PRIVACY POLICY

Broome CIRCLE is committed to safeguarding your privacy online.

Broome CIRCLE has created this privacy statement in order to demonstrate our firm commitment to privacy. The following discloses our information gathering and dissemination practices for Broome CIRCLE

Broome CIRCLE does not collect personally identifiable information about individuals except when such individuals specifically provide such information on a voluntary basis. For example, such personally identifiable information may be gathered from the registration process for membership, program registrations and attendances.
Personally identifiable information on individual users will not be sold or otherwise transferred to unaffiliated third parties without the approval of the user at the time of collection. At such points of collection, the user will have the opportunity to indicate whether he or she would like to “opt out” of receiving promotional and/or marketing information about other products, services and offerings and/or any third parties.
Further, notwithstanding any opt out of promotional information by the user, we reserve the right to contact a subscriber regarding account status, changes to the subscriber agreement and other matters relevant to the underlying service and/or the information collected.
We do reserve the right to perform statistical analyses of user behaviour and characteristics in order to measure interest in and use of the various areas of the site and to inform funders of such information as well as the number of users that have been exposed to or clicked on the site.
Upon request, we will allow any user to “opt out” of further promotional contacts at any time.
Additionally upon request, we will use reasonable efforts to allow users to update/correct personal information previously submitted which the user states is erroneous to the extent such activities will not compromise privacy or security interests. Also, upon a user’s request, we will use commercially reasonable efforts to functionally delete the user and his or her personal information from its database; however, it may be impossible to delete a user’s entry without some residual information because of backups and records of deletions.

Access to the database containing personal information is restricted to Broome CIRCLE staff members with direct responsibility for or management of the website. Authorised staff members are not allowed to pass on information about members to non-authorised staff without the express permission of the CEO.
Broome CIRCLE reserves the right to change this policy at any time by notifying users of the existence of a new privacy statement. This statement and the policies outlined herein are not intended to and do not create any contractual or other legal rights in or on behalf of any party.

Choice/Opt-Out
Our site provides users the opportunity to opt-out of receiving communications. This site gives users the following options for removing their information from our database to not receive future communications or to no longer receive our service:

1. You can send email to enquiries@broomecircle.org.au
2. You can call the following telephone number: (08) 91936425

If you have any questions about this privacy statement, the practices of this site, or your dealings with this Web site, you can contact:
Broome CIRCLE
27 Frederick St
Broome WA 6725

CANCELLATION AND REFUND POLICY

Thanks for visiting Broome CIRCLE.

If you change your mind about a program booking and give Broome CIRCLE seven (7) days’ notice prior to the start of the program, you are entitled to a full refund. Once your cancellation is approved, we will initiate a refund to your credit card (or original method of payment).  You will receive the credit within a certain number of days, depending on your card issuer’s policy. If you have exceptional circumstances, please contact us to apply for a refund.

If you change your mind about room bookings and give Broome CIRCLE fourteen (14) days’ notice prior to the start of the program, you are entitled to a full refund. Once your cancellation is approved, we will initiate a refund to your credit card (or original method of payment).  You will receive the credit within a certain number of days, depending on your card issuer’s policy. If you have exceptional circumstances, please contact us to apply for a refund.
There is no refund available on memberships.

Contact Us
If you have any questions on our refund policy, please contact us.

ONLINE BOOKING

A booking is not confirmed until payment has been received. If you have received the members or concession price for your booking, you may be asked to show your membership or concession card when you attend an activity.  Membership can be purchased online.

CANCELLATION/WITHDRAWAL

Broome CIRCLE reserves the right to cancel an activity if there are insufficient bookings. If an activity is cancelled, you will receive at least one day’s notice of the cancellation.  If the activity is cancelled by BroomeCIRCLE, we will reimburse you the full activity fee. If you withdraw from a program less than seven days prior to the commencement of the activity, the program fee will be forfeited unless an exceptional circumstances waiver is applied for and approved.

