Gippsland Forest Guardians (GFG) Privacy Policy and Collection Statement
Gippsland Forest Guardians are committed to protecting your privacy and place a high priority on the security of the personal information that we hold about you.
This Privacy Policy and Collection Statement sets out our information handling procedures and the rights and obligations that you and we have in relation to your personal information. In the event of any inconsistency, the legislative requirements will prevail over the provisions of this document.
We are committed to ensuring that your privacy is protected. We recognise the essential right of individuals to have their personal information handled in ways they would expect, to be protected and to be made available to them. These privacy values are reflected in this Privacy Policy.
This Policy is created in compliance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).
We will only collect, use and disclose your personal information if it is reasonably necessary for our functions and activities associated with our purpose.
Definitions
Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable whether the information or opinion is true or not; and whether the information or opinion is recorded in a material form or not.
Sensitive information means:
- Information or an opinion about an individual’s racial or ethnic origin;
- Political opinions, membership of a political association;
- Religious beliefs or affiliations;
- Philosophical beliefs;
- Membership of a professional or trade association;
- Membership of a trade union;
- Sexual orientation or practices;
- Criminal record;
- Health information about an individual;
- Genetic information about an individual that is not otherwise health information;
- Biometric information that is to be used for the purpose of automated biometric verification or biometric identification, or
- Biometric templates.
What personal information we collect
The type of personal information that we collect and hold will depend on the nature of your dealings with us. We only collect personal information that is necessary to perform the functions and activities associated with your involvement with us, including employment (paid or volunteer).
We may collect personal information from you including your name, postal and residential address, email address and phone number.
It may also be necessary to collect sensitive information from you including information about any medical conditions that you have, emergency contact details and dietary requirements – for example, for an event which you are attending.
How we collect personal information
We will endeavour to only ask you for personal information that is reasonably necessary for the activities you are seeking to be involved in.
We solicit and collect personal information when distributing a petition, requesting donations, forms, face-to-face meetings, email correspondence, telephone calls, and hard copy mail, expressions of interests or applications to participate in an event, requesting information for bequests, and advertising for employment and volunteer opportunities.
How do we use personal information
We may collect, hold, use or disclose your personal information for the following general purposes:
- To identify you;
- For the primary purpose for which your personal information was originally collected;
- For a purpose for which you have consented; and
- For any other purpose authorised or required by an Australian law or a court or tribunal.
More specifically, we may collect, hold, use or disclose personal information to:
- Send you correspondence, publications, articles and newsletters telling you about our work;
- Carry out day-to-day administration associated with our functions and activities such as managing volunteers’ contact and interaction;
- Look after the safety and wellbeing of people who participate in our programs and activities;
- Process payments
- To advise you about campaign issues;
- Promote membership or fundraising matters;
- Seek donations and process donations and tax receipts; and
- Invite you to events or meetings
In relation to the personal information of prospective and current staff members, contractors and volunteers, we use the personal information for purposes including:
- To enable us to carry out our recruitment functions;
- Correspond with the person, provide training and professional development;
- Fulfil the terms of any contractual relationship; and
- Ensure the person can perform their duties to facilitate our functions and activities.
We may publish the photo of members, staff, contractors and volunteers in publications and via social media platforms.
If you have any concerns about your personal information being used in any of these ways, please notify us immediately.
We may disclose your personal information to:
- An organisation or person we are authorised to disclose your personal information to; and
- An organisation or person with your consent.
If you have any concerns about your personal information being disclosed in any of these ways, please notify us immediately.
How we store personal information
We take all reasonable steps to protect the personal information in our possession from misuse, interference and loss and from unauthorised access, modification or disclosure.
We protect personal information in a number of ways including:
- Securely storing paper records with access controls, archiving and routine destruction;
- Password restricted access to computerised records
- Routine security risk assessments and data security measures such as antivirus and web protection;
If we no longer need personal information, we will take reasonable steps to destroy the information or ensure that it is de-identified.
We endeavour not to retain personal information that is no longer necessary for the purpose for which it was collected or any other functions and activities of ours.
How you can access your personal information
If you want to access your personal information held by us you can do so by contacting victoria@gippslandforestguardians.org.au. Please be aware that we can refuse access to your personal information in a number of circumstances under the Privacy Act. We will seek to handle all requests for access to personal information as quickly as possible.
How we ensure the quality of personal information
We will take reasonable steps to ensure that the personal information that we collect from you is accurate, up-to-date and complete.
You may contact us on 0410 053 456 or cyathea@gippslandforestguardians.org.au to update the personal information that we hold.
How you can make a complaint
If you wish to complain about any breach or potential breach of this privacy policy, you should contact us.
You can contact Gippsland Forest Guardians by:
Mobile: 0410 053 456
Email: cyathea@gippslandforestguardians.org.au
Post: Gippsland Forest Guardians, PO Box 115, Foster VIC 3960
It is our intention to resolve any complaint to your satisfaction, however, if you are unhappy with our response you can contact the Office of the Australian Information Commissioner who may investigate your complaint further.
Office of the Australian Information Commissioner
enquiries@oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001
Policy review
This policy is effective from April 2024 and will be reviewed at least every two years or as otherwise required by law.