Privacy Policy

Organisation: Sydney Shooters & Hunting Association (SSHA)
Website: https://ssha.org.au
Member portal: https://members.ssha.org.au
Contact: info@ssha.org.au | Phone: 0404 081 818

Field	Value
Document status	Club approved
Version	1.0
Effective date	8 October 2026
Next review	8 October 2027
ABN	40 388 949 185
Entity	Incorporated association under the Associations Incorporation Act 2009 (NSW)
Shooting range	Range Rd, Cecil Park NSW 2178
Governing document	SSHA Club Constitution (and appendices) — prevails on conflict

1. Purpose

This Privacy Policy explains how SSHA collects, uses, stores, discloses, and protects personal information in connection with our website, member portal, membership administration, club activities, compliance obligations, and related services.

SSHA handles personal information in a manner intended to be consistent with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), and with applicable NSW firearms and associations requirements.

2. Who we are

SSHA (the Association) is an incorporated association under the Associations Incorporation Act 2009 (NSW) and the Associations Incorporation Regulation 2016. We are a community shooting and hunting club operating in New South Wales. Consistent with the Association’s constitutional objects, we promote, educate, administer, and further target (rifle, clay) shooting, recognise other disciplines in the Standard Shooting Rules for Australian Shooting Clubs, provide amenities and resources for members, and support ethical hunting and feral pest control that is humane and only in areas approved by authorised consent.

We provide membership, club days, competitions, training, hunting-club pathways, collectors pathways, and related administrative services. We are approved for target shooting, pistol, hunting, and collectors club purposes, and hold a dealer licence for authorised firearms dealing activities.

Club registration / provider identifiers (for identification only):

Target Shooting Club approval: 413 025 564
Pistol Club approval: 413 025 572
Hunting Club approval: 413 025 583
Collectors Club approval: 413 025 599
Dealer licence: 413 165 073
Hunter Leap provider / trainer: 13824 / 13824-1

3. Scope

This policy applies to:

Visitors to ssha.org.au and related SSHA domains
People who create accounts or join as members
Members using the member portal and related apps (including digital membership cards)
Guests and Try Shooting participants
People who contact us, enquire about firearms for sale, or deal with us in acquisition / dealer processes
Volunteers, club officers, committee members, and administrators using club systems

4. Personal information we collect

Depending on your relationship with SSHA, we may collect:

4.1 Identity and contact

Name (including middle name where provided)
Date of birth, gender
Email address, phone number
Residential address (street, suburb, state, postcode)
Driver licence number (where required for membership / identity verification)

4.2 Membership and licensing

Constitutional membership type (Adult, Junior, Governance, Life) and related status (including Honorary or Founding member status where applicable)
Membership product / pathway category and numbers (e.g. longarms, pistol, collecting, insurance)
Date on which the person became a member (register of members)
Postal and residential address (as required for the constitutional register of members)
Firearms licence numbers, categories, and related status information
Genuine reasons recorded for club purposes (e.g. hunting club, target longarms, target pistol, collecting, R-Game)
Principal club nomination status and related compliance tasks
Attendance / participation records and supporting evidence (including uploads)
Grading, competition scores, event registrations, check-ins, and related activity history
Probation pistol session and form records where applicable
Safe handling / signing-officer records where applicable
Probationary membership review outcomes and any rejection during the constitutional 30-day probation period
Disciplinary, dispute, and appeal records where applicable

4.3 Payments and commerce

Membership fee, joining fee, and related purchase history
Payment status, renewals, auto-renewal preferences, invoices, and fee adjustments
Payment method metadata processed via our payment provider (Stripe); SSHA does not store full card numbers in club systems

4.4 Communications and enquiries

Contact form and enquiry details (including Try Shooting preferences and P650 confirmation where relevant)
Email correspondence and mailout preferences / unsubscribe status
Support and administrative communications

4.5 Firearms dealing and acquisitions

Where you participate in a club dealer / acquisition process, we may collect signer identity, licence and contact details, firearm descriptions (including make, model, serial numbers), acknowledgements, signatures, supporting documents, and Police-related process information required to complete the transaction lawfully.

4.6 Technical and account data

Account credentials (managed via our authentication provider)
Login and access status (including revoked or anonymised account states)
Device / browser technical data reasonably required for security and service operation
Digital wallet pass data needed to display membership status (Apple Wallet / Google Wallet)

4.7 Sensitive information

Firearms licensing, genuine reasons, compliance status, and related attendance evidence can be sensitive in nature. We collect this only where reasonably necessary for membership administration, range/club operations, and legal compliance.

5. How we collect information

We collect information:

Directly from you (signup, profile setup, portal updates, forms, uploads, event booking)
From administrators and club officers when recording attendance, scores, sales, or compliance actions
From payment providers (Stripe) in connection with checkout and renewals
From email and messaging systems used to send club communications
From digital wallet providers when you add a membership pass
From you or authorised parties in firearms acquisition / dealer workflows

If you provide personal information about another person (e.g. a junior under your care), you must be authorised to do so and ensure they are aware of this policy where appropriate.

6. Why we collect and use personal information

We use personal information to:

Establish and manage membership accounts and the member portal
Process payments, renewals, invoices, and related financial records
Administer club days, events, competitions, grading, hunting activities, and training
Verify eligibility, licences, genuine reasons, and participation requirements
Meet NSW firearms, club, dealer, and Hunter Leap related obligations, including reporting and confirmation processes where required
Issue membership documentation and digital membership cards
Communicate about membership, compliance, events, safety, and club administration
Respond to enquiries and provide customer support
Maintain security, prevent misuse, and manage account access (including revoke / anonymise actions)
Improve club operations and maintain accurate records for governance and audit

We do not sell personal information.

