Protecting your privacy is important to us. The information we seek allows us to manage risk, provide reasonable care and administrate your involvement in our program. Scripture Union Victoria is committed to providing you with the best possible customer service experience. We are careful to keep your information confidential, and provide it only to those agents acting on behalf of SU Vic who need it to enable them to perform their agreed activities (e.g. Team Directors, First Aid officer).
SU Vic is bound by the Privacy Act 1988 (Cth), which sets out a number of principles and practices concerning the privacy of individuals.
COLLECTION OF INFORMATION
SU Vic collects information from:
Active, past and potential volunteers;
Potential and prospective employees;
Donors, sponsors, supporters, staff, volunteers and participants of SU Vic activities;
Parents/guardians of participants in SU Vic activities;
Contractors and other businesses SU Vic deals with.
The type of personal information collected; used, and stored by SU Vic regarding individuals generally includes the following:
Addresses (including e-mail addresses);
Telephone and facsimile numbers;
Date of Birth;
Education and training;
Details about next of kin including spouse, parent’s and children’s names;
Occupation and employment history;
Membership and professional associations;
Religious or philosophical beliefs;
History of involvement in SU Vic activities;
Financial details and donor history;
Photographic images video clips and sound recordings.
Some information SU Vic holds may be sensitive information. This may include information or an opinion about an individual’s:
Religious beliefs, affiliations or philosophical beliefs;
SU Vic will only collect sensitive information when the collection:
Is undertaken with the person’s consent;
Is required by law;
Is necessary to prevent or lessen a serious and imminent threat to the life or health of the person;
Relates solely to the members of SU Vic and in which case SU Vic undertakes to the members not to disclose the information without their consent;
Is necessary in respect of a legal claim.
SU Vic will only collect personal information necessary for one or more of its legitimate functions or activities.
SU Vic will collect the personal information only by lawful and fair means and not in an unreasonably intrusive way.
Whenever SU Vic collects personal information about an individual, SU Vic will take reasonable steps to ensure that the individual is aware of:
Who SU Vic is;
The fact that he or she is able to gain access to all personal information held about them by SU Vic;
The purpose for which the information is collected;
The consequences for the individual if all or part of the information is not provided;
Any organisations to which SU Vic usually discloses the type of information being sought;
Any laws that require SU Vic to collect the information.
Where possible, SU Vic will collect personal information about an individual only from that individual. If, however, this information is collected from someone else, SU Vic will act reasonably to ensure the individual is or has been made aware of the matters listed above.
The purposes for which SU Vic uses personal information it has collected include the following:
To consider potential volunteer’s applications and record participation in SU Vic activities;
To consider, gain permission for, and record participation in SU Vic activities;
To consider potential employee’s applications for employment by SU Vic;
To administer donations and sponsorship of SU Vic activities;
To provide services to resource customers;
To administer contractors of the organisation;
For promotion, marketing, and retail initiatives such as events, publications, fundraising.
USE AND DISCLOSURE
As a general rule, SU Vic will not use or disclose personal information about an individual other than for its primary purposes, except where:
The individual has consented to the use or disclosure;
A mailing house has been contracted to pack and dispatch SU Vic materials;
SU Vic has reason to suspect that unlawful activity has been, or may be engaged in, and uses or discloses the personal information as a necessary part of its investigation of the matter or in reporting its concerns to relevant persons or authorities;
SU Vic reasonably believes that the use or disclosure is necessary to lessen or prevent a serious and imminent threat to an individual’s life, health or safety or to public health or safety.
Where the personal information is not sensitive information, SU Vic may use the information for its own direct SU Vic News mailing marketing purposes including where;
It is impractical for SU Vic to seek the individual’s consent before that particular use;
The individual has not made a request not to receive direct marketing communications.
SU Vic will provide individuals with an option not to receive direct marketing material by including in each direct marketing communication SU Vic’s business address and telephone number and, if the communication is made by fax or e-mail or other electronic means, a number or address at which SU Vic can be directly contacted electronically.
SU Vic may collect personal information through the SU Vic website (or its associated websites including Join A Team) and the website may also collect information, which may or may not be personal information. For each visitor to the website, the server may automatically recognise and store:
The visitor’s address (eg the domain name or internet protocol address):
The type of internet browser used by the visitor;
Address of the site which referred the visitor;
The SU Vic website may contain links to third party websites. SU Vic is not responsible for the privacy practices of these sites.
