Privacy Policy

Introduction

Playgroup Queensland Ltd trading as Play Matters Australia (PMA) is committed to protecting the confidentiality and privacy of personal information which the organisation collects, stores, and administers in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) (Privacy Act).

Scope

This privacy policy applies to

• all PMA employees (including the Board of Directors);
• volunteers of PMA;
• contractors and visitors to PMA's premises, to the extent it is relevant to them; and
• any other persons PMA collects personal information from.
  
  

PMA has developed this privacy policy to ensure that personal information is collected in an open and transparent way in accordance with the Privacy Act. This policy contains information about PMA's responsibilities, your rights, the types of personal information that may be collected by PMA and how it may be used.

In order to provide specific products, services, information, assistance, or for other purposes, it may be necessary in some circumstances for PMA to collect sensitive information (which is a subset of personal information) about you.

What is personal information?

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable:

• whether the information or opinion is true or not;
• whether the information or opinion is recorded in a material form or not.

 

PMA may also collect sensitive information with the consent of an individual and in compliance with the Privacy Act. Sensitive information means

• information or an opinion about an individual's racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientation or practices, or criminal record, that is also personal information, health information, genetic information (that is not otherwise health information), biometric information used for the purpose of automated biometric verification or biometric identification or biometric templates.

References in this privacy policy to 'personal information' also include references to 'sensitive information', where that 'sensitive information' falls within the definition of 'personal information'.

What types of information do we collect?

PMA collects personal information from clients/participants, business partners, donors, sponsors, members of the public, and all PMA personnel (including volunteers, employees, contractors, delegates, candidates for volunteer work, and prospective employees).

The personal information we may ask for will depend on the type of relationship you have with PMA, for example, whether you are a member, donor, participant, job applicant, employee, volunteer, or potential volunteer.

Examples of the types of personal information collected includes, but is not limited to

• your contact information such as name, address, email address, and phone numbers;
• dates of birth and gender (if applicable);
• bank account details or credit card information (for payment of membership or services);
• information from previous employers or referees;
• specific information directly relating to a service we provide; or
• a copy of a prospective employee's resume and cover letter;

Sensitive information may also be collected in compliance with the Privacy Act. For example, we may seek your consent to collect sensitive information regarding your ethnicity to ensure that we provide a culturally appropriate service or blue/yellow card for working with children.

Why do we collect your personal information?

The primary purpose for collecting personal information from individuals is to provide services to families with young children, including planning, accreditation, tender responses/applications for funding grants, promoting, monitoring, and evaluating our services. The kind of personal information we collect will depend on your relationship with PMA and may       be used

• to verify your identity;
• to provide programs and services to you, to manage and account for the programs provided, and to improve these programs;
• to report to government or other funding bodies;
• to process payment and donations and provide receipts;
• to manage our relationship with you including responding to requests, queries, feedback, or complaints;
• to communicate with you on a number of matters including events, causes, programs, products, or services that we believe may interest you;
• to provide you with and manage access to protected areas of any PMA or related website or social media platform;
• for administrative purposes;
• to update our records and your contact details;
• for purposes relating to engagement of our employees, volunteers, and contractors including to assess potential candidates as to their suitability;
• to conduct surveys, research, and evaluation activities;
• to meet regulatory obligations, including for auditing purposes.
• for any related purpose required or permitted by law.

 

PMA does not otherwise disclose personal information without your permission unless the disclosure is

• in accordance with this privacy policy or any agreement you enter into with us; or
• required or authorised by law, including without limitation the Privacy Act.

 

To whom do we disclose your information?

PMA will only disclose an individual's personal information to third parties with that individual's consent, or where PMA is otherwise entitled or required to do so by law or under the Privacy Act. The types of third parties PMA may disclose personal information to may include

• our employees, volunteers, or contractors;
• our third-party service providers including web hosting providers, IT systems administrators, mailing houses, couriers, payment processors, data entry service providers, electronic network administrators, research and marketing agencies and consultants;
• external service providers;
• referees, former employers, and other named persons (in the case of job applicants or contractors);
• professional advisors and experts such as accountants, solicitors, and business advisors contracted as part of an engagement with PMA government or regulatory bodies;
• any organisation for any authorised purpose with your express consent.

If you consent to PMA disclosing your personal information to a third party, PMA will endeavour to, where possible, de-identify your information. Otherwise, disclosure will be made in accordance with the Privacy Act.

Disclosure of personal information to overseas recipients

In circumstances where PMA is required to disclose your personal information to an overseas recipient, PMA will do so in accordance with the Privacy Act.

Storage of personal information

Wherever practicable, all personal information will be stored on data servers that are owned or controlled by PMA and are located in the geographical borders of Australia. However, in accordance with the Privacy Act, some of your information may be transferred, stored, processed, used, or disclosed overseas if our service providers are located overseas for the purpose for which it was conveyed to PMA by the individual.

