- POLICY SUMMARY
Running for Premature Babies Foundation Ltd ABN 66 618 841 768 (“Running for Premature Babies”) is committed to safeguarding personal privacy. It recognises that individuals have a right to control how their personal information is collected and used.
Personal information is 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 that is collected by Running for Premature Babies can include a person’s name, address, email address, phone number and/or health conditions. With consent, this information may include whether the donor has a direct connection with prematurity or baby loss. Fitness tracking and geographical location information may also be collected.
Providing personal information is an act of trust and it is taken seriously. Unless given consent to do otherwise, Running for Premature Babies will only collect and use personal information in accordance with applicable privacy laws including the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2012 and the Australian Privacy Principles.
Personal information is any information or opinion about an identifiable person. This could include:
- written records about a person
- a photograph or image of a person
- Information about a person that is not written down, but which is in the possession or control of the agency.
Sensitive information (as defined in S6 Privacy Act 1988) is:
(a) information or an opinion about an individual's:
(i) racial or ethnic origin; or
(ii) political opinions; or
(iii) membership of a political association; or
(iv) religious beliefs or affiliations; or
(v) philosophical beliefs; or
(vi) membership of a professional or trade association; or (vii) membership of a trade union; or
(viii) sexual preferences or practices; or
(ix) criminal record;
that is also personal information; or
(b) health information about an individual; or
(c) genetic information about an individual that is not otherwise health information.
- POLICY DETAILS
Personal information may be collected through our website, telephone enquiries, when you register for an event, when you contact us for information or through other electronic or personal means.
Running for Premature Babies will not collect or monitor any personal information about you without your consent. The only personal information we collect is what has been provided to us voluntarily. You are entirely free to decide not to provide your personal information to us however, in some circumstances, this may limit the services that Running for Premature Babies is able to provide to you.
When a person registers with Running for Premature Babies for an event or when a product is purchased online (or over the telephone etc.), personal information may be requested (such as name and address). The personal information collected may vary depending on your interaction with Running for Premature Babies but will be limited to the information necessary to record and manage our interaction with you or as permitted or required by law.
Our policy for collecting personal information from children 15 years or younger is to seek the permission of a parent or guardian for the collection of this information.
Cookies and the Internet
Running for Premature Babies provides links to websites outside of the Running for Premature Babies website which are controlled by third parties. Running for Premature Babies is not responsible for the conduct of such third parties. We encourage you to read their privacy policies separately.
As the security of communications over the internet cannot be guaranteed, absolute assurance that information will be secure at all times cannot be given. Running for Premature Babies will not be held responsible for events arising from unauthorised access to personal information where it has taken reasonable steps to protect and secure that information.
Credit Card Data
Credit card transaction information is not stored by Running for Premature Babies, but rather with a securely encrypted contracted cloud based third party storage provider. Credit card transaction data for recurring donations is stored in a secure payment gateway.
Social Media Networks
We may communicate with you and with members of the public through social media platforms such as Facebook, LinkedIn, Twitter or Instagram. Considering this we may collect your personal information when you communicate with us, and the social networking services will also handle your personal information for their own activities. These social networking services have their own privacy policies that you should consider before use. If you interact with us on social media you should be aware that your communications may be available publicly.
Use of Images
We collect photographs and video footage during our events, and we invite our supporters to share their prematurity/running stories and photographs with us. These may be shared on our website, social media pages, newsletters, advertisements and promotional material. This information is used to thank donors and supporters; and promote and seek support for such events, share individuals' stories with the community and to promote the activities of Running for Premature Babies.
Photographs of children
Running for Premature Babies is committed to promoting and protecting the interests and safety of children, and this extends to the use of children’s images in our charity's communications and marketing materials.
We will always ensure that parents/guardians are informed if there is a photographer attending and capturing images of children at our kids events. All photographs taken will be done in a respectful manner. These images may be used in the charity's communications and marketing materials, including on social media. Parents/guardians may opt out of having images of their child shared.
Running for Premature Babies will seek written permission to use an image of a child for a paid advertising campaign for the charity.
4. THE AUSTRALIAN PRIVACY PRINCIPLES
Running for Premature Babies complies with the Australian Privacy Principles as follows:
Australian Privacy Principle 1 (APP1): Commitment to open and transparent management of personal information
Australian Privacy Principle 2 (APP2): Anonymity and pseudonymity
As far as possible, Running for Premature Babies enables customers, donors and other stakeholders to transact by providing only limited personal information. Running for Premature Babies may require full names and current contact details in some circumstances including for the provision of services. In general, the decision regarding degree of personal information required will be made by the staff member providing the service.
Australian Privacy Principle 3 (APP3): Collection of solicited personal information
Where possible, information will be collected directly from the individual. Information will not be collected ‘just in case’ it is needed. Sensitive information will be collected only when and as reasonably necessary for or directly related to Running for Premature Babies activities and with the consent of the individual. Running for Premature Babies will ensure that collection of personal information is not unreasonably intrusive. Where it is not possible to collect information directly from the client, the information supplied will be checked for accuracy so far as reasonably practicable.
Australian Privacy Principle 4 (APP4): Dealing with unsolicited information
Sometimes information is received that was not sought; an example may be information about criminal behaviour that is irrelevant to the transaction. Information received is this way will be deidentified or destroyed.
Australian Privacy Principle 5 (APP5): Notification of the collection of personal information
Unless readily apparent, reasonable steps will be taken at or before the time of collection to ensure that the individual is aware of: i) the purposes for which the information is being collected and how the information is likely to be used, ii) the organisations (or types of organisations) to which the information would be disclosed, if any, and; iii) details about the individual’s right to access the information, to seek correction or make a complaint.
Australian Privacy Principle 6 (APP6): Use and disclosure of personal information
Information collected will only be used or disclosed for the primary purpose for which it was originally collected, unless it is disclosed for one of the following reasons:
- for a secondary purpose which is related to the primary purpose and which may be reasonably expected by an individual;
- with the express consent of the individual
- as authorised by or under law
Australian Privacy Principle 7 (APP7): Direct marketing
Running for Premature Babies may send direct marketing material to our clients, customers and participants using the contact details they have supplied providing we enable them easily to opt out of (unsubscribe to) the mailing list. Where an individual questions the source of the personal information held about them, Running for Premature Babies will respond appropriately in a timely way. As a health promotion charity, Running for Premature Babies is not subject to the Spam Act.
Australian Privacy Principle 10 (APP10): Quality of personal information
Running for Premature Babies is committed to ensure that personal and health information is accurate and complete and:
- personal information is protected from misuse, loss, unauthorised access, modification or disclosure:
- personal information is destroyed or permanently de-identified when it is no longer required.
Australian Privacy Principle 11 (APP11): Security of personal information
Running for Premature Babies is committed to ensuring that personal information is held securely and maintained appropriately. Information may be stored in hard copy documents, or as electronic data. Strategies to protect the information include:
- signed undertakings by staff to abide by confidentiality requirements
- security measures for access to computer systems
- web site protection measures.
Australian Privacy Principle 12 (APP12): Access to personal information
Running for Premature Babies will consider all requests for access to the personal information held, subject to considerations of risk and harm to others and commercial sensitivity. For more information contact email@example.com
Australian Privacy Principle 13 (APP13): Correction of personal information
When requested, Running for Premature Babies will endeavour to correct personal information to ensure that it is accurate, up to date, complete and not misleading. In place of amending the information, the individual and Running for Premature Babies may agree to incorporate a statement about the accuracy of the information in the record. For more information contact firstname.lastname@example.org