PRIVACY

Broome CIRCLE is committed to keeping your confidential information secure. The information you provide in our online booking system will enable us to meet our funding accountability requirements. Please see our privacy policy for more information.

CONDITIONS OF HIRE

1. Agreement to the contract

1.1. Purpose of hire: The venues are available for regular and casual hire by community groups, organisations including not for profit. Organisations, groups or individuals hiring venues managed by Broome CIRCLE do so only for the stated purpose of hire. The purpose of hire must be lawful and conducted in a manner that does not disrupt users of other venues or residents of the community.
1.2. Age Restrictions: False information provided on a ‘Venue Hire Application’ and/or non-compliance of age restrictions will result in cancellation of booking.
1.3. Restrictions to numbers attending:
1.3.1. Estimate of the numbers of guests attending must be included on the ‘Venue Hire Application Form’. If the number of guests attending is in excess of the number of guests included on the application form, the hirer must inform Broome CIRCLE.
1.3.2. Maximum capacity compliance: To satisfy fire and social distancing regulations the maximum capacity for each venue is declared on the application. Strict adherence to this capacity must be maintained. If this term is breached, it will result in cancellation of the booking.
1.4. Times of hire: Venues are available for hire from 8am to 12 midnight. The period of hire shall commence and conclude strictly at the agreed times nominated on the ‘Venue Hire Application Form’. The set up and clean up time must be included in the times of hire. The venue must be vacated promptly at the conclusion of the hiring period. An extra charge will be imposed for any additional time used which is not booked in advance (refer to 26. Schedule of Additional Charges, Item 4).
1.5. Days of hire: Venues are available for hire seven days a week subject to public holidays and Broome CIRCLE’s operational requirements.
1.6. Vacation of venue: No bookings can be accepted past midnight. Venues must be vacated no later than midnight.

2. Application for hire and confirmation of booking

2.1. Once a ‘Venue Hire Application Form’ is received, Broome CIRCLE will confirm the booking via email within seven (7) working days. If you do not receive a confirmation after seven (7) working days, please contact us on (08) 9193 6425.
2.2. The person completing the ‘Venue Hire Application Form’ and signing the venue hire agreement on the form must provide a copy of their driver’s licence or other photographic ID including the current address when submitting their ‘Venue Hire Application Form’.

3. Hire costs and payment arrangement

3.1. Broome CIRCLE will review rates annually and provide at least four (4) weeks’ notice of any rate changes.
3.2. Regular Hirers: hire costs and payment arrangements:
3.2.1. Hire charges will be calculated and invoiced in advance.
3.2.2. Direct debit defaults and dishonoured payments:
3.2.2.1. If a payment is dishonoured, Broome CIRCLE will contact the hirer to arrange an alternative method of payment.
3.2.2.2. If the account remains outstanding for seven (7) days from the initial dishonoured payment, bookings for the following month will be cancelled unless written approved alternative arrangements have been made with Broome CIRCLE.

4. Cancellation of booking

4.1. In the event of a cancellation, Broome CIRCLE requires a minimum of 14 days written notice (email acceptable) to cancel any booking.
4.2. Cancellation by Broome CIRCLE: Broome CIRCLE reserves the right to cancel any booking if the terms and conditions of hire are breached. Broome CIRCLE will provide written and/or verbal notice cancelling a booking (without advance warning if necessary) if:
4.2.1. The regular hirer neglects to pay invoiced fees within the required time frame and cancellation fee equals 100% of hire charges.
4.2.2. Broome CIRCLE suspects that false or misleading information has been provided on the ‘Venue Hire Application Form’.
4.2.3. Broome CIRCLE become aware that any event, goods, or services proposed to be held or provided by the hirer is/are objectionable, dangerous, and inappropriate for the venue, prohibited by law, or would be of detriment to Broome CIRCLE, the community, or be in contravention of any laws or the conditions stipulated in the hire agreement. In this case, any payment received will be retained by Broome CIRCLE.
4.2.4. Unexpected repairs or alterations to the hire venue are underway.
4.2.5. The premises are not fit for use due to electrical or security failure, or damage.
4.2.6. Adequate evidence of insurance coverage has not been provided if required.

