Privacy Policy

Introduction

The U3A Shoalhaven understands the importance of safeguarding privacy of personal information.

Purpose

This document sets out how U3A Shoalhaven manages members personal information.

Sources

• U3A Shoalhaven Constitution
• Privacy Policy’s from other Australian U3A’s
• Federal Privacy Act 1988
• Privacy Amendment Act 2012
• Australian Privacy Principles March 2014
• Related Policies (under development)
• Complaints and Disputes Resolution Policy
• Safety and Health Policy
• Code of Conduct Policy
• Communication Channels Policy
• Information Management Policy

What is Personal Information, and Why Do We Collect It?

Personal Information may include:

• Name
• Year of birth
• Postal, street and email addresses
• Telephone contact numbers
• Previous profession or occupation
• Skills or interests
• Emergency contact details
• Images such as a photos or videos
• Other information you provide to us through member surveys or for other purposes.

U3A Shoalhaven collects Personal Information about each member directly from him/her personally. This is done through membership/course registration. When the organisation wishes to take a photo for a U3A Shoalhaven publication, we will request anyone who does not want to be photographed to remove him or herself from the group while the photo is taken.

From time-to-time, other information may be collected through surveys or by other methods.

Use of Personal Information

U3A Shoalhaven collects personal information from members so that the organisation can provide services and perform functions consistent with our Objects and Rules, including:

• To make classes and other activities available to members
• For communication, administrative, marketing and planning purposes
• For program development, quality control and research purposes
• To maintain accurate and up-to-date membership records.

Informing Members

U3A Shoalhaven at all times informs members:

• Of the reason why Personal Information is collected and how it is administered
• That any Personal Information held about them is accessible to them
• That we take reasonable steps to ensure Personal Information held is accurate and up-to-date.

Disclosure of Personal Information

• Personal Information will only be disclosed for purposes that are directly relevant to our Objects and Rules. This can include disclosure to volunteers, tutors or members of our Committee of Management or employees, contractors or service providers, where it is essential to the service being provided.
• Personal Information will not be made available to others for direct marketing purposes.
• Personal Information will not be disclosed for any reason inconsistent with this policy, except when required by law or on receipt of an appropriate court order.

Security of Personal Information

• Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.
• The nature of U3A Shoalhaven requires us to identify you in order to provide you with benefits or services.
• U3A Shoalhaven does not use personal identifiers issued by a Government Agency.
• Access to Personal Information is strictly controlled. U3A Shoalhaven Committee of Management members, Course Leaders, Tutors are only granted access when it is necessary for them to perform their designated duties and only for as long as they hold office.
• Personnel authorised to access Personal Information are trained in their responsibilities involved when handling it. (Procedures for use of MyU3A Database, Under development)
• When Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify that information.

Electronic Information

All our electronic records, including membership data, documents and publications are stored in professionally managed cloud-hosted systems which may hold the data in overseas locations.

Our Website Cookies

A cookie is a small piece of data stored on your computer by a website. U3A Shoalhaven’s website uses cookies to help optimise our website’s performance and improve the experience of its users.

Publications

Electronic publications, including our Newsletter, may be provided to third parties (for example, the National Library of Australia) and maybe stored in their systems.

Sensitive Information

U3A Shoalhaven does not collect sensitive information. Sensitive information includes information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of political associations, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Unsolicited Personal Information

We do not solicit information from non-members. We endeavour to treat any unsolicited Personal Information received from third parties in accordance with the relevant U3A Shoalhaven Privacy Principles dealing with such information.

Access to Personal Information, and Complaints

• Members can access Personal Information U3A Shoalhaven holds about them by contacting the Secretary. If a member believes the information is inaccurate or incomplete, he/she can ask the Secretary to amend the details. The Secretary can be contacted on: sec1u3ashoalhaven@gmail.com
• If members believe their privacy has been breached, they should contact the Secretary and submit a complaint (see Complaint and Dispute Resolution Policy).

If you have any queries or comments concerning this privacy policy, contact us by email, post, or phone as per the Contact page on our website: