Your privacy
matters.

Information we collect

Depending on how you interact with HVEFA, we may collect:

• parent, guardian and player names, contact details and addresses;
• player date of birth, age, school, preferred position and shirt size;
• emergency contact details;
• health and safety information such as allergies, medical conditions, injuries, medications and relevant medical contacts;
• program selections, attendance, payment and administrative records;
• media-consent choices and authorised photos or videos; and
• messages, feedback, complaints and other information you choose to provide.

Health information is sensitive. We seek consent to collect it and limit access to people who need it for player safety, program delivery or an emergency.

How we collect information

We usually collect information directly from a parent, guardian or player through enquiries, phone calls, emails, registration and consent forms, academy sessions, events and face-to-face conversations.

How we use information

We may use personal information to:

• respond to enquiries and recommend a suitable program;
• register players and deliver coaching, events and competitions;
• manage attendance, payments, scheduling and academy communications;
• protect player welfare, respond to medical needs and manage emergencies;
• record and honour media-consent choices;
• manage feedback, complaints, insurance and incident reporting; and
• meet legal, safeguarding and operational requirements.

We do not sell personal information. We will seek consent before using information for an unrelated purpose unless use or disclosure is authorised or required by law.

Children and young people

Most HVEFA players are under 18. We generally communicate and collect information through a parent or guardian. Where an older player provides information directly, we handle it with the same care and may involve their parent or guardian when appropriate for safety, consent or program administration.

Photos and videos of junior players are used only in line with the media-consent choice provided. Consent may be changed by contacting us.

When information may be shared

We may share relevant information with:

• authorised HVEFA coaches, staff and volunteers on a need-to-know basis;
• medical or emergency services where player health or safety requires it;
• insurers, professional advisers and service providers that support academy operations;
• football governing bodies or event organisers where required for participation; and
• government agencies, regulators or law-enforcement bodies where authorised or required by law.

Some technology providers may process or store information outside Australia. Where practicable, we take reasonable steps to use reputable providers and protect information handled on our behalf.

Security and retention

We use reasonable administrative, physical and digital safeguards to protect personal information from misuse, loss and unauthorised access, modification or disclosure. Access is limited according to role and operational need.

We keep information only for as long as reasonably required for academy operations, safety, insurance, dispute management or legal obligations. When information is no longer needed, we take reasonable steps to securely destroy or de-identify it.

No method of electronic storage or communication is completely secure. If you believe information has been compromised, please contact us immediately.

Website, cookies and links

This website does not currently use advertising cookies or behavioural advertising tools. Hosting and security providers may create standard technical logs, such as IP address, browser type, requested page and access time, to deliver and protect the website.

Our website links to external services, including Instagram and email providers. Their privacy practices are governed by their own policies, and HVEFA is not responsible for external websites.

Access, correction and complaints

You may ask to access or correct personal information we hold about you or your child. We may need to verify your identity and authority before releasing information. In limited circumstances, access may be refused where permitted by law; if so, we will explain why where appropriate.

If you have a privacy concern, contact us with enough detail for us to investigate. We will acknowledge and respond within a reasonable time. If the concern is not resolved and the Privacy Act applies, you may contact the Office of the Australian Information Commissioner.