5. Key lockbox

5.1. One lockbox is located at the front door, and another at the backside gate, with a key to the external doors to the building. Hirers requiring venue hire outside of office hours will be sent instructions for after hour’s access.
5.2. There will be a $50 fine to the hirer if the key is not returned to the lockbox after use (refer to 26. Schedule of Additional Charges, Item 2).

6. Access to venue

6.1. Premises may only be occupied during the times specified in the ‘Venue Hire Application Form’. If the hirer occupies the hire venue either before or after the agreed hire time noted on their application form, additional hire time will be charged accordingly (refer to 26. Schedule of Additional Charges, Item 4).
6.2. Set up and cleaning/pack up time must be included within the entry time and exit time stated on the ‘Venue Hire Application Form’.
6.3. If the venue has been hired until 12.00am (midnight) the hirer must ensure that the premises are vacated no later than midnight.
6.4. All goods and equipment provided by the hirer (including decorations, leftover food/drink etc) must be removed from the premises within the hire time period or additional charges may apply (refer to 26. Schedule of Additional Charges; Item 4).

7. Storage facilities for regular hirers

7.1. If a regular requires storage, a request may be submitted on the ‘Venue Hire Application Form’. There is limited storage available and storage may not be available to all regular hirers.
7.2. Items stored are the responsibility of the hirer and do so at their own risk and are not covered by Broome CIRCLE’s insurance policy. The hirer must not store any illegal, highly flammable or dangerous goods.
7.3. Hirers are not permitted to provide their own storage cupboards and locks unless written permission is granted by Broome CIRCLE.

8. Public liability insurance

8.1. All hirers holding a public event or providing a public service to the community must provide evidence of their own public liability insurance to a value of $10 million. Hirers will be required to provide a copy of their Public Liability Insurance prior to the event. Please note:
8.1.1. A Public Event is an event which is:
8.1.1.1. open to members of the public and/or
8.1.1.2. advertised to the general public and/or
8.1.1.3. either free to attend or has an entry cost and/or
8.1.1.4. aimed to sell or promote goods or services
8.2. $1,000 excess is payable in the event of any public liability insurance claim made by hirers.

OBLIGATIONS DURING HIRE

9. General obligations

9.1. Personal belongings / food items left unattended at the venue will be at the hirer’s own risk. Any equipment arranged by the hirer must be removed from the venue by the end of the hire period. The venue will not be available the following day to collect equipment.
9.2. The hirer must allow un-restricted access to the venue at any time by Broome CIRCLE staff or representative on official business, attending due to an emergency call out, security officers or emergency services officers.

10. Cleaning, setting up and packing up

10.1. All of the following is required within the agreed period of hire:
10.1.1. The premises must be left in a clean and tidy condition with floors swept and mopped and the kitchen cleaned and all items removed from the fridge and/or freezer. If this term is breached, a fee may be charged (refer to 26. Schedule of Additional Charges, Item 5).
10.1.2. Set up and pack up time for furniture and decorations (and delivery of any food and beverages) must be included within the hire session time. The hirer is responsible for the set up and pack up of furniture required by the hirer. If this term is breached, a fee may be charged (refer to 26. Schedule of Additional Charges, Item 6). The hirer is responsible for removing all rubbish from inside the premises; rubbish must be placed in the rubbish hoppers provided and not left in the rubbish bins inside the premises. If this term is breached, a fee may be charged (refer to 26. Schedule of Additional Charges, Item 7).
10.1.3. The hirer is responsible for removing cigarette butts and broken or empty bottles from the surrounding outside areas of the hire venue. If this term is breached, a fee may be charged (refer to 26. Schedule of Additional Charges, Item 8).

