Privacy Policy

Personal information is information or an opinion about an identified, or reasonably identifiable, individual.

1.1 Generally, the kinds of personal information that we collect are:

1. name, gender and contact information, including postal and residential addresses, telephone numbers, and email addresses;
2. year of birth;
3. employment details (such as occupation, employer, position title, and areas of expertise) and personal biography;
4. photographs;
5. an individual’s areas of interest and expertise;
6. financial details;
7. Events attended, Event distances completed and run/walk time results;
8. details of products or services an individual has purchased or enquired about;
9. details of an individual’s fundraising history and activities;
10. details of medical conditions, dietary requirements, disabilities and emergency contacts;
11. details of an individual’s feedback and opinions in our surveys;
12. details of an individual’s stories to be shared in our newsletters/with our media partners and in marketing collateral (we will contact all individuals to seek their consent before publishing and will not publish without that consent);
13. details of an individual’s activities and roles for media opportunities (we will contact all individuals to seek their consent before publishing and will not publish without that consent);
14. other identification information when required, such as student ID numbers; and
15. for job applicants or staff, employment history, educational qualifications, health information (ie. medical reports) and payroll details.

1.2 We only collect sensitive information about an individual with the consent of the individual, or otherwise in accordance with the Privacy Act.

1.3 Where it is practicable to do so, we provide the option for individuals to deal with us anonymously or under a pseudonym.  This option will not be available where we are required or authorised by law to deal with individuals who have identified themselves or if we need to verify an individual’s identity in order to provide products or services to that individual.

1.4 We will not adopt a government related identifier, such as a tax file number or Medicare number, to identify an individual, unless the use is permitted by law.

2.1 Generally, we may collect personal information from an individual:

1. when the individual makes an inquiry through our website (mothersdayclassic.com.au) (Website) or via social media;
2. when the individual provides it to us in person, via telephone, or by correspondence in writing or electronically; 
3. when the individual registers as a participant, volunteer or fundraiser in a ‘Mother’s Day Classic’ Event (Event); 
4. when the individual completes an application, registration form or purchase order;
5. when the individual provides us with biographies for events or publications, including photographs;
6. through the individual attending any of the workshops, classes, forums or other events (including an Event) run by MDCF;
7. when the individual enters competitions run by MDCF or by one of our event sponsors as part of an Event;
8. through any of our mobile applications;
9. if the individual responds to a customer satisfaction or market research survey;
10. in administering and performing any contracts with the individual; and/or
11. when administering any of our services.

2.2 There may be occasions when we collect personal information about an individual from publicly available sources and third parties, such as: 

1. social media, websites, directories and databases;
2. industry partners (for example registration/on the day activation/stands)
3. sponsors;
4. the individual’s employer or colleagues (for example, they may register the individual as part of a corporate team or refer the individual to us);
5. the individual’s advisors or representatives (such as financial or legal advisors); and
6. suppliers and contractors.

2.3  If we collect personal information about an individual from a third party we will, where appropriate, request that the third party inform the individual that we are holding such information, how we will use and disclose it, and that the individual may contact us to gain access to and correct and update the information. 

2.4  If an individual chooses not to give us personal information that we request from them, we may not be able to:

1. provide the requested products or services to the individual, either to the same standard or at all;
2. provide the individual with information about products and services that they may want, including information about discounts, sales or special promotions;
3. tailor the content of our websites to the individual’s preferences and their experience of our websites may not be as enjoyable or useful; or
4. engage the individual in consultation on matters of importance to the MDCF, the Event, breast and/or ovarian cancer research and the superannuation industry.

3.1 In general, we will collect, hold, use and disclose personal information for the purposes of:

1. providing or offering our products and services;
2. engaging an individual to provide products or services to us or on our behalf;
3. providing access to our website;
4. managing and administering our products and services, including account keeping procedures;
5. undertaking administration, marketing (including direct marketing), planning, development, research and organisation tasks in respect of the MDC, including providing information about the current Event, or future Events;
6. maintaining records of Event participants, volunteers and ambassadors;
7. providing special offers to Event participants;
8. providing MDCF fundraising details at an aggregate level to sponsors and other parties we work with;
9. preparing reports to industry bodies;
10. providing news and information about our Events, organisation and breast and/or ovarian cancer research;
11. personalising an individual’s experience with our products and services, for example, via connectivity with social media services;
12. conducting business processing functions including providing personal information to our partners, contractors, service providers or other third parties to process registrations of participants, volunteers and ambassadors taking part in Events;
13. conduct internal research and statistical analysis;
14. assess an individual’s eligibility for employment at MDCF;
15. establishing and running professional development programs for our sponsors and volunteers;
16. any purposes that an individual may reasonably expect, for any other purpose authorised by law, or for any other purposes disclosed to or authorised by an individual.  

4.1 We may disclose personal information to Supplier Organisations* and other third parties such as:

1. our suppliers (such as web hosting providers, systems administrators and mailing houses);
2. organisations that provide us with technical and support services;
3. our professional advisors;
4. our employees, contractors or service providers for the purposes of operation of our business or our website or to fulfil requests by individuals;
5. travel and accommodation service providers;
6. external event managers;
7. our industry partners and sponsors;
8. event and conference venues including parks, recreational and sporting grounds, hotels, restaurants and golf clubs;
9. suppliers and other third parties with whom we have commercial relationships, for business, marketing, and related purposes;
10. any organisation for any authorised purpose with an individual’s consent.