SU Vic will take reasonable steps to make sure that the personal information it collects, uses, or discloses is accurate, complete and up to date and will regularly provide opportunities to individuals to revise and update their personal information.
SU Vic will take reasonable steps to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure. This includes physical security; computer and network security and personnel security.
SU Vic will take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed. In instances where information is archived, SU Vic will take reasonable steps to ensure the security of this information.
In addition to this policy document, a summary of SU Vic’s policies of personal information management is located in the document ‚ÄòProtecting Your Privacy’ which is available to anyone on request.
Access and Correction
As a general rule, SU Vic will, on request by an individual, provide him or her with access to his or her personal information. SU Vic may, however, choose not to provide individuals with access to such information. This will include cases where:
Providing access would have an unreasonable impact on the privacy of other individual’s;
The request for access is frivolous or vexatious;
The information relates to anticipated or existing legal proceedings and would not be discoverable in those proceedings;
Providing access would reveal the intentions of SU Vic in relation to negotiations with the individual in such a way as to prejudice those negotiations;
Providing access would be unlawful;
Providing access would be likely to prejudice an investigation of possible unlawful activity.
If a person can show that SU Vic holds information that is incorrect, incomplete or out of date, SU Vic will take reasonable steps to correct the information.
There is no charge for a request for access, and the fee for gaining access will not be excessive.
SU Vic will not adopt an identifier in respect of personal information that is the same as an identifier used by the Commonwealth Government.
Wherever it is lawful and practical, SU Vic will allow individuals the option of not identifying themselves when entering into transactions with it.
Transborder data flows
SU Vic will only transfer personal information about an individual to a third party who is in a foreign country in specified circumstances. This would include:
Where the individual consents to the transfer;
Where SU Vic has taken reasonable steps to ensure that the information, which has been transferred, will not be held, used or disclosed by the recipient of the information inconsistently with the NPPs.
COMPLAINT HANDLING PROCESS
A complaint by an individual regarding an alleged breach of privacy by SU Vic should be forwarded in writing to the following address:
Scripture Union Victoria
455 Springfield Rd
Mitcham VIC 3132
The Privacy Compliance Officer will be made available to investigate and resolve the complaint internally through mediation with the individual. If the individual is not happy with the resolution of their complaint by the Privacy Compliance Officer, they may then complain to the Privacy Commissioner about the act or practice they consider to be an interference with their privacy. The Commissioner has the power to investigate the alleged breach by examining witnesses, obtaining documents and directing individuals to attend compulsory conferences. The Privacy Commissioner’s determination in such cases is enforceable by the Federal Court.
National Privacy Principles
PROTECTING YOUR PRIVACY
Protecting your privacy and the confidentiality of your personal information is important to us. The information that follows is in line with the Privacy Act.
Scripture Union Victoria
Scripture Union Victoria is an interdenominational, not for profit Christian organisation whose vision is to bring hope and change that enable young people to come alive.
Your personal information
The personal information collected and maintained by SU Vic comprises your name, address, contact details and information specific to your involvement with the organisation.
In some cases we also collect and maintain your sensitive information. This may comprise information about your health, membership of other organisations or professional associations and any criminal convictions you may have.
The information requested allows us to manage risk, provide reasonable care, and administer your contribution to SU Vic. Your personal information is also collected for research to develop our services. If you do not wish us to contact you regarding other services please call us on (03) 9482 5700.
Disclosure of your personal information to third parties.
Scripture Union Victoria relies on third party suppliers (volunteers, agents, systems consultants and service providers) to carry out specialised services. These third parties act on behalf of SU Vic. Whilst your personal information may be provided to these third parties to enable them to perform their agreed activities, they are prohibited from using the information for any other purpose. We also ensure that they are aware of our obligations under the Privacy Act and that they agree to be bound by these obligations.
Contacting us about access and correction of your personal information.
SU Vic aims to ensure that your personal information is accurate, up to date and complete. Please contact us on (03) 9482 5700 9am-5pm, Mon-Fri if you; would like to seek access to, or revise your personal information or feel that the information we currently have on record is incorrect or incomplete or believe that the privacy of your personal information has been interfered with. In these cases you are entitled to raise your concerns. Your complaint will be managed and resolved appropriately.
If you choose not to provide us with information.
We only ask for information that is necessary for the purposes outlined in this statement. In some circumstances if you don’t provide us with all requested information you, or your dependant could miss the opportunity to be involved in some activities and programs of Scripture Union Victoria.