Privacy Policy

POLICY COMMITMENT
1. The Redland Bay Women’s Shed Inc. (‘RBWS’, ‘the Association) is committed to following the National Privacy Principles and acknowledges, respects and holds the privacy of individuals and our Members (‘Member’) in the highest regard and is committed to maintaining the privacy and confidentiality of personal information. RBWS believes that the responsible use of personal information collected is critical to its objectives and reputation.
2. This policy sets out how the Association, its employees (paid and volunteer), members, agents and contractors will treat the privacy of others and how we collect and treat your personal information. The collection of personal information is primarily to provide care and support to Members.
3. The right to privacy of Members will be held paramount unless there are serious moral or legal requirements to the contrary (e.g. in a medical emergency). At all times the Association aims to balance the rights of the individuals to have control over their personal information and our moral, legal and professional obligations.
4. Personal information provided by a Member or website visitors will be collected, stored, and used exclusively for legitimate organisational, administrative, and safety-related purposes, as set out in this policy. The Association undertakes to handle all personal information with the highest standard of confidentiality and to ensure that it will not be disclosed to any third party, except where disclosure is necessary for the delivery of the Association’s activities and services, or as required by applicable law.
5. "Personal information" is information we hold which is identifiable as being about you.
6. RBWS ensures that personal information and documents are held securely under the Policy: Document Management, Security, Control and Access.
7. RBWS, as required by the Australian Charities and Not-for-profits Commission (ACNC), is required to have a Policy regarding safeguarding vulnerable people to protect the welfare and human rights of people that interact with, or are affected by, RBWS. This Policy is to be read in conjunction with Policy: Safeguarding Vulnerable People
AUSTRALIAN PRIVACY PRINCIPLES
1. RBWS is committed to complying with the Privacy Act 1988 (Cth) and accordingly will adhere to the Australian Privacy Principles (APPs) when collecting, using, disclosing, securing, and providing access to personal information.
2. As part of RBWS's commitment to privacy, RBWS has adopted this Privacy Policy which deals with the collection and management of personal information.
3. The contents of this Privacy Policy are subject to change and are not intended to create a contract between RBWS and a Member or other individuals or entity that provides RBWS with personal information (hereinafter referred to in this policy as a 'Member').
PERSONAL INFORMATION COLLECTION
1. The Association will, from time to time, receive and store personal information you enter onto our website, provided to us directly or given to us in other forms.
2. You may provide basic information such as your name, phone number, address and email address to enable us to send information, provide updates and process your product or service order. We may collect additional information at other times, including but not limited to, a Member Application form, when you provide feedback, when you provide information about your personal or business affairs, change your content or email preference, respond to surveys and/or promotions, or communicate with our Management Committee and its members (paid and volunteer) and employees and contractors.
3. When a Membership Application is completed and submitted, consent by the Member has been given to collect, store and use the information as set out herein.
4. We may also collect additional information in circumstances where you are on a Management Committee, employed (paid or volunteer), are an agent for or contract to the Association.
5. Additionally, we may also collect any other information you provide while interacting with us. We will not collect more personal information than is required to facilitate dealing with an individual, and will ensure that information collected is by lawful means only and is not collected in an unreasonably intrusive way.
6. Sensitive information is a category of personal information that receives higher protection under the APPs. This includes details such as an individual’s health, sexuality, criminal history, religious beliefs or affiliations, and political opinions. RBWS does not collect sensitive information, and its membership is only open to adult women. In relation to health information, RBWS may collect additional information only when it is necessary for health and safety requirements of the membership, where RBWS is necessarily (e.g. insurance purposes) or legally required to do. RBWS will only collect information about a member when consent has NOT been approved by the member only when the collection of this information is required by law or to prevent or lessen a serious and imminent threat to the life or health of an individual (e.g. medical emergency). We will ensure that the Member is made aware of any relevant information provided by a related third party, and ensure that information collected is protected from loss, misuse and unauthorised access or disclosure.
7. RBWS may invite a person to provide information about themselves so that RBWS is able to provide effective services and activities to its members, maintain membership lists, manage donor and supporter lists, co-ordinate and manage volunteers, send newsletters to individuals, donors, supports and members, account for activities and expenses, and provide supporting evidence when seeking grants or other funding. At all times, we will only collect, store and use the information and data for these purposes.
8. RBWS collects personal information in several different ways, including directly from Members, through online dealings, through written correspondence including but not limited to Membership forms, and from third parties. Personal Information may be collected verbally over the phone or in person, by use of paper forms, online or by other means.
9. For RBWS to provide its services to members or otherwise to deal with members, RBWS generally requires a member's name, date of birth, address, phone number, email address, signature and any other relevant contact details to enjoy member benefits. The type and amount of information necessary will vary depending on the services to be provided.
10. Where it is lawful and reasonable to do so, a member will remain anonymous at the discretion of RBWS if it is reasonable and lawful to allow her to remain an anonymous member in her circumstance.
USE AND DISCLOSURE OF PERSONAL INFORMATION
1. The reason RBWS collects personal information only by lawful and fair means is so that it can provide members with its services, manage its activities and relationship with members, communicate with members effectively and identify which services may best meet a member's requirements.
2. RBWS may also collect personal information for marketing purposes, statistical analysis, dealing with enquiries or complaints, maintaining records, and accounts payments.
3. RBWS may also collect personal information for purposes of developing a mailing list. If RBWS does so, when it uses that personal information RBWS will offer members on the list an opportunity to be removed from the mailing list, or to 'opt out' from receiving further contact be it by mail or electronically.
4. The personal information of members collected by RBWS is generally used to:

(a) respond to any requests by Members;

(b) provide Members with information about RBWS's services;

(d) provide Members with RBWS's services;

(e) help RBWS to develop, improve, manage, and administer all services it provides to Members;

(f) ensure that RBWS's business systems are functional and reliable;

(g) conduct marketing activities including market research and gathering feedback;

(h) investigate, respond to, or defend claims made against or involving RBWS;

(i) meet RBWS's legal obligations.

