PRIVACY POLICY
Your privacy is important
This statement outlines Satellite Foundation’s policy on how Satellite uses and manages personal information provided to or collected by it.
Satellite is bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act and is compliant with the Privacy Amendment (Enhancing Privacy Protection) Act 2012. In relation to health records, Satellite is also bound by the Victorian Health Privacy Principles which are contained in the Health Records Act 2001.
Satellite may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to Satellite’s operations and practices and to make sure it remains appropriate to the changing legal environment.
This privacy policy assumes that you are resident in Australia. If you are resident in the UK or Europe, please contact us for more information regarding how we treat your personal information.
What kind of personal information does Satellite collect and how does the Satellite collect it?
The type of information Satellite collects and holds includes (but is not limited to) personal information, including sensitive information, about:
- your name, gender, date of birth, phone numbers, contact details (including email and
- postal address), photos, identity verification records and personal interests and preferences
- any other information you provide us in any form you may have submitted to us, or in other
- forms of interaction with you
- information about your use of our websites, services and engagement on social media pages
- your employment history, education background and criminal record
- your bank account information
- information you submit in questionnaires, feedback forms and survey responses
When you make a donation or purchase a product on our website, these payments are managed by a third party on our behalf. However, we will receive your name and a description of your donation or purchase.
In some circumstances, Satellite Foundation may need to collect personal information that is sensitive information, for example information about a participants’ or their family members’ medical conditions.
Personal information you provide
Satellite will generally collect personal information held about an individual by way of phone calls, forms, surveys, meetings etc. You do have the right to seek to deal with us anonymously or using a pseudonym, but in almost every circumstance it will not be practicable for us to deal with you or provide any services to you except for the most general responses to general enquiries, unless you identify yourself.
Satellite Foundation usually collects personal information directly from you in the following circumstances:
- when you contact, communicate with and give us feedback directly (by phone, in person, and by email)
- when you submit an application or online enquiries
- when you provide information via public social media pages
- when you apply for a job or to be a volunteer.
Personal information provided by other people
In some circumstances Satellite may be provided with personal information about an individual from a third party, for example:
- anyone you have authorised to deal with us on your behalf, including your family members
- operators of advertising services
- automatically via our website
- other program participants
- referees provided by you
- referring organisations
In relation to employee records
Under the Privacy Act the Australian Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to the Satellite’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between Satellite and employee. However, Satellite must provide access and ensure compliance with the Health Privacy Principles under the Victorian Health Records Act 2001.
How will Satellite use the personal information you provide?
Satellite will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.
In relation to direct marketing, Satellite will use your personal information for direct marketing where you have provided that information, and you are likely to expect direct marketing: only then you will be sent direct marketing containing an opt out. If we use your personal information obtained from elsewhere we will still send you direct marketing information where you have consented and which will also contain an opt out. We will always obtain your consent to use sensitive information as the basis for any of our direct marketing.
We may use video surveillance for security purposes and the footage will be used only by Satellite and by the providers of our security services for security purposes. Surveillance videos are not used by the Satellite for other purposes and the footage is not publicly available. Surveillance cameras are not located in any bathrooms or change room facilities.
Job applicants, staff members and contractors
In relation to personal information of job applicants, staff members and contractors, Satellite’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.
The purposes for which the Satellite uses personal information of job applicants, staff members and contractors include:
- for insurance purposes
- to satisfy the Satellite’s legal obligations
- references
- records of qualifications
- records of working with children checks
- records of such as vaccination records as required by local or federal government.
- Police checks
- 100 point Identification checks
Where Satellite receives unsolicited job applications these will usually be dealt with in accordance with the unsolicited personal information requirements of the Privacy Act.
Volunteers
Satellite also obtains personal information about volunteers who assist Satellite in its functions or conduct associated activities, such as to enable Satellite and the volunteers to work together.
Marketing and fundraising
Satellite treats marketing and the seeking of donations for the future growth and development of Satellite as important. Personal information held by Satellite may be disclosed to an organisation that assists in the Satellite’s fundraising, for example, Satellite’s payment system operators (e.g., merchants receiving card payments such as Square, Donor Box or Stripe)
Who might Satellite disclose personal information to?
Satellite may disclose personal information, including sensitive information, held about an individual to:
- government departments
- people providing services to Satellite
- anyone you authorise Satellite disclose information to
- verify or authenticate information provided by you and your identity
- Privacy Policy Satellite Foundation July 2020
- conduct necessary background, reference and other checks and verify the information provided to us
- enable you to access and use the Satellite Foundation programs
- protect our community and the Satellite Foundation programs and to create and maintain a safe environment for all our participants
- maintain and update our records
- operate, protect, improve and optimise the Satellite Foundation programs and related services and participants’ experiences
- receive and process donations
- send you service, support and administrative messages, reminders, technical notices, updates, security alerts, and information requested by you
- send marketing and promotional messages and other information that may be of interest to you
- responding to questions and obtaining feedback, including via researching donor attitudes
- consider your employee or volunteer application
- comply with our legal obligations and processes, resolve disputes, enforce agreements with third parties, protect our legal rights and respond to claims
- provide, manage and administer Satellite Foundation’s insurance coverage
- undertake internal reporting.
