UDCA
UTILITY DOG COUNCIL OF AUSTRALIA
Privacy Policy
Utility Dog Council of Australia (UDCA)
Effective date: 13 November 2026
Last Reviewed: 13 November 2026
1. Introduction
The Utility Dog Council of Australia (UDCA) is committed to protecting personal information and handling it responsibly, transparently and securely.
This Privacy Policy explains how UDCA collects, uses, stores, discloses and manages personal information provided through its website, dog registry, membership services and associated activities.
UDCA aims to manage personal information in accordance with the principles of the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable.
This policy applies to website visitors, registered users, members, dog owners, breeders, individuals submitting registry information, and other individuals whose personal information is collected or held by UDCA.
2. Information we collect
UDCA collects information reasonably necessary to administer its activities, maintain the accuracy and integrity of the dog registry, manage user accounts and provide associated services.
Information may include:
Personal and Contact Information
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Full name
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Residential or postal address
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Email address and telephone number
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Membership details and status
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Website account and registration details
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Communications and correspondence with UDCA
Dog and Registry Information
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Registered dog name and identification details
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Breed, sex and date of birth
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Microchip number
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Pedigree, ancestry and breeder information
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Current and historical ownership information, where recorded
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Registration details and supporting documentation
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Working titles, qualifications, competition results and achievements
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Health information, genetic testing results and other dog-related records, where submitted
Website and Technical Information
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IP addresses and browser information
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Website activity and usage data
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Cookies and similar technologies
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Information necessary for website security and account functionality
Membership and Payment Information
Where membership fees or other payments are introduced, UDCA may collect transaction details, payment status and information necessary to administer payments.
Online payments may be processed through third-party payment providers. The personal and payment information processed by those providers will depend on the payment services implemented.
UDCA will update this policy as necessary before introducing new payment functionality.
3. How information is collected
UDCA may collect information through:
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Online dog registration and submission forms
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Website account registration and member profiles
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Membership applications
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Information provided by dog owners, breeders or other individuals
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Pedigree documentation, registration certificates and supporting records
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Communications with UDCA
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Website cookies and related technologies
Third-Party Submissions
UDCA permits individuals other than a dog's owner or breeder to submit information for inclusion in the registry.
Information submitted by a third party may therefore include personal information relating to another individual.
Persons submitting information must provide accurate information to the best of their knowledge and must not knowingly submit false, misleading or improperly obtained personal information.
UDCA may review, verify, correct, withhold or remove submitted information where necessary to protect registry integrity or individual privacy.
Submission of information does not guarantee acceptance or publication.
UDCA recognises that the collection and publication of personal information about third parties may require additional notification, appropriate authority or other safeguards under applicable privacy law.
4. Public dog registry and publication of information
UDCA maintains a publicly accessible dog registry to support accurate dog identification, pedigree recording, breeding transparency and recognition of qualifications and achievements.
Certain information submitted to UDCA may be made publicly accessible through the registry.
4.1 Publicly Available Information
Public registry information may include:
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Dog name and registration details
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Breed, sex and date of birth
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Microchip number
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Pedigree and ancestry information
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Breeder name
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Working titles, qualifications and achievements
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Dog-related health and genetic information approved for publication
Breeder names are publicly disclosed as part of the registry's breeding and pedigree records.
Information published in the public registry may be accessed by website visitors without requiring a UDCA member account.
Publicly accessible information may also be indexed by search engines, copied or retained by third parties.
UDCA cannot guarantee the removal of information independently copied or retained outside its systems.
4.2 Private Owner Information
UDCA does not publish the names of current or previous dog owners in its public registry.
The following owner information is treated as private:
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Current and historical owner names
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Residential and postal addresses
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Email addresses
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Telephone numbers
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Private membership and account information
This information is maintained for legitimate registry administration, verification, communication and recordkeeping purposes.
Access is restricted to authorised UDCA personnel and service providers where required for their duties.
Private owner information will not be disclosed publicly unless required or authorised by law or otherwise appropriately authorised by the individual concerned.
4.3 Breeder Information
Breeder names form part of the historical pedigree record and may remain associated with a registered dog over time.
Where a breeder is an identifiable individual, their name constitutes personal information.
UDCA will take reasonable steps to ensure that breeder information is collected and published appropriately, including where the information has been submitted by another person.
Breeders may contact UDCA to request correction of inaccurate information or raise concerns about the publication of their personal information.
4.4 Microchip Numbers
UDCA publishes full microchip numbers as part of its dog identification and registry records.
Microchip numbers are used to distinguish individual dogs and support the accuracy of registry information.
Where a microchip number can be associated with an identifiable individual, UDCA recognises that its publication may have privacy implications.
Requests concerning inaccurate microchip details, ownership disputes or potential misuse will be reviewed by UDCA.
5. Use of personal information
UDCA uses personal information for purposes associated with its functions and activities, including:
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Maintaining and administering the dog registry
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Recording pedigrees, breeding information and dog identification details
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Verifying registrations and supporting documentation
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Managing membership and website accounts
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Recording working titles, qualifications and achievements
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Communicating with members, dog owners, breeders and registered users
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Responding to enquiries, complaints and correction requests
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Maintaining the security and integrity of the website and registry
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Improving website functionality and services
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Meeting applicable legal and regulatory obligations
UDCA will not sell personal information to third parties.
Personal information will not be used for unrelated purposes without an appropriate legal basis or authorisation.