11. Decorations and advertising

11.1. The use of decorations is permitted on the condition they do not damage or mark any part of the building. Extreme care should be taken to ensure decorations do not present a fire hazard.
11.2. Posters and other advertising materials are not permitted within or outside any venues without the written consent of Broome CIRCLE.
11.3. If decorations are not removed, or should damage from decorations be caused, the cost of removal and cost of repairs will be deducted.
11.4. Events and gatherings must not be advertised on Facebook or other media without an express written request to Broome CIRCLE.

12. Restrictions to numbers

12.1. To satisfy fire regulations the maximum capacity for each venue is declared on the application. Strict adherence to this capacity must be maintained. If this term is breached, all future bookings will be cancelled.

13. Food preparation

13.1. Preparation of food and beverages must be confined to kitchen areas.

14. Smoking and alcohol

14.1. Smoking is NOT permitted within the fence perimeter of the property.
14.2. The sale of liquor without a suitable license is illegal and therefore strictly prohibited in any venue.

15. Noise

15.1. All venues are in a residential area and due consideration must be given to nearby residents. Complaints received by Broome CIRCLE from nearby residents for noise disturbances will result in cancellation of all future bookings.
15.2. Excessive noise could incur an infringement/fine of up to $1,000.00 for which the hirer is liable. If this term is breached, the hirer will be invoiced and charged for the cost of the infringement (refer to 26. Schedule of Additional Charges, Item 9).
15.2.1. In accordance with the Environment Protection Act 1997 all noise must be below 45 decibels up to 10pm. From 10pm to 12am noise levels must not exceed 35 decibels. Premises must be vacated no later than midnight.

16. Damage to property or premises

16.1. ‘Damage’ is considered as breakages that impair the value, usefulness, or normal function of our venues. A requirement of additional cleaning is also considered under ‘Damages’ in these terms and conditions.
16.2. Any damage that occurs to the premises during the time of hire must be reported to Broome CIRCLE as soon as possible.
16.3. For any damage incurred by the hirer or one of their invited guests, the cost of repairs arranged by Broome CIRCLE plus an additional clean up and administration fee will be charged.(refer to 26. Schedule of Additional Charges, Item 10).

17. Illegal activity or maximum room capacity exceeded

17.1. Hirers are responsible for bearing the full cost of fines/infringement notices for non- compliance of maximum room capacity (refer to 26. Schedule of Additional Charges, Item 11).

18. Security and Safety

18.1. Hirers are responsible for the security and safety of themselves, their guests and the building and grounds during the time of hire. Hirers are also responsible for the behaviour of guests at their event.
18.2. The hirer must allow un-restricted access to the venue at any time by Broome CIRCLE staff on official business, security officers or emergency officers.
18.3. All minors are to be accompanied by an adult at all times.

19. Emergency call-out

19.1. Broome CIRCLE does not operate after hours or on weekends. There is no after-hours customer service available and the emergency number does not cater for this.
19.2. An emergency on call phone number is provided on the building front door for the hirer to contact in case of emergency. Emergencies are classified as:
19.2.1. hirer cannot gain access to the premises (eg. key won’t work or door lock broken).
19.2.2. property or building damage which requires immediate repairs (eg. window broken and needs immediate repairs to be arranged).

20. Fire or Police contacted
20.1. Extreme Emergencies: In case of fire at premises or if Police are required to attend event, Hirers must phone 000 as first point of contact.
20.2. Hirers are responsible for bearing the full cost in case of a false alarm relating to a fire, police or a security call out (refer to 26. Schedule of Additional Charges, Item 11).

OBLIGATIONS AFTER HIRE

21. Cleaning and packing up

21.1. Premises must be vacated no later than 12.00am, midnight.
21.2. It is the responsibility of the hirer to ensure the premises and grounds are left in a clean and tidy condition at the end of the hire and all equipment is returned to storage.
21.3. If the cleaning is not to a suitable standard, the cost of engaging cleaners will be charged (refer to 26. Schedule of Additional Charges, Item 5).

