Audax Policies

Last Modified: 08/10/2019

Audax Australia Constitution

Audax Australia Regulations

Audax Australia Policies

Audax Australia Rules

Audax Australia Guidelines and Recommendations

Audax Australia is committed to protecting your information and to handling your personal information in a responsible manner. Audax Australia has adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au

What is Personal Information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses and phone numbers.
This Personal Information is obtained in ways including our website www.audax.org.au, by correspondence, by email, from other publicly available sources and from third parties.
We don’t guarantee website links or policy of authorised third parties.
We collect your Personal Information for the primary purpose of providing our cycling club services to you. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

  • Third parties where you consent to the use or disclosure; and
  • Where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.
In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

Policy Updates

This Policy may change from time to time and is available on our website.

Privacy Policy Complaints and Enquiries

If you have any queries or complaints about our Privacy Policy please contact us: support@audax.org.au

Audax Australia supports equal opportunity as applied to membership, committee appointments and volunteers and will make decisions based on a person’s skills with disregard to personal characteristics including race, religion, gender, marital/parental status, physical or intellectual impairment, sexual preference, age, or political affiliation or beliefs.

All members of the Club are expected to treat all people with respect and not to discriminate directly or indirectly against people based on personal characteristics including those listed.

Procedures

Grievance and complaints should be made to secretary@audax.org.au or national.committee@audax.org.au and follow the Grievance procedure.

If it is found that this grievance is upheld, the National Committee may take action against them. This may include seeking to terminate their relationship with Audax Australia.

Purpose

The purpose of this policy is to help members of Audax Australia national and regional committees to effectively identify, disclose and manage any actual, potential or perceived conflicts of interest in order to protect the integrity of Audax Australia and manage risk.

Objective

The national committee (called the ‘committee’ in this policy) aims to ensure that national and regional committee members are aware of their obligation to disclose any conflicts of interest that they may have, and to comply with this policy to ensure they effectively manage those conflicts of interest as representatives of Audax Australia.

Scope

This policy applies to all national and regional committee members of Audax Australia.

Definition of conflicts of interests

A conflict of interest occurs when a person’s personal interests conflict with their responsibility to act in the best interests of Audax Australia. Personal interests include direct interests, as well as those of family, friends, or other organisations a person may be involved with or have an interest in (for example, as a shareholder).

It also includes a conflict between a member’s duty to Audax Australia and another duty that the member has (for example, to another organisation). A conflict of interest may be actual, potential or perceived and may be financial or non-financial.

These situations present the risk that a person will make a decision based on, or affected by, these influences, rather than in the best interests of Audax Australia. Therefore these situations must be managed accordingly.

Policy

This policy has been developed to address conflicts of interest affecting Audax Australia.

Conflict of interest are common, and they do not need to present a problem to Audax Australia as long as they are openly and effectively managed.

It is the policy of Audax Australia, as well as a responsibility of the national committee, that ethical, legal, financial or other conflicts of interest be avoided and that any such conflicts (where they do arise) do not conflict with the obligations to Audax Australia.

Audax Australia will manage conflicts of interest by requiring national and regional committee members to:

  • avoid conflicts of interest where possible
  • identify and disclose any conflicts of interest
  • carefully manage any conflicts of interest, and
  • follow this policy and respond to any breaches.

Responsibility of the National Committee

The National Committee is responsible for:

  • establishing a system for identifying, disclosing and managing conflicts of interest across Audax Australia
  • monitoring compliance with this policy, and
  • reviewing this policy on an annual basis to ensure that the policy is operating effectively.

Audax Australia must ensure that its National and Regional Committee members are aware of this Conflict of Interest policy, and that they disclose any actual or perceived material conflicts of interests as required by this Conflict of Interest policy.

Identification and disclosure of conflicts of interest

Once an actual, potential or perceived conflict of interest is identified, it must be entered into Audax Australia’s register of interests, as well as being raised with the National Committee.

The register of interests must be maintained by the National Secretary. The register must record information related to a conflict of interest (including the nature and extent of the conflict of interest and any steps taken to address it).

Conflicts of interest of Committee members

Once the conflict of interest has been appropriately disclosed, the National Committee (excluding the member who has made the disclosure, as well as any other conflicted members) must decide whether or not those conflicted board members should:

  • vote on the matter (this is a minimum),
  • participate in any debate, or
  • be present during the debate and the voting.

In exceptional circumstances, such as where a conflict is very significant or likely to prevent a member from regularly participating in discussions, it may be worth the board considering if it is appropriate for the person conflicted to resign from the National or Regional Committee.

What should be considered when deciding what action to take

In deciding what approach to take, the National Committee will consider:

  • whether the conflict needs to be avoided or simply documented
  • whether the conflict will realistically impair the disclosing person’s capacity to impartially participate in decision-making
  • alternative options to avoid the conflict
  • Audax Australia’s objects and resources, and
  • the possibility of creating an appearance of improper conduct that might impair confidence in, or the reputation of Audax Australia.

The approval of any action requires the agreement of at least a majority of the National Committee (excluding any conflicted committee member/s). The action and result of the voting will be recorded in the minutes of the meeting and in the register of interests.

Compliance with this policy

If the National Committee has a reason to believe that a person subject to the policy has failed to comply with it, it will investigate the circumstances.

If it is found that this person has failed to disclose a conflict of interest, the National Committee may take action against them. This may include seeking to terminate their relationship with Audax Australia.

If any member suspects that a national or regional committee member has failed to disclose a conflict of interest, they must notify the National Committee, or the Secretary.

Contacts

For questions about this policy, contact: secretary@audax.org.au

The grievance procedure is set out under the Audax Australia Constitution.

  1. The grievance procedure set out in this rule applies to disputes under this Constitution between:
    1. a Member and another Member; or
    2. a Member and the Association.
  2. The parties to the dispute must meet and discuss the matter in dispute, and, if possible, resolve the dispute within 14 days after the dispute comes to the attention of all of the parties.
  3. If the parties are unable to resolve the dispute at the meeting, or if a party fails to attend that meeting, then the parties must, within 10 days, hold a meeting in the presence of a mediator.
  4. The mediator must be:
    1. a person chosen by agreement between the parties; or
    2. in the absence of agreement:
      1. in the case of a dispute between a Member and another Member, a person appointed by the National Committee; or
      2. in the case of a dispute between a Member and the Association, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice).
  5. A Member can be a mediator.
  6. The mediator cannot be a Member who is a party to the dispute.
  7. The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.
  8. The mediator, in conducting the mediation, must:
    1. give the parties to the mediation process every opportunity to be heard;
    2. allow due consideration by all parties of any written statement submitted by any party; and
    3. ensure that natural justice is accorded to the parties to the dispute throughout the mediation process.
  9. The mediator must not determine the dispute.
  10. If the mediation process does not result in the dispute being resolved, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.

Leave a comment