How we collect personal information
We collect personal information directly from you when you communicate or deal with us. We may collect personal information when you:
- Contact us via telephone or email;
- Subscribe to our newsletter or other mailing list;
- Provide us with your business card or other contact information;
- Register for or attend a JGIA event or third party event hosted in conjunction with JGIA;
- Use, visit or contact us via our website or other JGIA sites and pages;
- Contact, register with, post to, like or follow any of our social media sites, pages or blogs;
- Purchase or request products, services, support or information from us;
- Supply us with products, services, support or information, or propose to do so; or
- Apply for employment and contracting opportunities (volunteer or paid) with JGIA. We may obtain personal information from references or publicly available sources.
Where practicable, we collect personal information directly from you. If we receive information about you from someone else (e.g. from someone who supplies goods or services to us, or someone who names you as a reference in relation to their volunteer or employment application), we will take reasonable steps to ensure you are aware that we have collected personal information about you and the circumstances of the collection.
The Kinds of Personal Information We Collect
The type of personal information that we collect depends on the circumstances in which the information is collected. Personal information we collect includes but is not limited to:
- Name and personal attributes such as gender, school/group, date of birth;
- Contact details (e.g. email address, postal address, phone number);
- Donation and purchase details including bank or credit card information;
- Preference for particular subscriptions, events or services;
- Records of our interactions with you (date and nature), e.g. requests for resources or assistance;
- Details of projects and activities that you share with us;
- Statistical information regarding the use of the our websites, including website users’ IP addresses and the dates and times of visits;
- In the case of volunteers and JGIA initiative participants:
- information required as part of our recruitment process (e.g. references);
- photos, videos and/or audio recordings that you submit to us or that we take of you;
- information about your employment (e.g., place of work, position, authority to transact with us, etc.); and
- Feedback on our initiatives and services.
Consequences if personal information is not collected
If you do not provide us with the information we request, we may not be able to fulfil the relevant purpose of collection, such as to supply products or services to you or to assess your application for employment or volunteer work.
Use and disclosure of personal information
We generally explain at the time we collect personal information how we will use or disclose that information. However, in general terms, our purposes for collecting, holding, using and disclosing personal information include the following:
- Supplying or obtaining products, services or information;
- Responding to enquiries or other communications;
- Conducting market research and surveys, and undertaking marketing and publicity campaigns in accordance with the law;
- Communicating with you and providing you with information relating to our organisation through various types of online or social media platforms;
- Processing and assessing applications during the recruitment processes;
- Managing our website, social media and other communications and media channels;
- Enforcing or obtaining advice on agreements between or other matters involving you and us;
- Developing and improving our products, services, events and initiatives;
- Processing competition or promotion entries;
- Analysing statistical information; and
- Complying with legislative and our policy requirements including in relation to occupational health and safety and environmental matters.
Additionally, we may use and disclose personal information if:
- We believe it is necessary to provide you with a product or service which you have requested;
- We believe it is necessary to protect the rights, property or personal safety of any of our customers, any member of the public or our interests;
- The assets and operations of our business are being transferred to another party as a going concern;
- You have provided your consent; or
- This is required or authorised by law or court or tribunal order.
We will only use or disclose personal information for a purpose other than the primary purpose of collection or a related purpose if you have consented to this or such use or disclosure is otherwise allowed by applicable law.
Disclosure to other persons and locations
In order to perform our functions and activities (e.g. to operate our website or deliver our initiatives), JGIA may engage with its affiliates, selected service providers, professional advisors, partner organisations, and/or other trusted third parties to perform a variety of functions and activities for us, such as providing products and services to us (including IT services and data storage), fulfilling orders, conducting market research, processing credit card payments, developing and assisting with campaigns and promotions, events and other initiatives, and providing technical and professional services. These organisations may have access to personal information and may use and disclose it on our behalf.
We do not usually disclose personal information to recipients located outside of Australia.
Your access to your data
If at any time you want to know exactly what personal information we hold about you, you are welcome to request access to your record by contacting us at email@example.com. Please note we may need to ask you questions or request further details to verify your identity before releasing information to you.
JGIA will take reasonable steps to ensure that the personal information we collect, use and disclose is accurate, correct and up to date. We do so via our own internal quality system, using the information that you provide to us.
If you believe any information that we hold about you is incorrect, incomplete, or out-of-date, please contact us at firstname.lastname@example.org. We will respond to your request within a reasonable period and will take steps to amend your records in a timely manner.
Data Storage and Security
JGIA holds personal information in a combination of electronic and hard copy formats. We take reasonable steps to ensure that any personal information held by us is protected from misuse, interference and loss and from unauthorised access, modification or disclosure. Such steps may include:
- Secure physical storage of documents
- Premises security measures
- Network and communications security measures
JGIA will keep information for as long as it is required for permitted purposes of use and disclosure or to meet legal and regulatory requirements. JGIA will take reasonable steps to permanently de-identify or securely destroy personal information that we no longer require for any purpose, except where we are legally entitled to retain it.
When you visit our site, anonymous technical information may be collected about user activities on the website. This may include information such as the type of browser used to access the website and the pages visited. This information may be used by JGIA to make decisions about maintaining and improving our online services.
If you have any questions, feedback or complaints about this policy or how your personal information is handled by JGIA, please contact us in writing on email@example.com.
We will review your requests and complaints and use reasonable endeavours to respond to you in writing within a reasonable time of receiving it in writing. If we fail to respond to a complaint within a reasonable time of receiving it in writing or if you are dissatisfied with the response that you receive from us, you may have the right, depending on the jurisdiction, to make a complaint to the applicable regulator, e.g. for Australia, the Office of the Australian Information Commissioner (www.oaic.gov.au).
Last updated: 18 August 2021