7. Disclosure of personal information

We may disclose personal information to:

NSW Police / Firearms Registry and related government channels where required or authorised by law (including compliance with the Firearms Act), or where reasonably necessary for club confirmations, principal club processes, PTA/PPL-related club confirmations, compliance reporting, dealer processes, or similar regulatory interactions
Service providers who process data on our behalf, including hosting/database (e.g. Supabase), payments (Stripe), email delivery, and digital wallet platforms — under arrangements appropriate to their role
Range operators / host venues where reasonably required for range access, safety, or event administration
Committee, authorised administrators, Membership Officer, club officers, and range officers on a need-to-know basis
Resolution Committee / arbitrators / community justice centre where a constitutional dispute resolution process requires it
Professional advisers (legal, accounting, insurance) where reasonably required
Other parties with your consent, or where required/authorised by law

Overseas processing may occur where a service provider stores or processes data outside Australia. Where that happens, we take reasonable steps consistent with our obligations.

7A. Register of members (Constitution)

Under the Constitution, the Association must establish and maintain a register of members (written or electronic) specifying each member’s name, postal and residential address, and the date on which the person became a member. The Membership Officer must maintain, or cause to be maintained, an accurate register, and relevant details must be entered upon issue of membership.

The register must be kept in New South Wales at the Association’s main premises or, if there are no premises, at the Association’s official address.

Consistent with the Constitution:

The register is open for inspection only by members of the executive committee, or on written application to the executive committee, which will only provide information it considers appropriate
Information will be provided to NSW Police or other formal government agencies in compliance with the Firearms Act
A member may request to view information held by the Association; information other than the member’s name must not be made available for inspection under the constitutional register-inspection rules
A member must not use information obtained from the register to contact or send material to another person, except for association purposes (newsletter, meeting/event notices, or other association material) or as necessary to comply with the Act or Regulations

8. Direct marketing and mailouts

We may send membership, operational, compliance, and event-related communications that are part of administering your membership.

Club promotional mailouts (where used) include an unsubscribe mechanism. Operational messages required for membership, safety, payment, or compliance may still be sent where reasonably necessary.

9. Storage and security

We store personal information in electronic systems with access controls. Administrative access is permission-based. We use industry-standard providers for authentication, database, payments, and email.

Consistent with the Constitution, records, books, and other documents relating to the Association must be kept in New South Wales at the main premises (in the custody of the Secretary or a member as the Committee determines) or, if there are no premises, at the Association’s official address (in the custody of the Public Officer or a member as the Committee determines).

No method of transmission or storage is completely secure. Members must keep login credentials confidential and notify us promptly of suspected unauthorised access (info@ssha.org.au).

Supporting files (e.g. attendance evidence, signatures, acquisition documents) are stored in controlled storage associated with club systems.

10. Retention

We retain personal information for the periods required by common law and any applicable statute or regulatory obligation (including firearms and financial record-keeping), and for as long as reasonably necessary for membership administration, dispute resolution, and legitimate club governance. Where insurance (Precision Underwriting) or dealer/firearms rules require a longer period, that longer period applies.

When an account is anonymised or records are no longer required, we take steps consistent with our retention and deletion practices, noting that some records may need to be retained for compliance or legal reasons.

11. Access and correction

You may request access to, or correction of, personal information we hold about you by contacting info@ssha.org.au or via available portal self-service functions.

We may need to verify your identity. In some cases we may refuse access where permitted by law (for example, where disclosure would be unlawful or unreasonably impact others). If we refuse, we will explain the reason where we are able to do so.

11A. Inspection of Association books (Constitution)

The following documents must be open for inspection, free of charge, by appointment with the Secretary at a convenient and reasonable hour:

Records, books, and other financial documents of the Association
This Constitution and all attached appendices
Minutes of all Committee meetings and AGMs

A member may view those documents by appointment with the Secretary. Despite that, the Committee may refuse to permit inspection or copying of records that relate to confidential, personal, employment, commercial, or legal matters, or where inspection may be prejudicial to the interests of the Association. This constitutional inspection right sits alongside (and does not reduce) privacy access rights under the APPs where they apply.

12. Children and juniors

Minimum membership age is 12 years. Junior memberships are administered with appropriate parental/guardian involvement. A parent or guardian must be present whenever a person under 18 attends a club activity. We collect junior information only as needed for membership, safety, and compliance. Committee members and club officers must hold a WWCC; other officials only where designated (see Member Conduct & Protection Policies).

13. Cookies and analytics

Our websites and portal may use cookies or similar technologies necessary for authentication, security, session management, and basic service operation. If additional analytics tools are introduced, this policy will be updated.

14. Third-party links and venues

Our site may link to third-party resources (e.g. NSW Police forms, range information). Those sites have their own privacy practices. Range venues also have their own rules and information-handling practices when you attend in person.

15. Complaints

Privacy concerns may be raised with:

Privacy contact: info@ssha.org.au

We will acknowledge and investigate complaints in a reasonable timeframe. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC): https://www.oaic.gov.au

16. Changes to this policy

We may update this policy from time to time. The current approved version will be published when authorised by the committee. Material changes may be notified by email or portal notice where reasonably practicable.

17. Contact

Sydney Shooters & Hunting Association
Email: info@ssha.org.au
Phone: 0404 081 818
Web: https://ssha.org.au

Shooting range: Range Rd, Cecil Park NSW 2178
ABN: 40 388 949 185

Governing document: SSHA Club Constitution (register of members, custody/inspection of books, and related clauses). On any inconsistency, the Constitution prevails.