Who are we
U3A Stonnington recognizes the importance of protecting the privacy and the rights of individuals in relation to their personal information. this documents describes how we collect and manage your personal information. We respect your rights to privacy under the Privacy Act 1988 (Commonwealth) Act and we comply with all of the Act’s requirements in respect of the collection, management and disclosure of your personal information
What is personal information?
Personal information is any information that can be used to personally identify you such as your name, address and telephone number. If the information that we collect personally identifies you, or you are reasonably identifiable from it, then this information will be considered as personal information.
What personal information do we collect and hold?
We may collect the following types of personal information
- first and last name
- mailing or street address
- email address
- telephone number
- mobile phone number
- year of birth
- previous occupation
- emergency contact person details
- any additional information that you provide to us directly through websites or indirectly by use of our websites or through volunteers or otherwise.
- information that you provide to us via our office
- information that you provide to us via email
Why do we collect personal information?
Personal information is collected, held, used and may be disclosed for the following reasons:
- to provide services and communications to you
- to answer enquiries and provide information or advice about existing or new services
- to provide you with access to protected areas of our website
- to assess and maintain the health of our website
- to keep your contact details and our records up to date, in case of emergencies
- for the administration, marketing (including newsletters) planning, service development, quality control, and research purposes of U3A Stonnington
- to process and respond to any complaint made by you
- to comply with any law, rule, regulation, lawful and binding determination, decision or direction of a regulator, or in co-operation with any governmental authority.
As an incorporated association, we are required to contact all our members about certain events such as the AGM or any Special General Meeting. We therefore require all members to provide their name, either a valid postal address or a valid email address. In order to comply with government regulators, we require the suburb that you reside in. We require valid contact information in case of an emergency.
Gender and year of birth are used to produce annual statistics for U3A Network (the peak body in Victoria). We are required to provide member numbers analyzed by age range and gender. The figures are aggregate and no individual data is provided.
We also request volunteer information such as previous occupation, etc. You may choose not to provide this information at your discretion.
How do we collect and maintain your personal information?
We collect your personal information directly from you unless it is unreasonable or impracticable to do so. We may collect personal information via
- when you complete a paper or electronic membership form
- through your access and use of our website
- when you open electronic communication from us
- when you enroll in a course or book an event
- if you contact the office by phone or email to update your contact details
Login cookies are used if you have an account with this website. These can be a temporary cookie for the duration of a session to store your progress through the site, a login cookie to save your login information and screen option cookies which hold your screen display choices. These can be removed via your browser.
Embedded content from other websites
Articles on this site may include embedded content (eg: videos, images, articles etc.) Embedded content from other websites behaves in the exact same way as if the visitor had vised the other website.
We use tools to measure and monitor the use of our website, for instance, the number of visits. This data is aggregated and anonymous.
What happens if we don’t collect your information or it is not valid?
If you do not provide us with valid, current personal information then some or all of the following may occur:
- we may not be able to provide the requested services to you, either to the same standard or at all
- we may not be able to provide you with the information about services that you may want such as courses and events.
Whom we share your data with
Your data will not be shared with any other organization other than to facilitate the payment of annual fees, donations and any special event fees. Your data will be used for general communications from U3A Stonnington. This includes newsletters, and for communications from or on behalf of our tutors for courses that you are enrolled in (eg: course materials, cancellations, changes). Your data will be used by our volunteers who provide services to you, answering your queries and fulfilling requests from you. Volunteers include our Office volunteers, our IT staff, our Curriculum Coordinator and Committee.
How long do we retain your data?
All users can see, edit or delete any of their personal website details at any time except their username. Website administrators can also edit this information.
We retain this information for as long as you are a member of U3A Stonnington, whether or not you are financial or not.
Rights over your data
If you have an account with this website then you can request an exported file of the personal data that we hold on you.
You can amend your personal details directly via the website, or by informing the Stonnington U3A office of any change and requesting that your membership details are updated.
You can also request that we erase any personal data that we hold about you. This does not include any data that we are obligated to keep for administrative, legal or security purposes.
What is the process for complaining about a breach of privacy?
If you believe that your privacy has been breached then please contact the office and provide details of the incident so that we can investigate it.
We take reasonable steps to ensure your personal information is protected from misuse, loss, unauthorized access, modification or disclosure. We may hold your information in either electronic or hard copy form. Hard copy information is destroyed when it is no longer needed.
Our website is hosted in Australia. We do not hold any banking details. The website is protected from loss by daily back-ups provided by our website hosting company.
Please be aware that our website is lined to the internet, and the internet is inherently insecure, we cannot provide you with any assurance regarding the security of the of information that you communicate to us online.
We also cannot guarantee that the information that you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information that you provide to us is at your own risk.
What data breach procedures do we have in place?
To date, we have not had a data breach. Should this occur, all affected members would be notified immediately with any recommended actions.
If you believe that a data breach has occurred then please contact the office immediately.
We will treat your requests or complaints confidentially. Our representative will contact your within a reasonable time after receipt of your complaint or query. We will discuss your concerns and outline options regarding complaint resolution. We will aim to ensure that your query is resolved in a timely and appropriate manner.