In addition, CISVic has consortia partners that are sub-contracted by CISVic to deliver state and federal funded programs, including Emergency Relief and Financial Counselling. . CISVic also conducts research, provides training, and actively engages volunteers. To sustain our work, we actively seek and coordinate funding from philanthropic organisations and private donors.
CISVic complies with the Australian Privacy Principles, which are part of the Privacy Act 1988 (Cth) (“Privacy Act”), and its obligations under other relevant legislation as applicable, including the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic). CISVic recognises that protecting individuals’ privacy is of fundamental importance and required by law. This Privacy Policy explains:
CISVic reserves the right (at its discretion) to modify, amend or replace this Privacy Policy from time to time to take account of new laws and technology, changes to CISVic’s operations and practices and to make sure it remains appropriate to the changing community needs. The modified, amended or replaced policy will be posted by CISVic to its website in place of the older privacy policy and notified to clients.
Scope
This Privacy Policy applies to clients, supporters and donors, job applicants, interns, volunteers, contractors, website users, and other people with whom CISVic ordinarily interacts.
This Privacy Policy is issued on behalf of CISVic itself and its branches only. It does contain information about how CISVic collects and shares information with CISVic members, consortia
partners, funding bodies and government departments, but you should refer to the separate Privacy Policies of those organisations, for information on how they manage your personal information.
This Privacy Policy does not apply to employees of CISVic or employee records, as the handling of employee records by a private sector employer is exempt from the Privacy Act if it is directly related to the employee’s current or former employment relationship. However, if you do have questions regarding the handling of your employee records, you can contact our Privacy Officer (see below) for assistance.
Definitions
Personal information
According to the Privacy Act, ‘personal information’ means information or an opinion about an
identified individual, or about an individual who is reasonably identifiable.
Sensitive information
According to the Privacy Act, ‘sensitive information’ means personal information relating to a
person’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, membership of a trade union or other professional or trade association membership, philosophical beliefs, sexual orientation or practices, or criminal record. It also includes health or genetic information about an individual or biometric information used for specific purposes.
We will only:
functions and activities;
or the collection, use or disclosure of the sensitive information is otherwise authorised or required by law.
CISVic collects and holds a range of personal information, including some health and other sensitive information, about clients, supporters and donors, job applicants, interns, volunteers, contractors, and students, website users and other people with whom CISVic ordinarily interacts, which may include the following:
Clients:
CISVic may also collect the following types of sensitive information about clients only where necessary or appropriate or the client has otherwise consented or volunteered the information:
Supporters and donors:
Job applicants, interns, volunteers, students and contractors:
CISVic may also collect the following types of sensitive information only where necessary or appropriate or where you have otherwise consented or volunteered the information:
Website Users
We may also collect information about you when you access our website using technology called ‘cookies’. That information includes the pages viewed and the information downloaded, the IP address of the computer or mobile used to visit our website, the page from where the individual visited our website, the type of browser used, unique device identifiers and information about websites visited before the individual visited our website. You can configure your browser to disable cookies, but some parts of our website may not function properly (or at all) if cookies are disabled.
CISVic’s primary purpose for collecting personal information is to support its functions and
activities, including:
Clients
In relation to personal information of clients, CISVic’s primary purpose of collection is to enable CISVic to deliver services and programs within the community and perform necessary associated administrative activities, including:
In some cases where CISVic requests personal information about a client, if the information is not provided, CISVic may not be able to continue providing support for the client or permit the client to take part in a particular activity.
Job applicants, interns, volunteers, students and contractors:
CISVic’s primary purpose for taking photographs and videos is for promotional purposes.
The collection of other personal information regarding other people who interact with CISVic is to assess their suitability and manage the relationship, including:
CISVic collects personal information about an individual directly from that individual, where reasonable and practicable to do so. We collect the information in a variety of ways, including:
Collecting personal information from CISVic members
CISVic offers individual-based and agency-based memberships where CISVic approved members may attend and contribute to CISVic’s Annual General Meetings. Upon gaining approval as a member, these member agencies agree to support CISVic’s statement of purposes and comply with CISVic’s policies.
CISVic does not generally collect personal information from CISVic member agencies about the member agencies’ clients. However, the duties of member agencies include consulting on a range of issues which may include resourcing and funding. When this occurs, we may collect personal information from, and share personal information with, member agencies from time to time. This includes situations where CISVic and member agencies have been advocating on behalf of a particular client for additional funding or having discussions with state government regarding utility hardship grants. See also the paragraph below, which applies where CISVic members are also consortia partners.
CISVic and its member agencies also share information regarding students, volunteers and applicants for volunteer positions via an online volunteer management software platform managed by CISVic.
Collecting personal information from consortia partners
CISVic has consortia partners who are sub-contracted by CISVic to deliver state and federal government funded programs, including the following:
CISVic and consortia partners have access to participant data uploaded to the portal. The federal government does not have access to the portal and all information provided to the federal government is de-identified unless authorised or required by law. CISVic will only use and disclose personal information accessed via the portal as necessary to deliver the Program, and in accordance with this Privacy Policy.
Cookies and analytics
CISVic may also collect data from its website using various technologies, including ‘cookies’. A ‘cookie’ is a text file our website transmits to an individual’s browser which is stored on the individual’s computer as an anonymous tag identifying the individual’s computer (but not the individual) to us. The browser may be configured to disable cookies, but some parts of our website may not function properly (or at all) if cookies are disabled.
