Terms and conditions for Play On! Sports Vouchers referral agents

1. Definitions and interpretation

1.1 In these Terms and Conditions:

1. Definitions:

Activity Provider means an organisation approved by the Department and registered under the Play On! Sports Vouchers program.

Child means the child named on the Voucher.

Department means the State of Queensland (represented by the Department of Sport, Racing and Olympic and Paralympic Games).

Referral Agent means a person registered as a referral agent under the Play On! Sports Vouchers program.

Round means a specific round of the Play On! Sports Vouchers program during which a Voucher is issued by the Department to a Child.

Terms and Conditions means these terms and conditions applicable to Referral Agents under the Play On! Sports Vouchers program, as updated and amended from time to time.

Voucher means a voucher issued by the Department to a Child under the Play On! Sports Vouchers program.

Voucher Terms and Conditions means the terms and conditions governing the application and use of Play On! Sports Vouchers program.

1. A reference to a program, government department or agency, website or grant management system in these Terms and Conditions, will include a replacement or renamed program, government department or agency, website or grant management system that is the same or similar.
2. Application of these terms and conditions
2.1 These Terms and Conditions apply to the Referral Agent’s participation in the Play On! Sports Vouchers program, its registration and its application for Vouchers (if applicable).
2.2 These Terms and Conditions may be updated and amended from time to time and will take effect as the replacement Terms and Conditions on being posted to the Play On! pages.
2.3 Referral Agents are responsible for reviewing the Terms and Conditions at the start of each Round and may notify the Department if they wish to be removed as a Referral Agent or no longer meet the Eligibility Criteria.
2.4 Any changes to the Terms and Conditions during a Round will be notified to Referral Agents via the email address provided during registration under the Play On! Sports Vouchers program and will be posted on the Play On! pages.
2.5 By continuing to participate in the program after any updates to the Terms and Conditions, the Referral Agent is deemed to have accepted the revised Terms and Conditions.
3. Referral agent registration process
3.1 To be eligible to be a Referral Agent under the Play On! Sports Vouchers program, an individual must:
1. Work predominantly in a professional capacity with children/young people or families;
2. Demonstrate in their professional capacity that the child or young person is experiencing financial hardship and/or the child has a disability;
3. agree to comply with the obligations for referring a child or young person as outlined in the Play On! Sports Vouchers program Terms and Conditions; and
4. agree to comply with the Voucher Terms and Conditions when applying for a Voucher on behalf of for a child or young person under the Play On! Sports Vouchers program.
3.2  A person who meets the criteria in clause 3.1 are eligible to apply to become a Referral Agent.
3.3 The Department reserves the right to accept or reject applications at its sole discretion.  Decisions are final and reasons are not required to be provided.
3.4 The Department may request further information to verify an application.
3.5 The Department may conduct background checks, including but not limited to professional references, to ensure the applicant meets the Eligibility Criteria.
3.5 The Department may, at any time, cancel the Referral Agent’s registration under the Play On! Sports Vouchers program if:
1. the Referral Agent did not or no longer meets the Eligibility Criteria;
2. there are serious misconduct allegations or findings against the Referral Agent;
3. the Referral Agent does not comply with these Terms and Conditions; and/or
4. the Referral Agent does not comply with the Voucher Terms and Conditions for a particular Voucher applied for as a Referral Agent.
3.6 The Department’s cancellation of a Referral Agent’s registration under clause 3.5 will take effect upon the Referral Agent’s receipt of a written notice.
3.7 A Referral Agent may ask for its registration to be cancelled at any time by providing written notice to  playon@sport.qld.gov.au.
3.8 If a Referral Agent’s registration is cancelled under clauses 3.6 or 3.7, the Referral Agent is no longer entitled to be a referral agent for a Voucher or apply to the Department for Vouchers for children/young persons under the Play On! Sports Vouchers program.  However, Referral Agent must continue to comply with clauses 5 and 7 of these Terms and Conditions.
3.9 A Referral Agent who is registered pursuant to these Terms and Conditions is entitled to:
1. refer in their professional capacity, a child (between the ages of 5 and 17 (inclusive) to receive a Voucher (Referral Process); or
2. make an application to the Department for a Voucher for a Child under the Play On! Sports Vouchers program.
3.10 Each time a Referral Agent makes an application to the Department for a Voucher, it must comply with the Voucher Terms and Conditions in relation to that application.
3.11 Referral Agents must notify the Department immediately if their circumstances change in a way that may affect their eligibility, such as a change in employment or professional capacity.
4. Referral process
4.1 to refer a child or young person:
1. the application for a Voucher must contain the name, position, organisation name, telephone number and email address of the Referral Agent who referred the child or young person; and