Management and security of personal information

PMA will take reasonable steps to ensure the personal information it collects, uses, retains, or discloses is accurate, complete and up to date and is protected from misuse, loss, unauthorised access, modification, or disclosure. We may hold your information in either electronic or hard copy form.

PMA will also take all reasonable steps to protect the personal information that we hold and ensure that it is stored in a manner that reasonably protects it from misuse and loss and from authorised access, modification, or disclosure. If we no longer require your personal information for the original purpose it was obtained, we will take all reasonable steps to destroy or permanently de-identify your personal information. Generally, most of the personal information that we retain is stored and will be kept for a minimum of seven (7) years.

As our websites and social media platforms are linked to the internet and the internet is inherently insecure, we cannot provide assurance regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.

To ensure the PMA staff who access, collect, use, or disclose personal information do so in accordance with this policy, all PMA staff complete annual mandatory training in privacy, including the acknowledgement of this privacy policy and code of conduct and as a condition of their employment contract.

Cookies, IP addresses, and Social Media

When you access our website(s) we may use software embedded in our website (such as Javascript) and we may place small data files (or cookies) on your computer or other device to collect information about which pages you view and how you reach them, what you do when you visit a page, the length of time you remain on the page, and how we perform in providing content to you.

A cookie does not identify individuals personally, but it does identify computers. You can set your browser to notify you when you receive a cookie, and this will provide you with an opportunity to either accept or reject in each instance.

We may gather your IP address (that is, the electronic addresses of computers connected to the internet) to analyse trends, administer the website, track user movements, and gather broad demographic information. This information does not identify you personally.

You may want to participate in the various blogs, forums, and other social media platforms hosted by PMA. One of the aims of these social media platforms is to facilitate and allow you to share content.

However, PMA cannot be held responsible if you share personal information on these platforms that is subsequently used, misused, or otherwise appropriated by another user. Most social media platforms are based overseas and therefore any information provided on those platforms should not be considered private.

Our websites and social media platforms may contain links to other websites and platforms operated by third parties over which PMA has no control. We make no representations or warranties in relation to the privacy practices of any third-party websites. Third parties are responsible for informing you about their own privacy practices.

Direct marketing

We may send you direct marketing communications about our programs, services and events that may be of interest to you. These communications may be sent in various forms including mail, SMS, fax, and email in accordance with applicable marketing laws, such as the Spam Act 2003 (Cth).

You can opt-out of receiving direct marketing communications at any time by contacting us or using the opt-out facilities provided in the communications.

If you do not wish to receive direct marketing communications from us please either unsubscribe where applicable or contact us on phone 1800 007 529 or 07 3855 9600 or email info@playmatters.org.au.

Access and correction to personal information

PMA's privacy policy is available on our website, or you can request a copy in a different format (e.g. a hard copy or email attachment) by contacting the Manager People and Culture in writing at hr@playmatters.org.au or C/- Playgroup Queensland, PO Box 339, Alderley Qld 4051.

PMA will take reasonable steps to ensure the personal information we hold about you is accurate, up-to-date, and complete at the time of collection, use, or disclosure of the information. It is your responsibility to advise us if there are any changes to your personal information. To update or correct your personal information held by PMA, please submit your request in writing to hr@playmatters.org.au or C/- Playgroup Queensland, PO Box 339, Alderley Qld 4051. The corrected information relates to all information subsequently collected, and not information previously collected, this will remain as a historical record.

PMA will need to verify your identity before updating your personal information.

There may be instances where we cannot grant you access to the personal information held. For example, we may need to refuse access if granting access would interfere with the privacy of others, would result in a breach of confidentiality, is contrary to natural justice, or is prohibited by law.

Privacy complaints

If you have any complaints regarding an interference with your privacy or if you are concerned about how we have handled your personal information, you can contact the Chief Executive Officer (CEO) in writing marked "confidential" at PO Box 339, Alderley, Qld, 4051 or email on ceo@playmatters.org.au.

PMA takes these matters very seriously and will endeavour to ensure that your complaint is dealt with promptly in a confidential manner.

A PMA representative will contact you after receipt of your complaint to discuss your concerns and outline options regarding how they may be resolved. We will aim to ensure that your complaint is resolved in a timely and appropriate manner.

If you are not satisfied with our response, you can refer the matter to the Australian Information (Privacy) Commissioner (see www.oaic.gov.au).

Changes to PMA privacy policy

PMA will review this privacy policy from time to time, and we reserve the right to modify or update it at any time.

You acknowledge that we may make changes to this privacy policy. Changes to this privacy policy will come into effect immediately when uploaded to our website. If you continue using our services after changes to this privacy policy are uploaded, you will be taken to have accepted those changes.

Digital Resource Consent Terms and Conditions can be viewed here: https://playmatters.org.au/digital-resource-consent