As a general principle, and in accordance with our statutory obligations, we only use and disclose personal information for:
We will take reasonable steps to make individuals aware of the purpose for which the information collected may be used or disclosed, including by reference to this Privacy Policy.
In particular, we may disclose personal information to the following people, where appropriate:
Images and Videos
From time to time, CISVic may collect photographs and videos of people attending CISVic events or participating in CISVic activities. These images may be displayed from time to time in promotional material and published in CISVic publications. Client images will only be used in CISVic-related media and will not be sent to third-parties (other than service providers) such as external media outlets without your express permission. For promotional and other marketing material including CISVic’s website, CISVic’s social media accounts and video footage, specific consent will be obtained if your identity could be established within the design framework. No image linked with an individual’s name will be included in any marketing or promotional material or vehicle without prior written consent.
Where reasonably practicable, CISVic will communicate prior to community activities or events about whether there will be any photography, livestreaming or recording of the event.
Photographs and video footage may be collected outside CISVic buildings through a video doorbell or CCTV camera for safety purposes.
Third-party service providers
When CISVic engages third parties to provide products and/or services to CISVic, such as IT service providers and payment processors, such third parties may have access to personal
information CISVic holds about individuals. CISVic does not authorise those third parties to use any personal information disclosed to or accessed by the third party for any purpose other than to facilitate the third party’s completion of its obligations owed to CISVic.
CISVic will not send personal information about an individual outside Australia without:
CISVic uses third-party online platforms such as Community Data Solutions to store and manage personal information regarding the services and programs it delivers. This may include the personal information of clients, volunteers, students and program participants. CISVic may also engage third parties to provide services to CISVic that involve the use of personal information, such as services relating to email, surveys, event management and ticketing of events. This personal information may be stored in the ‘cloud’ which means that it may reside on a cloud service provider’s server which may be situated outside Australia, for example, in the United States, Canada, or Ireland.
CISVic does not otherwise disclose or allow third parties outside Australia to access the personal information CISVic holds.
Marketing is an important part of ensuring that CISVic continues to deliver local community information and support services. People who interact with CISVic, particularly supporters and donors, may from time to time receive fundraising communications. CISVic may also disclose your contact details to organisations that assist in CISVic’s fundraising, such as external fundraising organisations.
If you would like to opt-out of receiving marketing material, please contact CISVic’s Privacy Officer (see below). There will also be a simple “unsubscribe” (opt out) method in any marketing emails. If you opt-out of receiving marketing material from us, we may still otherwise contact you in relation to our existing relationship with you other than for the purposes of marketing.
CISVic takes the security seriously and takes reasonable steps to protect any personal information it holds from misuse, interference and loss. This includes:
CISVic’s staff, volunteers and students are required to respect the confidentiality of clients’ personal information and the privacy of all individuals who interact with CISVic. All staff, students and volunteers engaged by CISVic will have a successful Police Check and Working with Children Check, prior to accessing personal and sensitive information.
An individual is entitled to access the personal information we hold about that individual. All enquiries should be directed to CISVic’s Privacy Officer (see below).
We will respond to such requests within a reasonable period of time. We are entitled under the Australian Privacy Principles to charge a reasonable fee to cover the costs we incur in providing access but this is usually not required.
We reserve the right to refuse access where an exception applies, for example, where releasing the information would unreasonably impact the privacy of another individual. Alternatively, we reserve the right to redact the information made available, to protect the privacy of other individuals. We also reserve the right to verify the identity of the person requesting the information and their entitlement to access it.
We take reasonable steps to ensure that the personal information we collect, use and disclose is accurate, complete and up-to-date. However, the accuracy, completeness and currency of the information we hold largely depends on the accuracy of the information supplied to us or which we collect.
If at any time you discover that any information held about you is inaccurate, out-of-date, incomplete, irrelevant or misleading, you can request correction of the information by contacting CISVic’s Privacy Officer (see below). CISVic reserves the right to verify your identity before processing a correction request.
If you wish to make a complaint to CISVic about how CISVic handles your personal information we ask that you make the complaint in writing to CISVic’s Privacy Officer (see below).
CISVic will promptly acknowledge receipt and will respond to you within a reasonable time period (generally within 30 days). Where the complaint requires a more detailed investigation, the complaint may take longer to resolve, and we will keep you updated as to progress.
CISVic reserves the right to verify the identity of the individual making the complaint and to seek further information from the complainant about the circumstances of the complaint. CISVic reserves the right to refuse to investigate or to otherwise deal with a complaint where permitted under the Privacy Act. For example, CISVic may refuse to investigate or to otherwise deal with a complaint if CISVic considers the complaint to be vexatious or frivolous.
If you are not satisfied with our response to your complaint, or you consider that CISVic may have breached the Australian Privacy Principles or the Privacy Act, you can make a complaint to the Office of the Australian Information Commissioner (“OAIC”).
Office of the Australian Information Commissioner Postal address: GPO Box 5288 Sydney NSW 2001 Phone: 1300 363 992
Email: foi@oaic.gov.au Website: www.oaic.gov.au
If you have a query in relation to this privacy policy or wish to make a complaint, please contact: Chief Executive Officer
(03) 9672 2000
Suite 2 300 Centre Road Bentleigh Vic 3204