Privacy Policy

The Rotary Club of South Gladstone is a volunteer community service club, chartered in 1970 and part of Rotary District 9560. This policy covers our public website and the member portal that sits behind the login.

For anything in this policy, contact the Club Secretary at south.gladstone@rotary9560.org.

If you contact us through this website

The enquiry and membership forms collect your name, email address, phone number and whatever you write in the message. That is all, and every field except the message is there so we can reply to you.

If you are a member

The member portal holds the club records that a club has always kept, in a system instead of a filing cabinet: your name, contact details, employer and position, the date you joined Rotary and this club, Paul Harris recognitions, post-nominals, your photo, and the milestone dates the club marks at meetings, which include your birthday, your wedding anniversary, and your partner's name and birthday.

It also records the club activity you take part in: meeting attendance and apologies, dinner and guest numbers, duty roster positions, committee and board roles, induction progress, and any notes or documents you upload.

The milestone dates are optional. If you would rather the club did not hold your birthday, your anniversary or your partner's details, tell the Secretary and they will be removed.

Collected automatically

When you are signed in, the portal records when you were last active so the directory can show who is online. Our email provider records whether a club email was delivered and whether it bounced. We do not run advertising trackers, and we do not sell or share anything with advertisers.

To run the club: organising meetings and events, taking attendance, catering numbers, minutes and correspondence, recognising milestones, and reporting membership to Rotary International and District 9560 as every club is required to do.

We do not use your information for anything outside club business.

Members can see the member directory, which shows names, contact details, employer and position, and the day and month of milestones. Birth years are not shown.

Board and committee material, including board minutes and anything marked board-only, is restricted to the board. This is enforced by the database itself, not only by what the screen chooses to display.

Nothing in the portal is visible to the public. The public website shows only what the club has deliberately published: event listings, project write-ups, and the contact details of the officers who have agreed to be a public point of contact.

We use three service providers, and each of them only holds what is needed to do its job:

• Supabase, the database and file storage behind the portal.
• Vercel, which hosts and serves the website.
• Resend, which delivers club email.

Club data is stored on servers outside Australia. We do not sell it, rent it, or hand it to anyone else, and the only other party that receives membership information is Rotary International and District 9560, for the membership reporting every club must do.

The portal requires a login. Every request is checked against permissions held in the database, so a member cannot reach board material by guessing a web address. Files such as minutes and photographs are private and are released through short-lived links issued only after your permission has been checked. Traffic is encrypted.

No system is perfect. If we ever believe club information has been exposed in a way that could cause you harm, we will tell you and tell you what we are doing about it.

Club records are historical records, and a club keeps them. Your membership history, service record and the minutes of meetings you attended stay in the club's records after you leave, in the same way a paper minute book does.

Contact details are a different matter. When you leave the club, ask the Secretary and your phone number, address and personal email will be removed from the active directory.

Website enquiries are kept while we are dealing with them and for a reasonable period afterwards, then deleted.

You can ask to see what the club holds about you, ask for anything wrong to be corrected, ask for optional details to be removed, or ask us to stop emailing you. Write to the Secretary at south.gladstone@rotary9560.org and we will answer within 30 days.

Most of it you can do yourself: sign in and edit your own profile.

If you are not satisfied with how we have handled a privacy question, you can raise it with the Office of the Australian Information Commissioner at oaic.gov.au.

The only cookies this site sets are the ones that keep you signed in to the portal. There are no advertising or analytics cookies. Clearing them signs you out.

Where the club runs youth programmes, we collect information about participants under 18 only with the consent of a parent or guardian, and we hold it no longer than the programme requires. Rotary's youth protection requirements apply to that work.

If this policy changes in a way that affects you, we will say so in a club email rather than quietly updating the page. The date at the top always shows the current version.