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Privacy and personal information – events, competitions and marketing
Shire of Mundaring (“the Shire”) collects, uses and discloses personal information when we run events, competitions, promotions and other marketing activities (including email newsletters, surveys, social media campaigns and photo/video capture at Shire hosted activities).

What we collect
Depending on the activity, we may collect your name, contact details, age range, suburb/postcode, preferences or feedback, and (where relevant) images and recordings of participants and attendees. For competitions we may also collect entries, prize eligibility details, and prize delivery information. Where we use online engagement tools, we may collect usernames/screen names and your contributions (e.g., comments, map pins, survey responses).

How we use your information
We use personal information to:
1. administer the event or competition (including contacting winners and fulfilling prizes);
2. manage attendance, safety and accessibility on the day;
3. communicate with you about the activity and future opportunities to participate (you can unsubscribe at any time);
4. understand participation and improve Shire programs through aggregated reporting and analytics; and
5. publish event coverage (e.g., photos/videos) to Shire channels, where lawful and appropriate.

Marketing and opt out
Where you opt in, we’ll send marketing communications about Shire activities, services and events. You may opt out at any time using the unsubscribe link or by contacting us.

Photos and recordings
The Shire may photograph or record Shire hosted events for news, social media and promotional purposes. If you prefer not to be photographed or recorded, please speak to staff at the event; we will take reasonable steps to accommodate your preference (e.g., designated “no photo” areas, wristbands or avoiding close up images). Images of children will only be used in accordance with Shire procedures and applicable law. (Note: competition entrants who submit images/videos grant the Shire the right to use their submissions for judging and reasonable promotion of the competition, subject to the competition terms.)

Legal basis and principles
The Shire handles personal information in line with applicable law and good practice. From 1 July 2026, the Privacy and Responsible Information Sharing Act 2024 (WA) will apply to WA local governments and introduce Information Privacy Principles (IPPs) governing collection, use, disclosure, security, and disposal of personal information. The Shire is preparing to meet these obligations, including publishing clear collection notices and establishing privacy complaint pathways.

Third party services
Some activities use reputable service providers (e.g., email platforms, ticketing/registration systems, survey and engagement tools) to help us run events and campaigns. Where we use third party software (including our community engagement platform), those services are hosted in Australia and subject to their own privacy and security controls; the Shire remains the data custodian for information collected for Shire purposes.

Data minimisation, security and retention
We only collect what is reasonably necessary for the activity, protect it with appropriate technical and organisational measures, and retain it only as long as needed for the purpose and in accordance with the Shire’s record keeping requirements.

Analytics and cookies
The Shire’s websites use analytics and cookies to understand usage and improve our services; this does not identify you personally unless you submit information via forms. This website uses Google Analytics to help analyse how users use the site. The tool uses "cookies," which are text files placed on your computer, to collect standard Internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including IP address) is transmitted to Google. This information is then used to evaluate visitors' use of the website and to compile statistical reports on website activity for the Shire of Mundaring.

  • We will never (and will not allow any third party to) use the statistical analytics tool to track or to collect any Personally Identifiable Information (PII) of visitors to our site.
  • We will not link, or seek to link, an IP address with the identity of a computer user.
  • We will not associate any data gathered from this site with any Personally Identifiable Information from any source, unless you explicitly submit that information via a fill-in form on our website.
  • This site does not gather personal information about users without their knowledge.
  • All information entered into any form throughout this site is not used in any way or form other than for the explicit use of those functions.
  • We will not sell, distribute or use that information for any other purpose.
  • We will not use information about you without your permission.
  • We will provide mechanisms for you to communicate your privacy concerns to us and that we will respond to them thoroughly and thoughtfully.


Sharing and disclosure
We do not sell personal information. We may share limited information with service providers engaged to deliver the relevant activity (e.g., prize couriers, ticketing or email distribution), under contract and subject to confidentiality and security obligations. We may also disclose information where required or authorised by law.

Your choices and rights
You can:
1. request access to, or correction of, your personal information;
2. opt out of marketing at any time; and
3. raise a privacy concern or complaint with the Shire. If your concern is not resolved, once the PRIS regime is in force, you may be able to make a complaint to the Information Commissioner. [wa.gov.au]

Contact us
For privacy questions, requests or complaints, contact the Shire (attention: Privacy contact/Officer). We aim to respond promptly and will outline next steps, including how your complaint can be escalated under the PRIS framework once operative.

Updates
This clause may be updated to reflect changes in law, guidance or Shire practices (including requirements commencing 1 July 2026 and 1 January 2027 regarding privacy obligations and notifiable information breaches).