Policy 104 Terms and Conditions


RAINBOW CLUB AUSTRALIA is committed to transparency in its operations and to ensuring it is open to public scrutiny. It will balance upholding the rights of individuals to privacy and of the organisation to confidentiality.

RAINBOW CLUB AUSTRALIA will prevent unauthorised persons gaining access to an individual’s confidential records and permit individuals access to their own records when this is reasonable and appropriate.

Accordingly, access to some RAINBOW CLUB AUSTRALIA documents and records will be limited to specified individuals and not be available to others for viewing.

This policy applies to the internal records, client records and unpublished materials of RAINBOW CLUB AUSTRALIA.


Member records

Member records will be confidential to members and to Club Management, Teachers and Administrative Staff.

Information about members may only be made available to other parties with the consent of the member and/or their parent/guardian.

All member records will be kept securely within RCAMS (Rainbow Club Australia Management System) and updated, archived and destroyed according to the organisation’s member records policy.

Board records

Board minutes will be open to members of the organisation once accepted by the Board, except where the Board passes a motion to make any specific content confidential.

All papers and materials considered by the Board will be open to members of the organisation following the meeting at which they are considered, except where the Board passes a motion to make any specific paper or material confidential.

The minutes, papers and materials from any Sub-Committee meeting will be open to Board members and staff, but not to the members of the organisation.

RAINBOW CLUB AUSTRALIA membership records

A list of current RAINBOW CLUB AUSTRALIA Members will be available on request to Board members and staff. Personal information about members (including address and contact details) is confidential and may only be accessed by Club Management, Teachers and Administrative staff.

Personnel files

A personnel file is held for each teacher, staff member and contains:

  • contact details and contact details in case of an emergency
  • a copy of the employee’s contract
  • all correspondence relating to job description changes, salary changes, leave entitlements such as long service leave, continuous service leave, unpaid and parental leave.

Access to personnel information is restricted to:

  • the individual staff member accessing their own file
  • relevant Club Management and Administrative Staff.

 Corporate records

Corporate records are those that contain confidential or commercially sensitive information about the organisation’s business. They include:

  • The financial accounts and records
  • Taxation records
  • Corporate correspondence with Fair Trading NSW
  • The corporate key and other access or user name information
  • Records of staff or other internal meetings
  • Project management files
  • Contracts between the organisation and other parties

 Access to these records is limited to Administrative Staff and Board.

Requests for access – general records

All records and materials not falling into the categories above may be released to the public at the discretion of the General Manager.

Any request for access to information should be directed to the General Manager, who will:

  • make available to staff or Board/Club Management information that they are entitled to access
  • refer any request from RAINBOW CLUB AUSTRALIA members or the public for access to the organisation’s records or materials to the appropriate person

In considering a request, the General Manager will take into consideration:

  • a general presumption in favour of transparency
  • the relevant provisions of the RAINBOW CLUB AUSTRALIA constitution regarding information to be made available to RAINBOW CLUB AUSTRALIA members
  • the business, legal, and administrative interests of RAINBOW CLUB AUSTRALIA, including commercial confidentiality and privacy obligations.

Where an external party requests access to information that requires staff to devote time to collating, copying or otherwise making material accessible, the General Manager may determine a fee to be charged.

 Requests for access – member records

All members have the right to access their records and advise the organisation about inaccuracies.

A copy of this Policy is available to be reviewed in the Rainbow Club Australia Club Manual and on our website.

  • Any request for access to information should be directed to the General Manager.
  • The General Manager will maintain a record of member requests to access files.
  • Making fair and appropriate decisions about permitting or refusing access to personal information.
  • Providing access for members or former members to access their own confidential information.
  • Advising members refused access to personal information how to appeal (if appropriate).
  • Enabling members to change records they believe to be inaccurate or misrepresenting, when appropriate.

Requests for information about members from outside agencies or individuals will be referred to the General Manager. Before any information is released, the General Manager will contact the member concerned to obtain consent.


Individuals who are refused access to their own records or information files may appeal by following the Grievance Policy as outlined in the Club Manual.


Refunds will only be considered following the consultation with the General Manager


Documents related to this policy
Related policies
P101 Member Rights and Safety
P108 Managing Complaints

Forms, record keeping  or other organisational documents
Welcome Letter to Teachers and New Staff
Rainbow Club Employment Conditions
Employment Form
Welcome Letter to New Parents
Club Charter
Club Manual