1. Policy overview
1.1 Gender Equity Victoria (GEN VIC) respects and is committed to protecting individual privacy. GEN VIC is required to comply with the Privacy Act 1988 (Cth), including the Australian Privacy Principles contained in the Act.
1.2 This policy sets out how GEN VIC collects, holds, uses, discloses and keeps your information secure and correct, how to request access to and collection of the personal information we hold about you and how to complain.
1.3 This policy does not apply to the personal information of GEN VIC employees, volunteers or contractors.

2. What is personal information?
2.1 Personal information is any information or opinion about an identified individual or an individual who is reasonably identifiable, whether the information or opinion is true or not.
2.2 Sensitive information is a subset of personal information which includes information about membership of professional association, religious affiliations or beliefs, criminal record, racial or ethnic origin and gender.

3. What personal information do we collect?
3.1 GEN VIC will only collect information which the organisation requires for its primary function. The personal information we collect depends on the relationship with GEN VIC and the nature of any services that we are providing. When accessing GEN VIC’s online services personal information may be requested. This will only be requested where it is deemed necessary to provide the service or where there is a legal requirement.

Members
• Name and contact details (including email, telephone/mobile number and address)

Donors
• Name and contact details (including email, telephone/mobile number and address);
• Payment information such as payment method (e.g. cheque, cash, credit card details).

Job applicants, interns and volunteers
• Depending on roles such as intern, volunteer or a job applicant, the following personal information may be collected:
• Name, contact details and emergency contacts;
• Qualifications and skills, past employment history, memberships of professional associations and details of referees;
• Details of previous volunteer work with us; and
• A police or working with children check which may be required for some roles

Others
• Name and contact details;
• Details of the nature the relationship with GEN VIC; and
• Details of the enquiry or complaint.

4. Website and cookies
4.1 The GEN VIC website uses cookies to improve our website. Cookies are required for security reasons and to allow our systems to uniquely identify you and your computer. Cookies can be disabled through the internet browser, but our website may not work as intended if you do so. We do not use cookies to collect personal information.
4.2 For statistical purposes we may collect non-personalised information on website activity. This includes:

• The date and time of visits to the website
• The number of users who visit the website
• The number of pages viewed
• The country of origin
• The pages viewed
• Navigation patterns
• Categories of users by items such as domains and browser types

The analysis of the statistics will enable GEN VIC to improve our website.

5. How we use and disclose your personal information
5.1 We use and disclose personal information only for our primary functions or directly related purpose, or for another purpose with consent.

Members and donors
We use personal information for the purposes of processing donations, financial reporting, and contacting individuals about our activities and events if asked.

Job applicants, interns and volunteers
We use personal information to process a job, internship or volunteer application for management and HR purposes. We do not disclose personal information to any third parties without your consent.

Others
Depending on the nature of the relationship with us, we may use personal information to respond to the enquiry or complaint, provide our publications, send surveys or communicate information regarding our activities and events or services.

5.2 We may also disclose personal information where required or authorised by or under an Australian law, or court or tribunal order, or where otherwise legally permitted.

6. Responsibility
6.1 GEN VIC assumes no responsibility for the information practices of third-party websites where their site/s are accessed through the Gender Equity Victoria website. It is encouraged to review each site’s privacy policy before disclosing any personally identifiable information.

7. Data disposal
7.1 GEN VIC securely destroys any personal information collected once it is not required to be kept for the purpose for which it was collected, including from decommissioned laptops and mobile phones (if any).

8. Opting out
8.1 If it has been asked to receive information from us about our activities and events, we may contact individuals via post, phone and/or email. An opt-out of receiving such communications from us at any time is available by contacting genvic@genvic.org.au or by going to the ‘Contact Us’ section of the GEN VIC website.

9. How do we store your personal information and keep it secure?
9.1 We understand the importance of the personal information that we hold, and we take all reasonable steps to protect that personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Personal information may be stored in electronic format with GEN VIC. Access is restricted to those within our organisation who require it to carry out their role with GEN VIC.
9.2 If a data breach occurs that involves unauthorised access to, unauthorised disclosure of, or loss of, personal information we hold, and this is likely to result in serious harm to any of the individuals about whom the information relates, we will comply with the data breach notification scheme in the Privacy Act. Depending on the circumstances (including whether we can take remedial action to prevent any serious harm), this may include notification to the Office of the Australian Information Commissioner, affected individuals and/or publication of a statement on our website.

10. How can you access your personal information?
10.1 Individuals have a right to access the personal information GEN VIC holds about them. For access requests, please contact us on genvic@genvic.org.au.
10.2 We will need to verify the identity before we can provide access. Access will be granted, except in circumstances set out in the Privacy Act and other applicable laws, such as if providing access would unreasonably impact on the privacy of others or if we are required or authorised by law to deny access. If we refuse a request, we will give written notice of our decision, including our reasons (unless providing reasons would have an unreasonable impact on us or third parties) and how to complain if not satisfied with our decision.

11. Quality and correction of personal information
11.1 GEN VIC takes reasonable steps to ensure that the personal information it collects about you is accurate, up-to-date and complete, and when using and disclosing it, that it is relevant for the purposes of the use or disclosure.
11.2 If you believe that the personal information that GEN VIC holds is inaccurate, incomplete, out-of-date, irrelevant, or misleading, please let us know by contacting us on the details below.
11.3 There is no charge for making a correction request.

12. Privacy queries and complaints
12.1 If there are any questions about privacy, or if a belief that GEN VIC has not handled personal information in accordance with this Privacy Policy or with applicable privacy laws, please contact our Privacy Officer on the details below and provide us with written details of your complaint.

The Privacy Officer
Gender Equity Victoria
Ground Floor, 210 Lonsdale Street
Melbourne VIC 3000
Email: genvic@genvic.org.au

12.2 We will investigate and respond to the complaint generally within 30 days. We may need to request more information, and we may propose a resolution to the complaint.
12.3 If dissatisfied with our response, you can contact the Office of the Australian Information Commissioner or the regulator of health records legislation in your jurisdiction. In Victoria, this is the Health Complaints Commissioner.
12.4 This policy will be reviewed and updated as and when there are changes in the organisation or amendments to laws.