Privacy Policy

Privacy Policy

PURPOSE

To ensure that Horseshoe Bend Community Group Inc (HSBG) protects the privacy of all personal information collected and recognises the importance of treating personal information confidentially.

HSBG is committed to satisfying all legal and ethical obligations regarding the protection of private and confidential information.

GUIDELINES

1. HSBG collects and administers a range of personal information for the purposes of building and maintaining a volunteer database to enable communication with volunteers and other individuals. HSBG is committed to protecting the privacy of personal information it collects, holds and administers.

2. HSBG recognises your individual right to have your information administered in ways which you would reasonably expect – protected on one hand and made available to you on the other.

3. HSBG is bound by Victorian privacy laws, the Information Privacy Act 2000, as well as other laws that impose specific obligations when it comes to handling information and has adopted the following principles contained in the Victorian privacy laws for handling personal information.

COLLECTION

HSBG will:

1. only collect information that is necessary for the management and function of the community group and its volunteer program and emailing list. This may include but is not limited to names, postal & email addresses, phone numbers and organisations the individual might represent and certifications such as a Working with Children Check. You may unsubscribe from our volunteer/mailing lists at any time by contacting us via our website or by email.

2. tell those we are collecting information from why we collect the information and how it is used Page 1

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.

Sensitive information 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 the individual’s consent; or where required or authorised by law.

THIRD PARTIES

From time to time, we will collect names and contact details of volunteers who have registered as volunteers on the Parks Victoria Park Connect website.

Personal information provided to HSBG may also be shared with Parks Victoria for the purposes of managing the volunteer program.

USE & DISCLOSURE

1. HSBG will only use or disclose information for the primary purpose for which it was collected or a directly related secondary purpose.

2. For other uses we will obtain consent from the affected person

INFORMATION ACCURACY

1. HSBG will take reasonable steps to ensure the information we collect is accurate, complete, current and relevant to the function of the community group and its volunteer program.

SECURITY OF INFORMATION

1. HSBG will safeguard the information we collect and store against misuse, loss, unauthorised access and modification.

OPENNESS

HSBG will:

1. will take all reasonable steps to ensure you are aware that we have a privacy policy and that a copy is available on request.

2. make this information freely available in relevant publications and on the organisation’s website. ACCESS TO PERSONAL INFORMATION

HSBG will ensure you have a right to seek access to information held about you and to update it or correct it if it is inaccurate, incomplete or misleading. In order to protect your Personal Information, we may require identification from you before releasing the requested information.

When your Personal Information is no longer required for the purpose for which it was obtained, HSBG will take reasonable steps to destroy or permanently de-identify these details.

ANONYMITY

HSBG will give you and other volunteers and group members the option of not identifying themselves when completing evaluation forms or opinion surveys.

MAKING INFORMATION AVAILBLE TO OTHER ORGANISATIONS

HSBG can:

1. Only release personal information about you with your express permission. This includes the sharing of images on social media or other forums. For personal information to be released, the individual concerned must sign a consent/release form.

2. Release information to third parties where it is requested by the individual concerned 

RESPONSIBILITY

1. The management committee is responsible for adopting this policy.

2. The management committee, contractors and volunteers are responsible for the implementation of this policy.

3. The group President, Vice President, Secretary and Volunteer Coordinator are responsible for monitoring changes in privacy legislation and reviewing or assisting others to review this policy as required.

POLICY UPDATES

This Policy may change from time to time and is available on the HSBG website: www.horseshoebendcg.org

PRIVACY POLICY COMPLAINTS AND ENQUIRIES

If you have any queries or complaints about our Privacy Policy, please contact us at: info@horseshoebendcg.org