Collection of your personal information
Your privacy is important to us. We want to be transparent with you about how we capture, store and use information.
If you wish to be removed from our mailing list, please contact us at firstname.lastname@example.org
If you have questions about this policy, suggestions on how to improve, or concerns about your data, please contact the Privacy Focal Point at email@example.com
Why do we collect information
We commit to only collecting personal information that is required for activities relating to the Foundation’s volunteer work and to always collect the information fairly and transparently. When collecting personal information, we will ensure to clearly communicate with you the need for this information, how we intend to use it and how it will be stored to protect your privacy. Information will only be obtained directly from you with your consent, as far as practicable.
For prospective staff, personal information may be sought by speaking with referees, including previous employers who may not have been nominated as referees.
We will also collect information from our partners including names and addresses so that we are able to conduct background checks (such as counter-terror finance checks).
We collect personal information of volunteers and donors such as names, addresses and phone numbers, email addresses, bank account details and details of communication preferences. This information allows us to manage volunteer and donation lists, send newsletters to supporters, and provide supporting evidence when seeking grants and other government funding. We may use personal information to send promotional or marketing material from time-to-time. Any such material will clearly indicate to the receiver how they may opt out of receiving such material in the future. Volunteers will also be required to provide their personal information when applying for a Working with Vulnerable People card; however, this is at the volunteers discretion – the Foundation will only request confirmation that a prospective or current volunteer has been granted to hold this check. This may include photographic proof of the card and the personal information contained therein.
How we collect information
RFN collects personal information directly from you when you provide it through email, the RFN website, online forms or via the phone.
If you wish, you can remain anonymous or use a pseudonym when you contact us and if you make a donation. We will respect your anonymity. However, if you choose not to provide us with your personal information, we may not, for example, be able to provide you with an official tax-deductible receipt or a letter of thanks, and we may not be able to assist you fully with your query or complaint.
How we use your information
We do not use or disclose personal information that we have collected for any reason other than the primary purpose for which it was collected, unless:
you have provided consent for us to use it for another purpose
the purpose is closely related to the primary purpose, or
we are legally required to use the information
We will ask for consent from a supporter before publishing any information about their donation.
How we store your information
We are committed to securely storing personal information.
The Foundation is run entirely by volunteers and does not operate in any one single physical location. Nearly all the personal information we collect is through electronic means and is therefore stored electronically. Cyber risks are actively managed through the Operational Risk Management Plan. There are exceptional situations where personal information may need to be printed and when this is required, all printed documents will be securely stored in a locked filing cabinet.
Security measures include but are not limited to:
all personal and sensitive information is securely stored at all times
for electronic information, virus scanning tools are frequently used
all virtual databases are protected by secure user ID and passwords
only authorised people will have access to personal information
email protocols are used (such as BCC so recipients can’t see email addresses of other recipients)
confidentiality and privacy clauses are included in all contracts
all cloud-based storage meets privacy requirements
third party providers are required to have security measures in place
Personal details (name, address, contact phone number, date of birth) are shared with our planning and delivery partner in Nepal (REACH for Nepal – Nepal Charter) for them to organise passes to National Parks and internal travel and accommodation arrangements.
Accessing the information we collect
You may be able to obtain a copy of the personal information that we hold about you. To make a request to access this information please contact us in writing to Manager Communications and Company Secretary at firstname.lastname@example.org.
There are circumstances under Australian privacy laws where access to personal information cannot be granted. For example, when it would unreasonably affect someone else’s privacy, or pose a serious threat to another person’s life, health or safety.
If you notice any errors in the use, storage or disclosure of your personal information, we will take all reasonable steps to correct it.
If you request access to information you may need to provide proof of identity before the information is disclosed.
If we cannot give you access to personal information, we will tell you the reason why.
Opt-out option of mailing
When we send you marketing materials (whether by post, email, or telephone), we will provide you with an opportunity to opt-out (unsubscribe) to future communications.
By electing not to opt-out, we will assume we have your implied consent not to receive similar communications in the future. If you wish to opt-out, please select the option to opt-out in our newsletters, email Manager Communications and Company Secretary at email@example.com, phone 0412 271 497 or write to us via post at PO Box 76 Calwell ACT 2905, Australia.