The SASRS takes its responsibilities regarding privacy seriously and complies with all laws and regulations to the extent that they apply within the jurisdiction in which the SASRS is conducting business, and in accordance with the Australian Privacy Act and the Australian Privacy Principles.
What information we collect
We collect Personal Information such as:
- Personal details, including your name and gender
- Contact details, including email addresses and telephone number.
- We do not normally collect or store ‘sensitive information’, as defined in the Australian Privacy Act 1988 (e.g. information about ethnic origin and religious beliefs). However, where we are required to and it is practicable to do so, we will seek your consent before collecting your sensitive information and inform you of the purpose at the same time.
Why we collect it
We collect information about you so that we can:
- Track our volunteer’s training, operational status and qualifications.
- Update our rosters and keep our volunteers informed about their shift allocations.
- Contact our volunteers for call outs.
- Provide our volunteers or others with informative and important information via E-Mail broadcast.
- Consider the suitability of potential volunteers that could affect a volunteer’s safety or that of others while participating in Squadron activities including emergency operations.
- Carry out annual subscription billing.
- Carry out our management, administrative, quality assurance and complaint handling activities in a professional and efficient manner.
- We may need to comply with the law, including the Data Retention Law.
- For purposes directly related to the above.
How we collect information
There are two types of data that we collect:
Information that you explicitly give us
In some instances, you must provide Personal Information if you wish to participate in an activity, or carry out a role in our organisation.
If you provide us with unsolicited information that we do not require, or which is not directly related to our functions or activities, we may be required to destroy or de-identify that information, provided it is lawful and reasonable to do so.
If you make an enquiry using one of our website forms, or to fill in a form to login to our website your details will be collected by us so that we may provide you with information or to provide you with the service that you requested. You may also have expressly asked to be sent our quarterly magazine or other communications. Note that you can always opt out of receiving emails from us by clicking on the unsubscribe link at the bottom of our e-mail to you.
Through interactions with us, including through website interactions and your form submissions.
We may use a feature of your browser called a cookie to assign your computer a ‘User ID’ when visiting our website. Cookies do not contain information by which we can identify you: they only identify your computer to our servers.
The primary purposes of cookies is to provide a convenience feature to save you time. Cookies are used by our website to enable certain functionality, to remember the preferences of our users and to monitor how the site is being used. They help us to enhance the usability of the website and to personalise our content to better suit your needs.
Generally, these cookies expire at the end of each browsing session. You may, however, restrict or block those cookies through your browser settings. Please refer to your browser’s ‘Help’ function or visit: www.aboutcookies.org for detailed information about how to do this on a wide variety of browsers. Please note that if you disable any, or all, cookies you may have a degraded user experience.
Cookies used on this site
We use Google Analytics to measure which pages on our site attract the most interest and to inform our marketing and communication strategies, so we can ensure we deliver the best quality content possible.
If you do not want this site to place a cookie on your browser and track your activity, you may leave the site or browse using privacy mode in your web browser.
Disclosure of information
We use and disclose the Personal Information we collect for the purposes indicated in the previous paragraph “Why we collect it”.
Except where indicated above, we will not use or disclose Personal Information unless:
- The individual concerned has consented to the use and disclosure.
- The disclosure is permitted, required or authorised by or under law.
Accessing your information
You can request us to provide you with access to the Personal Information we hold about you by sending us an email to email@example.com or to our Volunteer Support Director. firstname.lastname@example.org.
If particular circumstances apply, we are permitted by the Privacy Act to deny your request for access or to limit the access we provide. This will occur in circumstances, such as:
- The access impacts on the privacy of others;
- The request for access is frivolous or vexatious;
- There are existing or anticipated legal proceedings; or
- Such access may be denied under law or by a law enforcement agency, we may deny your request for access.
We will let you know why your request is denied or limited and we will endeavor to respond to your enquiry within 30 days of receiving it.
The protection and holding of your information
We are committed to keeping secure the Personal Information that you provide to us. We take all reasonable precautions to protect the Personal Information we hold about you from misuse and loss and from unauthorised access, modification or disclosure.
Any Personal Information you provide to us, or have collected from you electronically is stored on secure servers and encrypted where required under the Data Retention Law. Our employees and volunteers are constitutionally bound to respect the confidentiality of any Personal Information held by us. We also maintain physical security procedures to manage and protect the use and storage of records containing Personal Information.
We may disclose Personal Information to employees and other volunteers, for example your phone number or e-mail address when requested for Squadron purposes. Volunteers who perform key roles in the Squadron contact details are also published on the contacts page of our intranet and also in our quarterly magazine.
Our website may contain links to third party websites. Whilst such links are provided for your convenience, you should be aware that the information handling practices of the linked websites might not be the same as ours.
Whilst we take appropriate measures to safeguard against unauthorised uses and disclosures of Personal Information, in the event of any unauthorised use or disclosure of your Personal Information beyond our control, we will not have any liability to you or any other person for any consequences which arise from that unauthorised use or disclosure of your Personal Information.
We will use our best endeavours to respond to your enquiry within 7 days of receiving it.
If you would like more information on privacy issues generally and the way in which privacy is protected in Australia, you can consult the website of the Office of the Australian Information Commissioner here.
Last revision date: 9th December 2019.