2. the Referral Agent must be able to demonstrate, if requested, the reasons why the child/young person is referred, specifically in relation to needing financial assistance to join an Activity Provider.
4.2 To be eligible to refer a child or young person to the Play On! Sports Vouchers program, you warrant and agree that you:
1. have known, in a professional capacity, the child or young person being referred;
2. are not an immediate family member of the child or young person applying for the Voucher;
3. will not specify at which Activity Provider the Voucher should or must be redeemed; and
4. will guide parents, carers and guardians of children to be referred (under the referral process) to the Play On! Sports Vouchers program website.
4.3 The Referral Agent is responsible for providing details of how to apply for a Voucher when directing the parent, carer or guardian to apply for a Voucher. The link to the application sent by the department must only be used for one child or young person referred by the Referral Agent.
4.4 Referral Agents must not charge any fees or accept any form of payment or benefit for referring a child or young person to the program.
5. Verification
5.1 The Referral Agent consents to the Department and the Department reserves the right, at its discretion, to verify any information in connection with the Referral Agent’s participation in the Play On! Sports Vouchers program or before deciding whether to issue or accept the redemption of a Voucher. Verification may include any or all of the following:
1. requesting additional information from the Referral Agent;
2. requesting additional information from the Referral Agent’s employer or organisation that you are contracted to that is connected with your eligibility to be a Referral Agent;
3. making enquiries with the parent, carer or guardian of the Child or an Activity Provider; and
4. anyone else.
5.2 The Referral Agent must retain copies of all documents associated with its participation in the Play On! Sports Vouchers program to allow for post-redemption verification if required.
5.3 The Referral Agent agrees to provide all information and documents reasonably requested by the Department in relation to a Voucher, its registration as a Referral Agent or its participation in the Play On! Sports Vouchers program.
5.4 Failure to provide requested information or documents within a reasonable time frame may result in suspension or cancellation of the referral agents registration.
6. Closure, suspension or variation of PlayOn! Sports Vouchers program
6.1 The Department reserves the right, at any time, to:
1. vary these Terms and Conditions, including the Eligibility Criteria and the process for applying for the Vouchers;
2. vary the Play On! Sports Vouchers program requirements;
3. vary the Voucher Terms and Conditions;
4. close early, suspend or stop the operation of the Play On! Sports Vouchers program;
5. alter or change the number of Rounds per year and/or the opening and closing date for each Round; and/or
6. reduce or extend the period of the Play On! Sports Vouchers program.
6.2 Any action taken to close early, suspend or stop the Play On! Sports Vouchers program will be notified on the Play On! Pages on the Queensland Government website.
6.3 the Department is not liable for any loss or inconvenience caused to referral agents due to changes, suspension, or closure of the programme.
7. General
7.1 The Referral Agent must not assign or subcontract its rights and obligations under the Terms and Conditions without the Department’s prior written consent.
7.2 No rights under these Terms and Conditions will be waived except by notice in writing signed by the waiving party.
7.3 The Play On! Sports Vouchers program and all related documents are governed by the laws of the State of Queensland.
7.4 Notices will be issued by the Department to the Referral Agent’s physical or email address as listed in the Department’s contact database under the Play On! Sports Vouchers program.
8. Personal information
1. Where the Referral Agent collects or has access to personal information (as defined under the Information Privacy Act 2009) in order to refer a child or young person to receive a Voucher or makes an application to the Department for a Voucher for a Child under the Play On! Sports Vouchers program, the Referral Agent agrees to:
1. comply with Parts 1 and 3 of Chapter 2 of the Information Privacy Act 2009(Qld) in relation to the discharge of its obligations under these Terms and Conditions or the Voucher Terms and Conditions as if the Referral Agent was the Department;
2. ensure that personal information is protected against loss and against unauthorised access, use, modification, disclosure or other misuse;
3. not use personal information other than for the purposes of its participation in the Play On! Sports Vouchers program, unless required or authorised by law;
4. not disclose personal information (other than to the Department) without the consent of the Department, unless required or authorised by law;
5. not transfer personal information outside of Australia without the consent of the Department;
6. fully co-operate with the Department to enable the Department to respond to applications for access to, or amendment of a document containing an individual’s personal information and to privacy complaints; and
7. comply with such other privacy and security measures as the Department reasonably advises the Referral Agent in writing from time to time.
2. The Referral Agent must immediately notify the Department on becoming aware of any breach of clause 8(a).
3. Referral agents must ensure that all personal information collected is accurate, complete, and up to date to the best of their knowledge.