Through its varied operations, Accord may gather personal information from individuals for a range of purposes that are reasonably necessary for Accord’s functions and activities. These include, but are not limited to:
- the provision of information (for example through our newsletters, alerts, emails and website);
- the provision of services;
- the compiling of membership lists;
- financial matters such as membership fees and event payments; and
- gathering of website use data.
Accord understands members’ and individuals’ concerns regarding confidentiality and privacy. The purpose of this Policy is to ensure that Accord, all its staff, volunteers and service providers meet their obligations under the Privacy Act 1988 in respect of all information gathered.
All personal information collected by Accord will comply with the Australian Privacy Principles which are reflected within the provisions of this Policy.
- Collection of Personal Information
In this Policy, “Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not; and whether the information or opinion is recorded in a material form or not. Personal information does not include any information that meets the definition of a “generally available publication” (as defined in the Privacy Act 1988).
Personal information is collected directly from individuals when individuals provide this information by phone, by email, via Accord’s websites, or in documents such as application forms, surveys, mail correspondence and business cards. Accord will collect such personal information as is reasonably necessary for the Association to perform its functions and activities.
The kinds of personal information collected by Accord may include, but are not limited to: name; date of birth; employment details; business contact details (including email addresses and telephone numbers); financial and banking details; website usage details; feedback and opinions.
In accordance with Australian Privacy Principle 2, where practical, an individual may deal with Accord on an anonymous basis or by using a pseudonym. However as a provider of a wide range of services, Accord in most cases finds that it is necessary to identify the individual during the course of providing its services.
Sensitive information such as an individual’s racial or ethnic origin, political opinions, membership of political organisations, religious beliefs, philosophical beliefs, membership of a trade union, sexual preferences or practices, criminal record, health information or genetic information shall not be collected unless the individual consents to the collection of such information or unless required, authorised or permitted according to subclause 3.4 of Schedule 1 to the Privacy Act 1988.
- Use and disclosure of Personal Information
Personal information may be stored in hard copy, electronically and/or online. In general, only Accord staff and the individual may view personal information. Accord will only grant other parties access to the personal information where Accord believes that it is permitted under The Privacy Act 1988 to do so, i.e. if:
- that disclosure is required to give effect to the purpose for which Accord collected the personal information;
- the individual has consented to that disclosure;
- the disclosure is required or authorised by or under an Australian law or a court/tribunal order;
- a “permitted general situation (as defined in the Privacy Act 1988) exists in relation to the disclosure;
- a “permitted health situation (as defined in the Privacy Act 1988) exists in relation to the disclosure; or
- the third party is Accord’s agent or contractor and is required by Accord to keep that personal information confidential and will only use that information for the purpose for which it is disclosed.
Accord will not disclose personal information to advertisers. However, subject to prior approval by the individual, personal information may be disclosed to Accord’s commercial sponsors, business partners or associates located both in and outside Australia (‘Our Partners’) to enable them to provide information about their products or services. If an individual subsequently decides that they do not wish to receive information from Our Partners they should contact Accord and request removal from the mailing list. Accord will remove the individual’s information within a reasonable period of receipt of notice.
- Integrity of Personal Information
Accord will use all reasonable care to maintain the integrity of personal information, whether stored in hard copy, electronically or online. This includes protection of the quality of personal information, i.e. that personal information is accurate, up‑to‑date and complete; and the security of personal information, i.e. protection from misuse, loss, unauthorised access, disclosure or modification.
However Accord cannot ensure or warrant that personal information will always be secure during transmission or protected from unauthorised access during storage therefore individuals provide personal information to the Association at their own risk.
In addition, if an individual chooses to access a third party website via a link provided in any Accord communication or from a website managed by Accord, they do so entirely at their own risk.
Individuals are requested to contact Accord immediately if they become aware or have reason to believe there has been any unauthorised use of their personal information.
- Access to and correction of Personal Information
Accord will provide opportunities for individuals to view and update their personal information.
Individuals may contact Accord to examine their personal information. Accord will provide a complete list of the individual’s personal information held by the Association within a reasonable period of receipt of the request.
A request by an individual to access their personal information may be withheld in a certain number of limited circumstances in accordance with Australian Privacy Principle 12 of the Privacy Act 1988. Where Accord does withhold personal information, the Association may instead choose to give individuals a summary of that information.
Individuals may contact Accord to amend any of their personal information that is inaccurate, or request that their personal information be deleted. Accord will amend or delete the records as requested within a reasonable period of receipt of notice. However if applicable, any legal requirement on Accord to maintain certain records of the individual’s personal information shall prevail over any requests by the individual.
Accord will delete, destroy or de-identify personal information if the information is no longer needed by the Association.