* Supplier Organisations include but are not limited to the following organisations:

• Made with Ed Pty Ltd (Funraisin registration and fundraising platform provided)
• Event Managers and suppliers that assist with staging MDC events
• Elevate Fundraising (fundraising service provider)
• North South photography (official Event photographer)
• Tomato Timing (timing provider)
• Salesforce
• Smartsheet
• Campaign Monitor
• Rosterfy (volunteer management system)
• Media33 (digital agency)
• Direct Mail Corporation (fulfilment centre)

If we disclose personal information to a third party, we generally require that the third party protect the personal information to the same extent that we do.

5.1 We hold personal information in both hard copy and electronic forms on desktop/laptop computers or other portable devices, on our servers, in cloud storage, and in some cases, records on third party servers, which may be located overseas (including in Singapore, New Zealand and the United States).

5.2 We may also make sound and visual records at our events and some of the programs we run.

5.3 We take steps reasonable in the circumstances to ensure that the personal information we hold is protected from misuse, interference and loss and from unauthorised access, modification or disclosure, including:

1. requiring our staff to maintain confidentiality;
2. implementing document storage security policies;
3. imposing security measures for access to our computer systems;
4. providing a discreet environment for confidential discussions;
5. only allowing access to personal information where the individual seeking access has satisfied our identification requirements; and
6. ensuring there is access control into our offices.

5.4 We will destroy or de-identify personal information once it is no longer needed for a valid purpose or required to be kept by law.

6.1 We may use and disclose personal information to provide individuals with information about new events, services, products and promotions either directly from us, or directly from specially selected and approved third parties, which may be of interest to an individual

6.2 An individual may opt out at any time if they no longer wish to receive commercial messages from us or our sponsors and industry partners. Individuals can make this request by contacting our Privacy Officer or through any opt-out mechanism contained in a marketing communication to them.

7.1 MDCF takes reasonable steps in the circumstances to ensure personal information it holds is accurate, up-to-date, complete, relevant and not misleading. Under the Privacy Act, individuals have a right to access and seek correction of their personal information that is collected and held by MDCF.

7.2 An individual may request access to their personal information and request its correction at any time by sending a written request to our Privacy Officer on the details set out in section 9 below. MDCF will grant access to the extent required or authorised by the Privacy Act or other law and take reasonable steps in the circumstances to correct personal information where necessary and appropriate.
 
7.3 To obtain access to personal information:

• an individual will have to provide proof of identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected;
• MDCF requests that requests are reasonably specific about the information required; and
• MDCF may charge a reasonable administration fee, which reflects the cost to MDCF, for providing access in accordance with the request.

7.4 On the rare occasions when we refuse access, we will provide the individual with a written notice stating our reasons for refusing access and details of complaint mechanisms. 

7.5 We are not obliged to correct any personal information held by MDCF if we do not agree that it requires correction and may refuse to do so.  If we refuse a correction request, we will provide the individual with a written notice stating our reasons for refusing and details of complaint mechanisms.

7.6 We will endeavour to respond to all requests for access to or correction of personal information within 30 days from the request.

8.1 We may disclose personal information to entities located outside of Australia, including: our data hosting and other IT service providers, located in the United States, New Zealand and Singapore. Additionally, Event participants are based in a large number of countries including Canada, Hong Kong, New Zealand, Singapore, United States, United Kingdom and Vietnam. We provide them with information about MDCF and our Events and with copies of our newsletters and other Event updates, and these communications may include the personal information of other individuals but only in a manner as permitted by this Privacy Policy or otherwise by law.

8.2 Before disclosing personal information to an overseas recipient, we will take reasonable steps in the circumstances to ensure the overseas recipient complies with the APPs or is bound by a substantially similar privacy scheme unless an individual consents to the overseas disclosure of their personal information or it is otherwise required or permitted by law.

8.3 As at the date of this Privacy Policy, we are not likely to disclose personal information to other overseas recipients.  If in future we do propose to disclose personal information overseas in other circumstances, we will do so in compliance with the requirements of the Privacy Act.  We will, where practicable, advise individuals of the countries in which any overseas recipients are likely to be located.
 
8.4 If an individual does not want us to disclose their information to overseas recipients, they should contact our Privacy Officer on the details set out in section 10 below

9.1 This document reflects our Privacy Policy as at October 2025. We may amend our Privacy Policy at any time by posting an updated Privacy Policy on the Website. 

10.1 If an individual has any questions, concerns or complaints about this Privacy Policy, or how we handle their personal information, they may contact our Privacy Officer:

Privacy Officer

Mother’s Day Classic Foundation
Suite 101/Level 1
13 Cremorne Street
Cremorne VIC 3121
Australia
Email: [email protected]

10.2 At all times, privacy complaints will be treated seriously and dealt with promptly in a confidential manner. MDCF’s Privacy Officer will commence an investigation into a complaint. An individual will be informed of the outcome of their complaint following the completion of the investigation.
 
10.3 If an individual is dissatisfied with our handling of their complaint, they may contact the Office of the Australian Information Commissioner:

Office of the Australian Information Commissioner

GPO Box 5218
Sydney NSW 2001
Telephone: 1300 363 992
Email: [email protected]