22. Compliance

22.1. Failing to comply with the Venue Hire Terms and Conditions may result in cancellation of the hirer’s booking and future booking requests denied.
22.2. In the event of any non-compliance where Broome CIRCLE has incurred costs, the Schedule of Additional Charges will apply along with any other associated costs or fees incurred by Broome CIRCLE.

SCHEDULE OF ADDITIONAL CHARGES

23. Schedule of additional charges

23.1. In the event of any of the circumstances listed in the Schedule of Additional Charges, the hirer agrees to the associated costs or fee incurred.
23.2. Where applicable, hirers may be charged for more than one item.

ANNEXURE A: COVID-19 CONDITIONS OF HIRE

These conditions of hire are in addition to Broome CIRCLE’s Standard Venue Hire Terms and Conditions as it relates to the use of its facilities.

Adherence to State Government Directions

• All user groups of the Centre must ensure adherence to the State Government’s COVID Safety Plan and Guidelines and any state government mandates relating to COVID-19 including the State Government’s Mandatory COVID-19 Vaccination Policy for WA Workforce announced on 20th October 2021.
• A user group relates to any person who hires, books or reserves a Broome CIRCLE workplace including Broome Empowerment Circle (BEC).
• Following the Public Health Directions announced on Thursday 21st of October 2021, and the Community Care Services Worker (Restrictions on Access) Directions which came into effect on 5 November 2021, Broome CIRCLE has determined it falls into Group 1 as an industry determined to have high transmission risk, vulnerability risk or are necessary or critical to the safety of the community.
• Anyone who fails to comply with the Directions will not be permitted access to any of Broome CIRCLE worksites including BEC.
• Broome CIRCLE encourages all users to complete the online COVID Infection Control Training Course. This is located on the Department of Health’s website:
www.health.gov.au/resources/apps-and-tools/covid-19-infection-control-training

Purpose

This policy outlines Broome CIRCLE’s position in order to ensure that measures are implemented to:
• Comply with any applicable Public Health Orders (PHOs), state government directions, mandates, legislation or regulations;
• mitigate risks to health and safety of all persons who need to attend Broome CIRCLE’s premises and stakeholder sites;
• Mitigate risks to the health and safety of persons who come into contact with Broome CIRCLE as part of their work; and
• Be consistent with current Commonwealth and State health messaging including content found on State and Commonwealth Department of Health websites.

Confidential Register

• Any information provided to Broome CIRCLE in accordance with any and all PHO’s, state government directions, mandates, legislation or regulation will be treated confidentially and will be used only for ensuring compliance with those Directions.
• Broome CIRCLE will keep a confidential register of the vaccination status of anyone who is required under the PHO.
• Individual Healthcare Identifier (IHI) numbers will be removed/redacted from all records provided before being kept on the confidential register.
• Anyone who is required to provide information to Broome CIRCLE in accordance with the PHOs, state government directions, mandates, legislation or regulations are expected to provide accurate and truthful information. Failure to do so will be considered serious misconduct and will be referred to the relevant authorities.

Operation of the policy

Broome CIRCLE will be continuously monitoring and assessing the operation of this policy in line with the latest information from Government and health authorities. Broome CIRCLE may amend, withdraw or replace this policy from time to time at its sole discretion.

Physical Distancing

• Ensure physical distancing requirements of a minimum of 1.5m distance between each participant is adhered to at all times, before, during and after the activity.
• Ensure a maximum number of participants as per undivided space (indoor or outdoor) identified on the wall signs in each room.
• The ingress and egress of participants at the Centre is required to be managed by the user group at all times to ensure the appropriate physical distancing is in place. This is to include the use of one-way pedestrian management systems (signage, barriers etc) and staggering of start times of sessions to avoid congestion and the formation of large groups in excess of the room capacity.
• User groups conducting “back to back” sessions are required to include appropriate transition time between sessions to avoid congestion.

