1 Aim OF THIS POLICY
Alliance Française de Hobart Inc (we, our or us) is committed to complying with its obligations under the Privacy Act 1988 (Cth) (Privacy Act), including the Australian Privacy Principles (APPs).
We are committed to respecting your privacy and protecting your personal information. Our staff are trained to protect your personal information in accordance with our policies, procedures and systems.
This policy outlines how we manage and secure your personal information. It also describes the kinds of personal information that we hold and for what purposes, and how that information is collected, held, used and disclosed.
This policy is easy to access and is available on our website at https://www.afhobart.org.au/. You may request a copy of the policy by contacting the Privacy Officer in accordance with paragraph 13.1of this policy.
Please read this policy carefully before you provide us with any personal information. We will review this policy from time to time. We encourage you to check our website regularly as any updated policy will be available on our website.
3 Types of information that we collect and hold
3.1 General information
We may collect and hold the following types of personal information about you:
(a) your name, postal address, email address; telephone number; and
(b) any other information that we consider to be reasonably necessary.
3.2 Information required by law
We may collect personal information about you because the collection of the information is required or authorised by law.
3.3 Website activity
3.4 Social media
We may collect information about you when you interact with us through social media channels. Please note that we will only interact with you on confidential matters via a secure forum
4 Collecting your information
4.1 Collecting personal information
We collect your personal information so that we can perform our functions and activities.
We will, if it is reasonable and practical to do so, collect personal information directly from you.
We may collect your personal information when:
(a) you complete a membership application;
(b) you accept an invitation to our events;
(c) you enrol in our classes.
4.2 What happens if you do not provide us with your personal information?
If you do not provide us with your personal information, we may not be able to:
(a) verify your identity; and
(b) contact you to provide you with information about our activities and events.
4.3 Notification of collection of personal information
When we receive personal information directly from you, we will take reasonable steps to notify you of the collection and the circumstances that surround the collection.
Sometimes you may not be aware that we have collected your personal information. If we collect information that can be used to identify you, we will take reasonable steps to notify you of the collection and the circumstances that surround the collection.
5 Protecting personal information
5.1 Storing personal information
We are committed to keeping your personal information secure.
We store your personal information in different ways, including physical and electronic form.
We treat all personal information as confidential. We will take reasonable steps to ensure personal information is protected from:
(a) misuse, interference and loss; and
(b) unauthorised access, modification and disclosure.
5.2 How we store your information
Some of the ways we store your information are establishing physical and electronic databases of members and class participants.
5.3 What happens if we no longer need your personal information?
If we no longer need your personal information for any purpose, we will take reasonable steps to destroy or permanently de-identify the information, unless:
(a) the information is contained in a Commonwealth record; or
(b) we are required by law to retain the information.
6 Purposes for collecting, holding, using and disclosing information
We collect, hold, use and disclose your personal information for the purpose it was collected and related purposes, including:
(a) teaching of classes;
(b) organising member events;
(c) to comply with any applicable laws, regulations or codes of practice; and
(d) for any other purpose for which you have given your consent.
7 Use and disclosure of information
7.1 Use and disclosure of personal information
We will not use or disclose personal information we hold about you that was collected for a particular purpose for another purpose, unless:
(a) you have consented to the use or disclosure of the information for another purpose; or
(b) the use or disclosure is otherwise permitted under the Privacy Act (e.g. you would reasonably expect us to use or disclose the information for another purpose or the use or disclosure of the information is required or authorised by law).
7.2 Overseas recipients
We are not likely to disclose your personal information to any overseas recipients.
Where your personal information is disclosed, we will seek to ensure that information is used, held and disclosed consistently with the Privacy Act and any other applicable laws.
8 Quality of personal information
We will take reasonable steps to ensure that any personal information we collect, use or disclose is accurate, complete, up-to-date and relevant to our functions or activities.
If you believe that your personal information is not accurate, complete or up to date, please contact the Privacy Officer in accordance with paragraph 13.1 of this policy.
9 Access to personal information
9.1 Requesting access
You may at any time request access to personal information we hold about you. We will give you access to that information, unless an exception in the Privacy Act applies.
You can request access to your personal information by contacting our Privacy Officer in accordance with paragraph 13.1of this policy.
9.2 Dealing with access requests
We will respond to a request for access within a reasonable time (usually 30 days), and give you access in the manner you request, if it is reasonable and practicable to do so.
We may need to verify your identity before we give you access to your personal information.
9.3 Refusal to give access
If we refuse to give you access, we will:
(a) take reasonable steps to give you access in a manner that meets our needs as well as yours; and
(b) Provide you with the reasons for our decisions as required by the Privacy Act.
10 Correcting personal information
10.1 Requesting correction
If you think that any personal information we hold about you is incorrect, inaccurate, out-of-date, incomplete, irrelevant or misleading, you may request us to correct the information by contacting the Privacy Officer in accordance with paragraph 13.1of this policy.
10.2 Correcting information
We will take reasonable steps to correct that information.
10.3 Dealing with correction requests
We will respond to a correction request within a reasonable time (usually 30 days). We may need to verify your identity before we correct your personal information.
10.4 Notification of correction to third parties
If we correct your personal information that we have previously disclosed to another entity, and you ask us to tell the other entity about the correction, we will take reasonable steps to tell the other entity about the correction, unless it is impractical or unlawful to do so.
10.5 Refusal to correct information
If we refuse to correct the personal information, then we will provide you with the reasons for our decision as required by the Privacy Act.
You have the option to remain anonymous, or to use a pseudonym when dealing with us where it is lawful and practical to do so.
12 Government related identifiers
In certain circumstances we may be required to collect government-related identifiers. We will not use or disclose this information unless the use or disclosure is permitted under the Privacy Act.
13 Complaints about personal information
(a) have any issues about the way we handle your personal information after reading this policy;
(b) become aware of a potential breach of privacy; or
(c) wish to make a complaint,
please contact our Privacy Officer.
Complaints can be made in writing or orally to:
Mail: PO Box 70, South Hobart TAS 7004
13.2 External complaint mechanism
If you are not happy with the outcome of the Privacy Officer’s investigation or we have not replied to you within a reasonable time, then you can raise your concern with the Office of the Australian Information Commissioner (OAIC).
Complaints can be made to OAIC in the following ways:
Office of the Australian Information Commissioner
Telephone: 1300 363 992
Mail: Office of the Australian Information Commissioner
GPO Box 5218 Sydney NSW 2001