Application of this Policy
This policy applies to all volunteers, employees, workers and patrons and to those who apply to be volunteers or employees with the Dickson Residents Association.
Definitions
Organisation – Dickson Residents Group
Volunteer – An unpaid worker who gives their time, experience and skills to support the Organisation and does not expect nor demand remuneration in return. Any reference to a volunteer includes a former volunteer.
Employee – A paid worker in the service of the Organisation under contract of hire, express or implied, oral or written, where the Organisation has the power or right to control and direct the employee in the material details of how the work is to be performed and supplies the equipment required to perform that work. Terms of employment for employees may be governed by contract or by overarching industrial relations awards or principles. Any reference to an employee includes a former employee.
Workers – Employees or volunteers working for the Organisation in a regular capacity. Any reference to a worker includes a former worker.
Patron – A member of the public who attends a Dickson Residents Group event or activity or who subscribes to one of the Organisation’s contact lists.
Personal Information – See Section 3 (below)
General Policy Statement
This policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The National Privacy Principles (NPPs) govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au
What is Personal Information and why do we collect it?
- Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses, social media identifiers, phone numbers.
- This Personal Information is obtained in many ways including via our website, correspondence, by telephone, by email and from third parties, including any content management service we may use. From time to time, the Organisation may provide a link to the website of third parties. We do not guarantee the accuracy of such links and the third party operators of such sites may have privacy policies that differ from ours.
- We collect your Personal Information for the primary purpose of providing our services to you (including information sharing and fundraising), communicating with you, or in relation to your prospective, volunteer role, or supporter role with the Organisation. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.
- We may make photographs, video recordings and audio recordings at our events for media and other promotional purposes. Such photographs and recordings may be published by us on our website, social media accounts or through other third parties engaged by us from time to time.
- When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Sensitive Information
- Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
- It is unlikely that we will collect sensitive information but should we do so, it will be used by us only:
- For the primary purpose for which it was obtained
- For a secondary purpose that is directly related to the primary purpose
- With your consent; or where required or authorised by law.
Third Parties
Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
Disclosure of Personal Information
Your Personal Information may be disclosed to third parties in some circumstances including the following:
- Where you consent to the use or disclosure; and
- Where required or authorised by law.
- We will never sell your Personal Information to third parties.
Security of Personal Information
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. The Organisation ensures that only individuals with a genuine business requirement to access your Personal Information will access such records.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information.
If the Organisation should employ staff it is required to keep employee records for seven years from the date on which an entry is made or from termination of an employee’s employment, depending on which happens first.
In the case of some other records such as tax records, the Organisation must maintain those records for a continuous period of seven years from the date the entry is made.
Access to your Personal Information
You may access the Personal Information we hold about you and update and/or correct it, subject to certain exceptions in accordance with relevant legislation. If you wish to access your Personal Information, please contact us in writing.
Maintaining the Quality of your Personal Information
It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up to date. If you find or think that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
Complaints
Complaints about the collection and security of private information will be dealt with by the Chair (President) or a Committee member nominated by the complainant, and the outcome can be appealed to the Committee as a whole.