Note — general guidance only: Privacy regulations vary by jurisdiction and venue type. Always seek legal advice to ensure your club meets all Privacy Act 1988 (Cth) obligations before implementing roster changes.



Member-exclusive events—think AGM dinners, loyalty nights or premium tasting sessions—often require staff to access sensitive personal information: membership numbers, dietary notes and sometimes payment details. A well-designed restricted roster limits that data to employees with a genuine “need to know,” helping your club comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988.

Why Member-Only Rosters Demand Extra Care

• APP 6 – Use and disclosure: personal data should be handled only for the primary purpose consented to by members.

• APP 11 – Security: clubs must take reasonable steps to protect member information from misuse or unauthorised disclosure.

• Reputational risk: even a minor data leak during an exclusive event can erode member trust and trigger OAIC complaints.



Four Steps to a Privacy-Compliant Restricted Roster

• Classify access levels: tag each role—events manager, sommelier, floor attendant—with the minimum data permissions needed to perform duties.

• Run pre-event training: hold a 15-minute briefing on privacy rules and data-handling procedures for all rostered staff.

• Segment shift overlap: schedule data-access roles (e.g., check-in desk) to finish once registration closes, swapping in floor staff who don’t need member lists.

• Audit the data trail: after the event, lock or delete exported member files and log which employees accessed them for at least 12 months of audit readiness.



Sample Restricted Roster Snapshot

• 5:00 pm – 6:30 pm: member check-in & ID verification (data-access roles).

• 6:30 pm – 9:30 pm: floor service & bar (no data access).

• 9:30 pm – 10:00 pm: post-event reconciliation; membership data files secured.

Final Takeaway

A restricted roster isn’t just about head-count; it’s about data boundaries. Map who truly needs member information, brief them, and document every access point. The result: a flawless, exclusive event that keeps both queues—and privacy regulators—happy.