The personal information of others collected by RBWS is generally used to:

(a) communicate and deal with sponsors, corporate partners, agencies, donors and benefactors who provide financial support, grants in-kind support, contribute funds, goods or services for the benefit of members;

(b) deal with and/or licence and pay government agencies at local, state and federal levels for the benefit of members and for the management of RBWS’s administrative and regulatory duties;

(c) procure, engage, deal with and remunerate employees, contractors, consultants, and service providers engaged to deliver services for the benefit of members.

(d) engage with other stakeholders and supporters involved in our programs, activities and initiatives for the benefit of members.

The personal information provided to RBWS will be retained only for as long as necessary to fulfil the purposes for which the information was collected or as required by law. We may from time to time need to disclose personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request.
RBWS does not share personal information with third parties except as set out herein or otherwise as necessary to provide its services or as required by law or other legal processes, and RBWS never sells or rents personal information.
We may disclose your personal information or data, only for the purpose for which it was collected and stored, to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this Policy. Personal information is only supplied to a third party when it is required for the delivery of our services.
The third parties, people or organisations to which RBWS discloses personal information may include RBWS's employees (paid or volunteer), contractors and outsourced service providers who manage the services RBWS provides to Members (if any), a member's authorised representatives, RBWS's professional advisers (including its accountants and auditors), government and regulatory authorities and other similar organisations, as required or authorised by law.
When there is a change of control in the Management Committee, its employees (paid and volunteer) or contractors, personal and non-personal information automatically will transfer to the new Management Committee.
Personal information collected by RBWS may be transferred to another Association where it is necessary to meet the purpose for which a Member has submitted the information or upon merger or acquisition by a similar Association that has objects similar to RBWS objects on its merger, acquisition or winding up. By submitting data to RBWS electronically, the member is providing explicit consent to transfer of data collected where a merger or acquisition or winding up situation arises.
By providing us with personal information, you consent to the terms of this Privacy Policy and the types of disclosure covered by this Policy. Where we disclose your personal information to third parties, we will request that the third party follow this Policy regarding handling your personal information.

DATA ACCESS AND QUALITY
1. RBWS takes reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up to date.
2. A Member can request access to the personal information RBWS holds about the Member, and Members have the option to have their information and data changed or corrected. A person can ask for their personal information to be securely removed, and the records that remain will be those required by law, and RBWS will explain these circumstances. In this instance, it will no longer be possible to effectively offer a membership to the Member and the membership will cease.
3. To update any membership details, a member should contact the Secretary and if required, complete the relevant updated section on the Membership Application Form, or similar form as prescribed by the Secretary and process in the usual manner.
ONLINE DATA AND WEBSITE
1. "Cookies" (small text files placed on a Member's computer when a Member first visits RBWS's website) may be used on some parts of RBWS's website. Most browsers now recognise when a cookie is offered and permit a Member to refuse or accept it. If a Member is not sure whether the Member's browser has this capability, the Member should check with the software manufacturer or their internet service provider.
2. Cookies are primarily used to enhance a Member's online experience and are not used to track the navigational habits of identified visitors, unless RBWS obtains a Member’s permission to do so. If a Member visits RBWS's website to read or download content, much of the information collected via cookies is statistical only. For example, the domain from which the Member accessed the internet, the date and time of access, and the internet address of the website from which the Member linked directly to RBWS's site and is not personally identifiable. RBWS may use this information about the number of visitors and their use of the site or platforms in aggregate form to make the site more useful and attractive to users.
OVERSEAS TRANSFER
1. RBWS uses local internet service providers, who may use international cloud providers to store data. Cloud computing is already a major part of many people’s lives. Services provided through Apps such as Google are all delivered through cloud computing. In Australia, the Privacy Act 1988 and Australian Consumer Law provides consumers with protection. This means that a Member's personal information supplied to RBWS online may sometimes be transferred overseas where the services and data are stored in Google’s own global network. If a Member elects to provide personal information to RBWS through any of its online services, the Member is deemed to consent to the possible overseas transfer of such information.
DATA SECURITY
1. RBWS is committed to protecting Members’ personal information from misuse and loss, and from unauthorised access, modification, and disclosure, and will take reasonable steps to do so.
2. RBWS personnel who have access to personal information have been trained to maintain the confidentiality of such information and have signed the appropriate RBWS Confidentiality Agreement.
3. No data transmission over the Internet or any wireless network can be guaranteed to be 100% secure. As a result, while RBWS strives to protect Members’ personal information, Members acknowledge that:

(a) There are security and privacy limitations of the Internet which are beyond RBWS's control.

(b) The security, integrity, and privacy of all information and data exchanged between Members and RBWS through the RBWS website cannot be guaranteed.

PAYMENT INFORMATION
1. Payment details are not stored with RBWS. If you use your credit card to pay for membership or any other financial transaction, your personal information (including credit card information) will be collected and used by the approved financial provider. The financial provider selected by RBWS will be a proven and secure platform and may include, not exhaustive, a Bank, PayPal or Stripe, and will be made visible to you at the time of payment. Please refer to that financial provider’s Privacy Policy on their official website.
FURTHER INFORMATION
1. RBWS recognises its responsibility for protecting the privacy of members’ personal information. Members should contact the Secretary through the normal channels regarding compliance with this Privacy Policy.
POLICY REVIEW AND PUBLISHING
1. This policy is to be reviewed bi-annually or as legislation changes.
2. RBWS will publish this policy on its website (when available) to be made available to all parties at all times.

Page updated

Report abuse