Access to facilities

• The use of common areas within the Centre (i.e. foyers and entrance ways) as waiting or collection areas must adhere to social distancing requirements. This applies to parents/guardians waiting to collect children.
• Sharing of equipment is permitted provided it is cleaned with antibacterial wipes between each use. User groups should continue to encourage patrons to bring their own equipment where possible.
• Broome CIRCLE reserves the right to amend the bookings of any user group to address any concerns regarding the management of physical distancing or to accommodate the needs of any one particular user group.

Cleaning & Hygiene
User groups are responsible for the cleaning of their own equipment as per the Department of Health guidelines:

• Cleaning hands

Regularly washing hands is an effective way to prevent the spread of germs and virus.

If cleaning your hands with soap and water:
o Lather for at least 20 seconds. Pay attention to the backs of hands and fingers, fingernails and the webbing between fingers.
o Rinse hands under running water and dry hands with a clean towel, or fresh paper towel.

If cleaning your hands with an alcohol-based hand rub (hand sanitiser):
o Apply enough product to cover both hands.
o Ensure the product contains at least 70% alcohol content
o Rub all surfaces of both hands until they are dry.

• Washing equipment

The following hygiene measures are recommended to continue to manage the risk of transmission:

o Clean shared equipment between each use;
o Continue to encourage patrons to bring their own equipment;
o Implement hygiene measures following each hire session;
o Encourage patrons to wipe down equipment after each use; and
o Facilitators should ensure cleaning is carried out at the end of each hire session.

• Increased cleaning and sanitation regime

o It is important to ensure appropriate cleaning of common contact surfaces, ‘high touch’ items and shared amenities, such as handles and taps. It is recommended that frequent cleaning in all areas is maintained
o This is especially important in high traffic areas. If you think a surface may be contaminated, wipe down with antibacterial wipes.
o Before and after the use of the Centre facilities, user groups are required to clean all equipment to be used as a part of their hire, including (but not limited to) chairs, tables, counter surfaces and other touch points (i.e. door handles). This relates only to the room(s) to be used as a part of the group’s booking. This does not include cleaning of floor surfaces, kitchen areas (unless they form part of their bookable space i.e. kitchen), toilets and entry areas.
o Cleaning instructions and materials will be made available to groups hiring the Centre for each hireable space; however, groups are also required to bring their materials based on their needs and in order to comply with these terms and conditions.
o This cleaning required to be undertaken by the user groups is in addition to the regular detailed and increased cleaning which will be undertaken by Broome CIRCLE.
o Cleaning standards that will assist you in your cleaning practices can be found on the Department of Health website.

Register of participants

User groups are required to keep a register of all participants in attendance for each session, including participant contact details. This register is to be made available to relevant authorities upon request.

Safety Plans

• User groups are strongly encouraged to complete the State Government’s COVID-19 Safety Plan for their respective activities and submit a copy of this to Broome CIRCLE, and relevant authorities if requested.
• The link for the COVID-19 Safety Plan is as per below:

www.wa.gov.au/government/document-collections/covid-safety-plan-and-guidelines

Compliance Obligations

• All user groups must adhere to the directions of Broome CIRCLE’s Safety Plan as it relates to their activities and where these directions extend beyond (but remaining within) the current State Government guidelines. For example, completion of on-line education regarding COVID 19 infection control, hygiene protocols etc.
• Failure to comply with these Conditions of Hire may result in the cancellation of the user group’s bookings.

Please note: These requirements apply to hire arrangements between Broome CIRCLE and the user group. Hirers must also observe all applicable Public Health Orders, state government Directions, Mandates, State laws and regulations relating to the premises, including in relation to COVID 19 and the associated risk. This will already form part of the obligations under these Hire Terms and Conditions.