-out arrangements may apply.
We cannot guarantee that individuals will not appear incidentally in crowd or public-event footage.
12. Direct marketing and communications
We may send communications relating to:
- an event for which a person has registered;
- operational, safety or emergency information;
- refunds, transfers or event changes;
- fundraising activity;
- similar ChallengeWorks events or services;
- ChallengeWorks news; and
- relevant partner opportunities where consent has been provided or the communication is otherwise permitted by law.
Individuals can unsubscribe from marketing communications by using the unsubscribe facility in the communication or contacting us.
Operational and safety communications may still be sent where necessary to administer an active registration or event.
We do not sell personal information to third parties.
13. Disclosure of personal information
We may disclose personal information to:
- event clients;
- charities and fundraising partners;
- registration and ticketing providers;
- payment processors;
- timing and results providers;
- website, email, cloud-storage and technology providers;
- venues, landowners and facility operators;
- medical providers, ambulance services and emergency services;
- insurers, insurance brokers, legal advisers and investigators;
- contractors, suppliers, volunteers and event officials;
- sponsors and partners where authorised or reasonably expected;
- government bodies, councils, police and regulators;
- professional advisers;
- prospective purchasers or advisers involved in a business transaction; and
- other parties where authorised by the individual or required or permitted by law.
We seek to limit disclosures to information reasonably required for the relevant purpose.
14. Overseas disclosure and storage
Some registration, ticketing, fundraising, communications, cloud-storage, social-media and technology providers may store or process information outside Australia.
The countries involved may vary depending on the service provider used for a particular event.
Where required, we will take reasonable steps to ensure that overseas handling is consistent with applicable Australian privacy obligations.
Individuals may contact us for further information about overseas service providers relevant to a particular event.
15. Website information, cookies and analytics
When an individual visits a ChallengeWorks website or digital service, we may collect information including:
- IP address;
- device and browser information;
- pages viewed;
- referral source;
- date and time of access;
- approximate location;
- website interactions; and
- cookie and analytics information.
We may use cookies and similar technologies to:
- operate and secure our websites;
- understand website usage;
- improve user experience;
- measure marketing performance; and
- deliver relevant advertising.
Browser settings may allow cookies to be blocked or deleted, although some website functions may not operate correctly as a result.
Third-party platforms, including social-media and analytics providers, may also collect information under their own privacy policies.
16. Security of personal information
ChallengeWorks takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Measures may include:
- controlled access to systems and records;
- password and authentication controls;
- secure technology platforms;
- staff and contractor confidentiality obligations;
- limiting health and emergency information to people who reasonably require it;
- incident-response procedures;
- secure disposal or de-identification; and
- supplier and platform assessments where appropriate.
No electronic storage or communication system is completely secure. Individuals should take care when transmitting personal information online.
17. Data breaches
Where a data breach is likely to result in serious harm, we will take steps required under applicable law, which may include notifying affected individuals and the Office of the Australian Information Commissioner.
18. Retention and destruction
We retain personal information only for as long as reasonably required for:
- event administration;
- participant and safety records;
- contractual requirements;
- insurance and incident management;
- financial and taxation obligations;
- legal limitation periods;
- historical event results;
- dispute resolution; and
- other legitimate business or legal purposes.
When information is no longer required, we will take reasonable steps to destroy it securely or de-identify it.
Certain event results, photographs and archival records may be retained for longer periods because of their historical, recognition or public-record value.
19. Accessing personal information
Individuals may request access to personal information held by ChallengeWorks.
We may need to verify the requester’s identity before providing access.
In some circumstances, access may be refused or limited where permitted by law. Where this occurs, we will generally provide reasons for the decision.
20. Correcting personal information
Individuals may ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading.
Participants should update registration information promptly where it may affect event administration, eligibility, communications or safety.
21. Complaints
Questions or complaints about privacy should be directed to:
Privacy Officer
ChallengeWorks Pty Ltd
Email: info@challengeworks.com.au
Telephone: 1800 560 620
Please provide sufficient information for us to understand and investigate the issue.
We will acknowledge the complaint, investigate it and respond within a reasonable period.
If the individual is not satisfied with our response, they may be entitled to contact the Office of the Australian Information Commissioner or another relevant privacy regulator.
22. Event-specific privacy notices
We may provide additional privacy notices during registration, ticketing, donation, volunteering, employment or event participation.
An event-specific notice should be read together with this Privacy Policy. Where there is an inconsistency, the event-specific notice will apply to the extent that it gives more specific information about the relevant collection or activity.
23. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our operations, technology, service providers or legal obligations.
The current version will be published on the ChallengeWorks website and will state the date it was last updated.
24. Contact us
Questions about this Privacy Policy or ChallengeWorks’ handling of personal information can be directed to:
ChallengeWorks Pty Ltd
Email: info@challengeworks.com.au
Telephone: 1800 560 620
Website: challengeworks.com.au