Privacy Policy

We are committed to the protection of your personal information in accordance with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth). This policy sets out how we collect, use, manage and store personal information.

1. Terminology In this Policy

personal information means any information or opinion about a natural person (whether or not true) which is reasonably identifiable;

sensitive information means (without limitation) information about an individual’s race, political opinions, religious beliefs, philosophical beliefs, membership of a trade union, sexual preference, criminal record, or health, genetic or biometric information;

“we” “us” and “our” are in reference to Earthcare of St Kilda Inc and all related entities and associated companies which are subject to the Privacy Act 1988; and

“you” and “your” means a natural person whose personal information we have knowingly collected.

2. What personal information we collect

2.1 Personal information is information that can reasonably be used to identify a specific person. Personal information we collect or hold may include your name, telephone or email address and any other personal information you or a person ostensibly authorised by you submits to us.

3. How we collect personal information

3.1 We collect personal information in a number of ways, including:

(a) where you provide information directly to us on a hardcopy form;

(b) where you interact directly with our volunteers and such other persons acting for us or on our behalf, including from electronic queries sent to us;

(d) where you provide feedback to us; and

(e) from publicly available sources of information.

3.2 We do not generally collect sensitive information about individuals. Where we collect, use and disclose sensitive information about you, we will only do so where it is reasonably necessary to conduct our business and either we have obtained your consent or it is permitted by law.

3.3 If you do not wish for your personal information to be collected in a way anticipated by our Privacy Policy, we will use reasonable endeavours to accommodate your request. If we do comply with your request, or you provide us with inaccurate or incorrect information, we may not have sufficient information to conduct our business and we may be limited:

(a) in our ability to keep you informed of updates and services information;

(b) in our ability to properly conduct our operations;

(d) in our ability to respond to your inquiry or request.

3.4 In certain circumstances, it may be possible for you to use a pseudonym or remain anonymous when dealing with us. If you wish to use a pseudonym or remain anonymous you should notify us when making first enquiries. We will use our best endeavours to deal with your request, subject to our ability to provide you with the requested services without using your name.

4. Purpose of collection, use and disclosure

4.1 We may collect and use personal information for the primary purpose of conducting our business, which includes:

(a) providing and managing the delivery of our services;

(b) responding to an inquiry or request;

(d) researching and assessing our services to identify possible improvements;

(e) compiling and maintaining mailing lists and communicating with persons on those lists;

(f) fulfilling obligations to, and cooperating with, government authorities;

(g) doing something that one would reasonably expect us to do using the information;

(h) in the case of potential volunteers, assessing a person’s application for volunteering with us;

(i) where you otherwise provide your consent, whether express or implied; and

(j) where otherwise required by law.

4.2 In conducting our operations, we may share some of your personal information with third parties such as government bodies. Unless you have agreed, these parties are not allowed to use your personal information for any other purpose except to assist in conducting our business. In particular, we may disclose your personal information to:

(a) third party technology providers;

(b) any other third parties incidental to us carrying out our functions;

(d) where you otherwise provide your consent, whether express or implied; and

(e) where otherwise required by law.

5. Overseas disclosure

5.1 We will not disclose your personal information overseas. In the event that personal information must be disclosed overseas, we will endeavour to obtain consent from you.

6. Storage and security of personal information

6.1 Where we hold your personal information, we will take reasonable steps to ensure that the information is secure and may only be accessed by authorised persons. Where we store your personal information electronically on our database, we use secure servers and there are restrictions as to who has access to that information through password protection. All hard copies of personal information will be digitized and destroyed.

6.2 Although we take all reasonable measures, we are not responsible for third party circumvention of security measures on our electronic databases or at any of our premises. Please note that third party recipients of personal information may have their own privacy policies and we are not responsible for their actions, including their handling of personal information.

6.3 We cannot control the actions of other users with whom you share your information. Further, we cannot guarantee that only authorised persons will access your personal information. Please notify us immediately if you believe there has been any unauthorised access to your information.

6.4 If any personal information that we hold is no longer required for the purpose for which it was collected and no applicable law requires us to retain that information, we will take reasonable steps to de-identify or destroy the information.

7. Access and correction

7.1 We will use reasonable steps to ensure the personal information we hold is complete, up to date and accurate, so far as it is practicable for us to do so.

7.2 You may request access to the personal information we hold about you by contacting our President. We may, at our discretion, provide you with access to your personal information.

7.3 Subject to paragraph 7.4, if the personal information we hold about you is incorrect, we will, on your request to correct it or where we are satisfied that the information is inaccurate, out of date, incomplete, irrelevant or misleading, take such steps as are reasonable in the circumstances to ensure that the information is corrected.

7.4 If you request us to correct personal information that we hold about you and we refuse to do so, we will, to the extent reasonable, provide you with a written response as to our reasons.

8. Direct marketing

8.1 From time to time, we may use your personal information for direct marketing purposes (for an indefinite period). This includes sending you updates about new programs and projects. When we contact you, it may be by telephone, email or SMS. Where we use or disclose your personal information for the purpose of direct marketing, we will:

(a) allow you to ‘opt-out’ or in other words, allow you to request not to receive direct marketing communications; and

(b) comply with a request by you to ‘opt-out’ of receiving further communications within a reasonable time frame.

8.2 You may ask to be removed from our marketing lists at any time by directly contacting us. If you don’t wish to receive direct marketing materials, contact our President using the details set out at the end of this Privacy Policy.

9. Questions and complaints

9.1 If you have a question about how we handle personal information or wish to lodge a complaint about our management of personal information, you may contact our President:

Attention: Earthcare St Kilda President

Michelle O’Dea

president@earthcarestkilda.org.au

9.2 The President will co-ordinate the investigation of any complaint and any potential resolution of a complaint. We will aim to resolve all complaints as soon as practicable for us to do so.

10. Changes to this Policy

We may change this Privacy Policy at any time. If we make changes to this Privacy Policy we will notify you by publication on our Website. The revised version of the Privacy Policy will be effective at the time we post it.