What personal data we collect and why we collect it
1. Purpose and Scope
Bayside Community Care Inc is committed to protecting the privacy and confidentiality of members, visitors, staff, Board members, volunteers and stakeholders in the way information is collected, stored and used.
This Policy outlines how we deal with your personal information as to our legal obligations and rights to that information. If we agree with you to use or disclose any of your personal information in ways that differ from those stated in this Policy, the provisions of that agreement will prevail to the extent of any inconsistency.
2. Definitions
Privacy provisions of the Privacy Act 1988 govern the collection, protection and disclosure of personal information provided to Bayside Community Care Inc by members, visitors, Board members, staff, volunteers, and stakeholders.
Confidentiality applies to the relationship of confidence. Confidentiality ensures that information is accessible only to those authorised to have access and is protected throughout its lifecycle. Confidential information may be marked as such or deemed confidential by its nature, e.g. it is information that is not available in the public domain.
Consent means voluntary agreement to some act, practice or purpose. Consent has two elements: knowledge of the matter agreed to and voluntary agreement.
Individual means any person such as a member, visitor, staff person, Board member, volunteer, contractor or a member of the public.
Organisational information includes publicly available, and some confidential, information about organisations. Organisational information is not covered in the Privacy Act (1988) but some organisational information may be deemed confidential.
Personal information means information or an opinion (including information or an opinion forming part of a database) about an individual (Office of the Federal Privacy Commissioner, 2001). It may include information such as names, addresses, bank account details. The use of personal information is guided by the Federal Privacy Act (1988).
The public domain in relation to confidentiality is “common knowledge,” i.e. information that can be accessed by the public.
3. Principles
Bayside Community Care Inc is committed to ensuring that information is used in an ethical and responsible manner.
This Policy sets out how we manage your information. It sets out:
- What information we collect and hold
- How we collect and hold information
- Why we collect, hold, use and disclose your information
- How you can access your information
- How you can correct your information
- How you can complain about the handling of your personal information
4. Policy Detail
4.1 Information we collect and hold
BCC collects personal information from church attendees, visitors, staff, and other individuals primarily for the purpose of providing personal ministry to those individuals, to administer their engagement with BCC (including any volunteer activities) and to provide information about BCC’s events. Without personal information, it is not practicable for BCC to provide such services to individuals.
The main types of information that BCC collects are name and contact details and pastoral history. Our records also include details of events, services and volunteer activities in which the person has participated.
4.2 How we collect your Information
We collect most of this information directly from those individuals, such as when someone attends a Bayside Community Care event or program, personally provides information to a staff member, leader or volunteer, or fills in contact details on the website.
4.3 How we use your information
BCC does not routinely disclose personal information to external individuals or organisations without consent. Only Church staff, leaders and selected volunteers access the information in order to use it for the purposes for which it was collected. The circumstances when we might disclose this information include:
- when required by law
- when it is necessary for the purpose for which the information was collected such as providing booking details to a conference organisation
- when it is necessary or desirable to protect the personal safety or welfare of the individual or another person
- when a change in BCC’s organisational structure makes it necessary
Like most organisations, from time to time BCC may use contractors who could have access to personal information on our systems, such as IT technicians. Any contractors who have access to personal information relating to BCC attendees are required to adhere to the Privacy Act and may not retain this information or use it for any unauthorised purpose.
4.4 How we hold your information
We hold your information in our onsite filing system and online database. We take all reasonable steps to ensure that personal information held is protected from:
- Misuse, interference and loss
- Unauthorised access, disclosure or modification.
When we no longer require personal information (including when we are no longer required to keep records relating to you), we take reasonable steps to ensure that it is destroyed or deidentified. Computer records are archived securely.
4.5 Electronic Communication
4.5.1 Visiting our Website
Anytime you access an unsecured part of our website, (that is, a public page that does not require you to log on), we will collect information about your visit, such as:
- The time and date of visit;
- Any information or documentation that you download;
- Your browser type; and
- Internet protocol details of the device used to access the site.
4.5.2 Cookies
A “cookie” is a small text file that is placed on your internet browser and which we may access each time you visit our website. When you visit the secured pages of our website (i.e. pages that you must provide login details to access) we use cookies for security and personalisation purposes.
When you visit the unsecured pages of our website (i.e. public pages that you can access without providing login details) we use cookies to obtain information about how our website is being used.
You may change the settings on your browser to reject cookies; however, doing so might prevent you from accessing the secured pages of our website.
4.5.3 Email
When we receive emails, we will retain the content of the email and our response to you where we consider it necessary to do so.
4.5.4 Security
We use up-to-date security measures on our website to protect your personal information. Any data containing personal, credit card or related information which we transmit via the internet is encrypted.
4.6 Accuracy
We take reasonable steps to make sure that the personal information that we collect, use or disclose is accurate, complete and up-to-date. However, if you believe your information is incorrect, incomplete or not current, you can request that we update this information by contacting Bayside Community Care Inc.
4.7 News and information
We may use your personal information, including your contact details, to provide you with information about our activities.
We will consider that you consent to this, unless you opt out. You may opt out at any time if you no longer wish to receive information through a channel, like email, or by unsubscribing from weekly email updates. You can also make this request by contacting Bayside Community Care Inc.
4.8 Changes to the Privacy Policy
We may make changes to this Privacy Policy from time to time (without notice to you) that are necessary for our business requirements or the law. Our current Privacy Policy is available on our website.
4.9 Questions and complaints
If you have any questions, concerns or complaints about this Policy, or the handling of your personal information, please contact Bayside Community Care Inc. You can also contact Bayside Community Care Inc if you believe that the Privacy of your personal information has been compromised or is not adequately protected.
Once a complaint has been lodged, Bayside Community Care Inc will respond to you as soon as possible. We will aim to deal with your complaint at the time of your complaint. If you are not satisfied with the response you receive, please let us know and we will investigate further and respond to you.
If you remain unsatisfied, you may contact the Federal Privacy Commissioner (see below).
Bayside Community Care Inc Contacts
Phone: (03) 9585 2455
Email: privacy@baysidechurch.com.au
Federal Privacy Commissioner
Post: GPO Box 5218 Sydney NSW 2001
Telephone: 1300 363 992
Website: www.oaic.gov.au