6. Disclosure of personal information
UDCA may disclose personal information where reasonably necessary to administer its services or where required or authorised by law.
Recipients may include:
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Authorised UDCA ad
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ministrators and personnel
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Website hosting and database service providers
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Information technology and technical support providers
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Payment processors, where payment services are introduced
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Regulatory authorities, law enforcement agencies or other parties where legally required or authorised
Public registry information is disclosed in accordance with Section 4 of this policy.
Private owner contact details are not made available through the publicly accessible registry.
UDCA takes reasonable steps to ensure that third-party service providers handle personal information appropriately and maintain suitable confidentiality and security protections.
7. Website hosting and overseas data processing
The UDCA website operates on the Wix platform.
Wix provides website hosting, database functionality, user account services and associated technical infrastructure.
Information collected through the UDCA website may be processed or stored by Wix and its authorised service providers in locations outside Australia.
According to Wix's published information, potential data-processing or storage locations include the United States, Ireland, South Korea, Taiwan and Israel, and other jurisdictions where necessary to provide its services.
These locations are subject to change according to Wix's service arrangements.
UDCA relies on Wix and its associated service providers for aspects of website hosting, data storage and technical security.
Further information about Wix's handling of personal information is available through Wix's published Privacy Policy and Data Processing Agreement.
8. Website accounts and membership
Individuals may create accounts to access website functions or member services.
Account information may include names, contact details, login credentials, membership status and information associated with registry activities.
UDCA uses this information to authenticate users, administer accounts, provide access to relevant services and communicate about membership or registry matters.
Account holders should maintain the confidentiality of their login details and notify UDCA if they suspect unauthorised access.
Account registration does not make private owner contact information publicly accessible.
9. Cookies and website analytics
The UDCA website may use cookies and similar technologies to support:
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Essential website operation
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Login and account authentication
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Website security
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User preferences
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Website performance monitoring
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Analytics and service improvements, where enabled
Some cookies may be placed by Wix or other services used to operate the website.
Users may manage cookies through their browser settings and any cookie controls made available on the website.
Disabling essential cookies may affect website functionality.
UDCA will provide additional information or consent controls where required by applicable law and the tracking technologies in use.
10. Information security
UDCA takes reasonable steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure.
Such measures may include:
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Restricted access to private registry information
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Authentication and access controls for authorised users
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Appropriate website and database permissions
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Use of established website hosting and security services
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Review of access permissions and information-handling practices
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Procedures for responding to suspected security incidents
UDCA distinguishes between information intended for public disclosure and information held for private administrative purposes.
Although reasonable precautions are taken, no internet-based system can be guaranteed to be completely secure.
Individuals who believe personal information has been accessed or disclosed without authorisation should contact UDCA promptly.
11. Retention of information
UDCA retains information for as long as reasonably necessary to fulfil its registry, administrative and legal functions.
Dog identification, pedigree, breeder and historical registration information may be retained for extended periods to preserve the continuity and accuracy of the registry.
Private owner information, membership records, account details and supporting documentation will be retained only for as long as necessary for legitimate administrative purposes or as otherwise required or authorised by law.
Information no longer required will be securely deleted, destroyed or de-identified where appropriate, subject to applicable recordkeeping requirements.
Withdrawal from membership or closure of a website account does not necessarily require deletion of legitimate historical dog registry records.
12. Access, correction and removal requests
Individuals may contact UDCA to request access to personal information held about them or correction of information they believe is inaccurate, incomplete, outdated or misleading.
Requests may relate to:
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Personal contact information
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Membership or account records
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Dog registration details
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Breeder identification
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Incorrect pedigree or ownership information
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Information published in the public registry
UDCA may request reasonable evidence to establish identity, ownership or the basis for a requested correction.
Requests will be assessed in accordance with applicable law, registry integrity requirements and the circumstances of the request.
Where information is inaccurate, UDCA will take appropriate steps to correct it.
Requests to remove information from the public registry will be considered individually, taking into account privacy rights, the accuracy and historical integrity of the registry, and applicable legal obligations.
UDCA may retain accurate historical dog-related information where there is a legitimate and lawful basis for doing so.
Requests should be directed to:
13. Privacy complaints and data incidents
Individuals who believe their personal information has been mishandled may submit a complaint to UDCA.
Complaints should include sufficient information to identify the matter and allow UDCA to investigate.
UDCA will acknowledge and assess complaints, investigate where appropriate and respond within a reasonable period, ordinarily within 30 days.
Where a suspected privacy or security incident occurs, UDCA will assess the circumstances, take appropriate steps to contain and address the incident, and notify affected individuals or relevant authorities where legally required.
Where the Privacy Act 1988 (Cth) applies, individuals who remain dissatisfied with UDCA's response may be entitled to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
OAIC website: www.oaic.gov.au
14. Changes to this policy
UDCA may update this Privacy Policy to reflect changes in legislation, website functionality, registry practices or information-handling arrangements.
The current version will be made available on the UDCA website.
Where changes materially affect how personal information is collected, used or disclosed, UDCA will take reasonable steps to notify affected individuals where appropriate or legally required.
The effective date will be updated when a revised policy is published.
15. Contact UDCA
For enquiries about privacy, access to information, correction requests or complaints, contact:
Utility Dog Council of Australia (UDCA)
Email: info@utilitydogcouncil.com
Website: www.utilitydogcouncilaustralia.com.au
Additional organisational and contact details will be provided where required under applicable privacy legislation.