Privacy Policy
01Overview
Fit City Enterprises Pty Ltd ("Fit City Events", "we", "us", "our") is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth), as amended by the Privacy and Other Legislation Amendment Act 2024, and the Australian Privacy Principles. This policy explains how we collect, use, store and disclose personal information across our events and websites, including Inverloch Running Festival, Vineyards Twilight, Shepparton Running Festival and Lakes Entrance Running Festival. We apply this policy as a matter of good practice across all our events, regardless of any small business exemption that may otherwise apply.
02What We Collect
Depending on how you interact with us, we may collect:
- Contact details such as name, email address and phone number
- Organisation or council details, where provided as part of a partnership enquiry
- Event registration and participant details, including emergency contact information
- Volunteer details submitted through our VTeam volunteer portal
- Payment information processed securely by our registration and payment providers
- Website usage data collected automatically, such as browser type and pages visited
03How We Collect It
We collect personal information directly from you when you register for an event, apply to volunteer, submit an enquiry through our contact forms, subscribe to event updates, or otherwise communicate with us. We may also collect information automatically through cookies and similar technologies when you use our websites.
04How We Use Your Information
We use personal information to:
- Process event registrations, volunteer applications and partnership enquiries
- Communicate important event information, including safety and logistics updates
- Send race updates, early-bird alerts and post-event photos to subscribers who opt in
- Respond to enquiries from councils, sponsors and commercial partners
- Improve our events, websites and communications
- Meet our legal, insurance and regulatory obligations
05Automated Decision-Making
We do not currently use automated or algorithmic systems to make decisions about individuals that would reasonably be expected to significantly affect their rights or interests — for example, decisions about event entry, refunds or volunteer selection are made by our team, not by automated tools. If this changes, we will update this policy to explain what decisions are affected, the role automated tools play, and how you can request human review.
06Children's Privacy
Some of our events include family and junior distances. Where a participant is under 18, registration must be completed by a parent or guardian, who provides consent on the child's behalf. We do not knowingly use children's personal information for behavioural profiling, targeted advertising, or any purpose beyond delivering the event they are registered for.
07Disclosure to Third Parties
We may share personal information with trusted service providers who help us deliver our events, including event registration and payment platforms, email communication platforms, and volunteer management systems. We do not sell personal information to third parties. Information may also be disclosed to councils or tourism partners where necessary to deliver a co-hosted event, or where required by law.
08Cookies & Analytics
Our websites use cookies and similar technologies to understand how visitors use our sites and to improve the browsing experience. You can control or disable cookies through your browser settings, though this may affect some website functionality.
09Data Security
We take reasonable steps to protect personal information from misuse, loss, and unauthorised access, modification or disclosure. Payment information is processed by secure third-party providers and is not stored on our own servers.
10Data Breach Notification
If we become aware of a data breach involving personal information that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme.
11Access & Correction
You may request access to, or correction of, the personal information we hold about you at any time by contacting us. We will respond to reasonable requests within a reasonable timeframe, in accordance with the Australian Privacy Principles.
12Third-Party Links
Our websites may contain links to third-party sites, including our registration and payment providers. This policy does not apply to those third-party sites, and we encourage you to review their privacy policies separately.
13Changes To This Policy
We may update this policy from time to time to reflect changes in our practices or legal obligations. The updated policy will be posted on this page.
14Contact Us
If you have any questions about this policy or how we handle your personal information, please get in touch via our contact page.