Privacy Policy - Wheelie Week

Wheelie Week Ltd • ABN 27 695 125 789 • Last updated: March 2026

Contents

Privacy contact

Andrew Hagen – Public Officer

hello@wheelieweek.com | 74 Whatley Cres Mount Lawley WA 6050

Wheelie Week Ltd takes your privacy seriously. This policy explains what personal information we collect, why we collect it, and how we protect it. We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We will never sell your personal information.

Who we are

Wheelie Week Ltd (ACN 695 125 789, ABN 27 695 125 789) is an Australian not-for-profit public company limited by guarantee, registered with ASIC and applying for charitable status with the Australian Charities and Not-for-profits Commission (ACNC). Our registered address is 74 Whatley Cres, Mount Lawley WA 6050.

We operate the Wheelie Week campaign — a year-round op-in fundraising and awareness movement in which participants use a wheelchair for up to one week to experience firsthand the accessibility barriers faced by people with mobility limitations.

What personal information we collect

We collect personal information in the following contexts:

Participant registration & waiver: Full name, date of birth, email address, phone number, emergency contact name & phone, relevant medical information, signature. (Required to participate)
Fundraising (via Raisely): Name, email address, fundraising page details, donation records (payments processed by Stripe). (Required to fundraise)
Barrier reports (via Tally form): Location data, barrier category, photo, severity rating, name (optional), email (optional). (Location required; name & email optional)
Email communications (via Mailchimp): Email address, first name, communication preferences. (Required to receive updates)
Media release: Name, consent to use image/video in promotional materials. (Optional)

We do not collect sensitive information (such as health or disability information) beyond what is strictly necessary for your safety as a participant. Any medical information provided in the waiver form is used solely for emergency purposes and participant duty of care.

How we use your information

We use your personal information only for the purposes for which it was collected:

To register you as a participant and manage your Wheelie Week experience
To contact you with event updates, safety information, and campaign communications (where you have opted in)
To process fundraising donations and issue receipts through Raisely and Stripe
To respond to your enquiries and provide participant support
To meet our legal obligations, including insurance and duty of care requirements
To compile aggregated, de-identified accessibility data from barrier reports for research and advocacy purposes
To promote Wheelie Week where you have given media release consent

We will not use your information for any other purpose without your consent.

Sharing your information

We will never sell your personal information to third parties. We share information only in the following limited circumstances:

Service providers: We use third-party platforms to operate Wheelie Week — including Raisely (fundraising), Stripe (payments), Mailchimp (email communications), Tally (forms), Banking providers, and Google Sheets (data storage). These providers act as data processors on our behalf and are contractually required to protect your information and use it only for the services they provide to us.
Wheelchair supplier: Participant names and contact details may be shared with our wheelchair supply partner solely for the purpose of coordinating equipment loans. This partner is bound by confidentiality obligations.
Legal requirements: We may disclose personal information if required to do so by law, regulation, or a valid court order.
Board members only: Waiver forms containing medical and emergency contact information are accessible only to Wheelie Week Ltd board members. This data is not shared with volunteers, sponsors, or any external parties.

Barrier reports & advocacy data

Barrier reports submitted during Wheelie Week are a core part of our charitable purpose. The location, category, photo, and severity rating you submit may be used – in aggregated or de-identified form – to produce accessibility maps, research reports, and advocacy materials shared with councils, architects, planners, and media.

If you provide your name or email address on a barrier report, these details will never be included in any published data, reports, or advocacy materials. They are used only for internal follow-up if required. We may publish aggregated statistics such as “X barriers were reported in the Perth CBD during Wheelie Week 2026” without identifying any individual participant.

Storage & security

Your personal information is stored electronically using reputable third-party platforms with appropriate security controls, including Raisely, Stripe, Mailchimp, Tally, and Google Workspace (Sheets). Waiver data – including medical information and emergency contacts – is stored in a restricted Google Sheet accessible only to Wheelie Week Ltd board members. We retain personal information for as long as reasonably necessary to fulfil the purpose for which it was collected, or as required by law.

Participant waiver data will be retained for a minimum of seven years to comply with potential insurance and legal obligations. While we take reasonable steps to protect your information, no internet transmission is completely secure. If you have concerns about security, please contact us directly.

Your rights

Under the Australian Privacy Act, you have the right to:

Access the personal information we hold about you
Correct personal information that is inaccurate, out of date, or incomplete
Withdraw consent for optional uses such as media release or marketing communications at any time
Request deletion of your personal information, subject to legal retention requirements
Make a complaint about how we handle your personal information

To exercise any of these rights, please contact us at hello@wheelieweek.com. We will respond within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

Children & minors

Wheelie Week participants must be 18 years of age or older, or have the written consent of a parent or legal guardian. We do not knowingly collect personal information from individuals under 18 without verified parental consent. If you believe we have collected information from a minor without appropriate consent, please contact us immediately.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify registered participants by email. We encourage you to review this policy periodically. Continued participation in Wheelie Week activities after any update constitutes acceptance of the revised policy.

Contact us

For any privacy-related questions, requests, or complaints, please contact our Public Officer:

Andrew Hagen – Public Officer & Director

Wheelie Week Ltd

74 Whatley Cres, Mount Lawley WA 6050

hello@wheelieweek.com

• ACN 695 125 789

• ABN 27 695 125 789