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Privacy and security policy

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Motivation Australia (MA) is legislated by the Privacy Act 1988 (Cth) (Privacy Act). The Privacy Act is an Australian law which regulates the handling of personal information about individuals. This includes the collection, use, storage and disclosure of personal information, and access to and correction of that information.

MA is committed to responsible and respectful use and protection of personal information, in compliance with the Australian Privacy Principles of the Privacy Act and the Codes that apply to MA (including the ACFID Code of Conduct and the Payment Card Industry Data Security Standard).

MA does not sell or rent personal data to third parties. MA does not pass on personal information (except in limited circumstances with individual informed consent). Personal identity is kept confidential, and any personal information an individual or organisation chooses to provide to MA is only used for the purposes outlined in this policy.

Scope

This policy relates to personal information MA obtains from and about individuals interacting with MA and its websites, online and offline channels, and third-party vendors. This policy should be used as a guide for all Motivation Australia’s employees, consultants and volunteers.

Policy

1. Collection and storage of personal information

The personal information held by MA may include:

  • Contact information (such as name or pseudonym, date of birth, phone number/s, mailing address and email address);
  • Supporter number (each MA member and supporter is allocated a number to assist MA in the processing of contact and donation information and to enhance confidentiality);
  • Payment information (as needed to securely process donations and issue receipts and to answer queries from members and supporters about their own donation history)
  • Member preferences (such as communication preferences or areas of special interest)
  • Supporter preferences (such as communication preferences or areas of special interest)

Online:

Personal information is collected through the MA website or other online channels when individuals make a financial transaction; sign up to receive information from MA; send a message through our contact form; or submit personal information into our website.

Online payments (donations and membership) are processed in real time using a secure and compliant payment gateway. Credit card details collected through the MA website are held securely by our secure and compliant third-party payment gateway, SecurePay. MA does not store these details.

All other personal information collected by MA through the MA website is stored securely and only accessible by authorised MA representatives

Offline:

Personal information is collected over the phone or in person when individuals provide it to us for any reason, including to make a donation or other financial transaction, or to request information from MA.

Credit card details collected over the phone or in person are destroyed after processing a transaction, and all personal information is stored securely where it is only accessible by authorised MA representatives.

Provision of opt-out opportunities:

Where personal data is used to send out MA fundraising information by post, email or phone, MA will use its best endeavours to provide opportunity for opting-out of receiving such communications. If a person does not advise that they wish to opt-out, MA will assume their implied consent to receiving further communications in the future.

Data stored overseas:

MA does collect and store some personal information overseas for the purpose of data analysis. This data is collected by partners and is necessary to analyse services provision and produce printed and electronic communications for MA. Such arrangements do not diminish MA’s commitment to safeguard the privacy of all persons interacting with MA.

Third parties:

MA does not use third parties to collect personal information (for example, telemarketers, printers, or analysts).

MA only discloses personal information to a third party in limited situations,

  • for the purpose for which it was collected (known as the ‘primary purpose’)
  • where the individual consents to that disclosure

Use of personal information

MA holds personal information in order to engage and raise awareness with the public. MA uses personal information primarily to:

  • Communicate with members;
  • Communicate with supporters;
  • Process donations;
  • Record non-financial support/contributions;
  • Analyse our effectiveness; and to
  • Recruit and relate to staff, volunteers, partners and contractors

2. Access to personal information

MA takes all reasonable steps to ensure that personal information held and used by MA is accurate, relevant and up-to-date.  MA does not charge for access to personal information. Any request for access, or to seek to correct information should be made to MA by the person concerned or their legal representative and via:

  • Email us
  • Call our registered office:+61 8 8556 6703; or
  • Send us a letter to the following address: Motivation Australia PO Box 17, Willunga SA 5173

A request may reasonably be required to be in writing, both for security reasons and to enable sufficient confirmed detail for MA to process a request. On request, MA will also disclose the source of personal information held. All requests are subject to any applicable legal restraints.

3. Complaints handling

MA has a process for handling complaints. Should any person have any complaints about MA’s protection of their privacy, a complaint may be initiated by contacting either the Motivation Australia CEO Kylie Mines or the Board of Governors. The complaints handling policy is available to any person on request. MA does not charge for any complaint lodgement.

If a complainant is not satisfied with MA’s response, the complainant may refer the matter to the relevant Privacy Commissioner or Commonwealth Ombudsman and MA will co-operate fully with any resulting process.

4. Other information for individual security

Change of details/cancellation:

To update personal information or request no further email contact, an individual can choose one of the following:

  • Email us
  • Mail a request to the following postal address: Motivation Australia PO Box 17, Willunga SA 5173

When contacting us to change details, individuals are requested to include the following:

  • contact details (i.e. name, postal address, telephone number); and
  • MA donor/member/supporter number (if known by the individual)

Cookies:

The MA website does not use cookies.

Secure financial transactions:

When an individual makes a donation, we use the SecurePay Online Payment Gateway to securely transmit financial transactions to the Bendigo bank in real time. Due to the use of this technology, credit card numbers are never stored on our server or in any place on the Internet. We do not even see credit card numbers when the SecurePay technology is used.

Notwithstanding our detailed security measures, MA is unable to warrant that unauthorised access to data cannot occur.

How donations by individuals are used:

MA is committed to following the preference of individual donors regarding how they would like their donation used. However, if more funds than required are received for a particular project, programme or item, MA will use the surplus funds in another project or programme within the organisation.

Links with other websites:

The MA website contains links to other sites which we think might be of interest to those visiting our website. Similarly, other websites may have links to our site. MA is only responsible for the content, privacy practice or business practice of our own website.

5. Website feedback

If you have any questions or feedback on MA, its website or this privacy statement you can:

  • Email us
  • Call our registered office:+61 8 8556 6703; or
  • Send us a letter to the following address: Motivation Australia PO Box 17, Willunga SA 5173

6. Responsibility

The Board and management of MA are fully committed to the principles of this policy. Any breach of strategic significance or any material risk associated with this policy will be reported to the Board in a timely manner.

7. Related documents

Privacy Act 1988