We may share personal information for the purposes described in this privacy policy to:
- our employees and volunteers
- support workers, plan managers, support coordinators and other community support service providers that you engage with
- third party suppliers, service providers and distributors
- payment systems operators (e.g. merchants receiving card payments)
- anyone to whom our assets or businesses (or any part of them) are transferred
- specific third parties authorised by you to receive information held by us
- other persons, including government agencies, regulatory bodies and law enforcement agencies, in accordance with lawful processes or as required or authorised by law.
Where you have provided your express consent for specific parts of your personal information to be disclosed, we will only disclose and share your personal information that is held by us as at the time of receiving your consent. If a program participant has a nominated guardian, that guardian will have access to of the program participant’s personal information (including sensitive information) unless and until we are advised otherwise.
We may also share information about our users and participants that have been aggregated or combined so that it no longer identifies an individual person or other anonymised information for regulatory compliance, industry and market analysis, demographic profiling, marketing and advertising, and other business purposes.
Sending information overseas
Satellite will not send personal information about an individual outside Australia without:
- obtaining the consent of the individual (in some cases this consent will be implied); or
- otherwise complying with the Australian Privacy Principles or other applicable privacy legislation.
How does Satellite treat sensitive information?
In referring to ‘sensitive information’, Satellite means:
- information relating to a person’s racial ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual orientation or criminal record, that is also personal information; and health information about an individual
Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and security of personal information
Satellite’s staff are required to respect the confidentiality of personal information and the privacy of individuals.
Satellite has in place steps to protect the personal information Satellite holds from misuse, loss, unauthorised access, modification, interference or disclosure by use of various methods including locked storage of paper records and encrypted and password protected digital records.
We have a data breach response plan, which we would follow in the unlikely event of a privacy or data breach.
Use of our website
When you use our website, having your cookies enabled will allow us to maintain the continuity of your browsing session and remember your details when you return. We may also use web beacons, Flash local stored objects and JavaScript. If you adjust your browser settings to block, reject or delete these functions, the webpage may not function in an optimal manner. We may also collect information about your IP address, although this may not identify you.
Satellite Foundation’s website may contain links to other sites. Other sites may also have links to our website. In either case, Satellite Foundation is not responsible for the content, privacy practices or business practices of any website or company except its own.
Updating personal information
Satellite endeavours to ensure that the personal information it holds is accurate, complete and up to date. A person may seek to update their personal information held by Satellite by contacting the Privacy Officer of Satellite at any time.
The Australian Privacy Principles and the Health Privacy Principles require Satellite not to store personal information longer than necessary. In particular, the Health Privacy Principles impose certain obligations about the length of time health records must be stored.
You have the right to check what personal information Satellite holds about you.
Under the Commonwealth Privacy Act and the Health Records Act, an individual has the right to obtain access to any personal information which Satellite holds about them and to advise Satellite of any perceived inaccuracy. There are some exceptions to this right set out in the applicable legislation. To make a request to access any information Satellite holds about you, please contact the Privacy Officer in writing.
Satellite may require you to verify your identity and specify what information you require. Although no fee will be charged for accessing your personal information or making a correction, Satellite may charge a fee to retrieve and copy any material. Satellite If the information sought is extensive, Satellite will advise the likely cost in advance.
You may opt-out of receiving marketing communications or targeted advertising from us at any time, by contacting us directly at hello@satellitefoundation.org.au
How long will Satellite keep my information?
Under our destruction and de-identification policies, your personal information that is no longer required will be de-identified or destroyed. In many circumstances, however it will be kept for marketing purposes, as you will have consented to that in writing with us.
Enquiries and privacy complaints
If you would like further information about the way Satellite manages the personal information it holds, please contact the Privacy Officer. If you have any concerns, complaints or you think there has been a breach of privacy, then also please contact the Privacy Officer who will first deal with you usually over the phone. If we then have not dealt satisfactorily with your concerns, we will meet with you to discuss further. If you are not satisfied with our response to your complaint within 30 days from this meeting then you can refer your complaint to the Office of the Australian Information Commissioner.
If you wish to make a complaint about how Satellite Foundation has handled your personal information, you should put your complaint in writing to our Privacy Officer, though our complaints policy.
Satellite Foundation will acknowledge receipt of your complaint, verify your identity and will investigate and respond within a reasonable time of receiving a complaint from you. If you are not satisfied with the decision, you can contact us to discuss your concerns. If the complaint is unresolved, you can contact the Office of the Australian Information Commission to make a complaint. Contact details are as follows:
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW
2001
Contact Details
Privacy Officer, Satellite Foundation
Postal Address: 22 Easey Street Collingwood VIC 3066
Email: hello@satellitefoundation.org.au
Phone: 1800 973 444
