Victorian Canine Association Inc

Privacy Policy

1.            Basic Principles.  This Privacy Policy governs all information received by the Victorian Canine Association Inc (VCA) from members, apart from information, which is otherwise in the public domain, and information provided by members to the VCA specifically for publication (“VCA Information”).  It is based on the following broad principles:

1.1  Members are entitled to expect that the VCA information will be treated in confidence, unless the circumstances justify disclosure of the information.

1.2  VCA information is used by the VCA in the ordinary course of its activities, in accordance with the Constitution and Rules of the VCA.

1.3  VCA information may be disclosed to external agencies only in limited circumstances, as set out in this Privacy Policy.

2.            Information Collected.  Under the Constitution and Rules of the VCA, VCA information is collected from members for a variety of purposes, including:

2.1  Members’ names and contact details are used to maintain the VCA’s database and to facilitate official communications with members.

2.2  Details relating to ownership and sales of dogs, leasing and partnership arrangements, litter registrations, and information concerning the importation and exportation of dogs, are used to maintain the VCA’s register of purebred dogs, and for other purposes including the awarding of titles to dogs.

2.3  Information regarding entries at and results of events conducted under the auspices of the VCA is maintained to assist in the awarding of titles, the resolution of disputes, the conduct of disciplinary proceedings, and other purposes.

2.4  Information relating to members who are qualified judges, and members who participate in other activities under the auspices of or in connection with the VCA, including show managers, stewards and writers, office-bearers of clubs affiliated with the VCA, and office-bearers of social clubs recognised by the VCA, is maintained to facilitate compliance with the Constitution and Rules of the VCA. 

3.            Use of Information for VCA Purposes.  The VCA may use VCA information for the internal purposes of the VCA in accordance with its Constitution and Rules, including :

3.1  Official VCA correspondence with members, such as postage of subscription renewals and copies of the VCA journal, VicDog.

3.2  Maintaining the VCA’s databases, including membership records, registers of purebred dogs, judges’ lists, and records of office-bearers and contacts for affiliated clubs and recognised social clubs.

3.3  Maintaining records relevant to the awarding of titles to dogs.

3.4  Maintaining records for the scheduling and conduct of events.

3.5  Maintaining records to assist in the handling of complaints, the resolution of disputes, and the conduct of disciplinary proceedings under the VCA Rules.

4.            No Commercial Disclosure.  Except as otherwise provided in this Privacy Policy, VCA information, including members’ names and contact details, will not be supplied to any person or company for use in a mailing list, or otherwise for commercial purposes.

5.            Public Enquries.  The VCA may, in good faith, provide VCA information in response to apparently genuine enquiries from members of the public, comprising:

5.1  Contact details of members who may be able to assist regarding the sale of puppies of a particular breed.

5.2  Contact details of office-bearers of affiliated clubs and recognised social clubs, who may be able to assist in relation to membership enquiries or enquiries for information relating to particular breeds.

5.3  Contact details for rescue services provided by affiliated clubs and recognised social clubs.

6.            Education.  VCA information may be used for the purposes of educating and information the public on any matter relating to the welfare of dogs, responsible dog ownership or VCA activities, provided that personal information relating to particular members will not be used except with their permission.

7.            Mandatory Disclosure.  Members should be aware that the VCA may be required to provide documents and information under legal compulsion, such as in response to:

7.1  A subpoena issued by a court of law; or

7.2  A statutory notice issued by a public authority such as the Australian Taxation Office, Centrelink, the Department of Social Security, or the Australian Quarantine and Inspection Service.

8.            Disciplinary Matters and Disputes.  VCA information may be used:

8.1  In connection with the investigation and determination of breaches, complaints and other disciplinary issues, and the resolution of disputes amongst members, in accordance with VCA Constitution and rules;

8.2  To publish the outcome of disciplinary proceedings, including the name of a person against whom a disciplinary finding is made, or the name of a dog in respect of which such a finding is made. 

9.            Insurance.  VCA information may be supplied to the VCA’s insurer, or to the insurers of other relevant parties, in connection with any claim for damages or compensation.

10.    Other Controls.  VCA information may be shared with the Australian National Kennel Council, canine control bodies in other States and Territories, and overseas canine control bodies, in the ordinary course of VCA’s activities.

11.    Law Enforcement.  In accordance with the VCA’s policies of promoting the welfare of dogs and responsible dog ownership, including compliance with laws relating to the ownership and management of dogs:

11.1         VCA will report to the appropriate law enforcement authorities any instance of cruelty to or other mistreatment of dogs, and will co-operate fully in any investigation or prosecution.

11.2         VCA will report to the appropriate law enforcement authorities any offence in respect of which the VCA is the victim, such as theft of VCA property or forgery of VCA certificates, and will co-operate fully in any investigation or prosecution.

11.3         The VCA will, as required by law, co-operate in the investigation and  prosecution  of any other criminal offence.

11.4          The VCA may, in its discretion, report to the appropriate law enforcement authorities any other matter which may constitute an offence, especially if the offence also involves a contravention of the VCA’s Rules or Code of Ethics, and may provide assistance to any relevant investigation or prosecution.

12.    Breach of Privacy Policy.  This Privacy Policy is for the guidance of VCA members, office-bearers and staff, and is not intended to create legally binding rights or obligations.  Any complaint about non-compliance with this Privacy Policy should be directed to the Chief Executive in the first instance, and may be referred to the Committee of Management for appropriate action.

***********

 Disclaimer of Liability

While every effort will be made to ensure that the information contained within the website is accurate and up to date, Victorian Canine Association Inc and any associated parties, make no warranty, representation or undertaking, whether expressed or implied, nor does it assume any legal liability, whether direct or indirect, or responsibility for the accuracy, completeness, or usefulness of any information.