Somewhere To Go Foundation Ltd Privacy Policy

SOMEWHERE TO GO FOUNDATION LTD

Privacy Policy

1. ABOUT THIS PRIVACY POLICY

(a)     This Privacy Policy explains how Somewhere To Go Foundation Ltd collects, holds, uses and discloses personal information, and how you can access or correct that information or make a complaint.

(b)     We are committed to protecting personal privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

(c)     By providing personal information to us, or by using our website, you consent to the collection, use and disclosure of that information in accordance with this Privacy Policy.

2. WHO WE ARE

(a)     In this Privacy Policy, “Somewhere To Go Foundation”, “we”, “us” and “our” means Somewhere To Go Foundation Ltd (ABN 30 682 844 588), of 9 Golf Street, Maroochydore, Queensland 4558.

(b)     Somewhere To Go Foundation is a registered charity operating a Community Centre and providing programs and support for women and children rebuilding their lives after domestic and family violence, on the Sunshine Coast.

(c)     “You” and “your” means the individual whose personal information we collect or hold, including women and children accessing our Centre, programs or services, our donors, volunteers, partners and website users. Where you access the Centre or a program with children in your care, this Privacy Policy also applies to the personal information we collect about them.

3. PERSONAL AND SENSITIVE INFORMATION

(a)     Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

(b)     Sensitive information is a subset of personal information given a higher level of protection under the Australian Privacy Principles. It includes health information, information about a person's experience of domestic or family violence, criminal record and other information of the kind described in the Privacy Act.

(c)     Given the nature of our work, we may collect sensitive information. We only collect sensitive information where it is reasonably necessary for our functions or activities, and with consent, or where otherwise permitted by law.

4. INFORMATION WE COLLECT

(a)     We may collect the following kinds of personal information, depending on how an individual engages with us:

(i)      name and contact details, including postal address, email address and phone number;

(ii)     information provided when visiting the Centre, or registering for or taking part in any of our programs or services, or making a booking or enquiry, which may include information about a person's circumstances, family, safety and support needs;

(iii)    information about any children in a client's care who attend the Centre or take part in a program with them, including the child's name, age and any information relevant to the child's safety and wellbeing;

(iv)    information provided when subscribing to our mailing list;

(v)     donation, payment and, where applicable, tax related information, including billing details, where a donation or purchase is made through our website or Shop;

(vi)    information provided when applying to volunteer with us, including references and, where required, Working with Children Check or police check information;

(vii)  information provided when partnering, sponsoring or corresponding with us;

(viii) technical information collected through our website, including through cookies and analytics, as set out in clause 10; and

(ix)    any other information a person chooses to give us.

5. HOW WE COLLECT INFORMATION

(a)     directly from an individual, including when they visit the Centre, register for a program, book an appointment, subscribe to our mailing list, make a donation, purchase from our Shop, apply to volunteer, or contact us by phone, email or through our website

(b)     from a third party, where permission has been given for that third party to share information with us, or where an individual has been referred to us by another support service, government agency or professional

(c)     automatically, through use of our website

6. USE OF INFORMATION

(a)     We may use personal information we collect to:

(b)     provide, coordinate and improve the Centre, our programs and support services

(c)     process donations, purchases and payments

(d)     respond to enquiries and manage bookings

(e)     assess and manage volunteer and partnership applications

(f)      send marketing communications and updates about the Centre, our programs and events

(g)     invite a person to attend or take part in our events

(h)     contact a person to request or encourage donations and other support, including through fundraising appeals

(i)      report to our funders, donors and the Australian Charities and Not for profits Commission, in a de identified or aggregate form wherever possible

(j)      comply with our legal obligations

(k)     any other purpose an individual has consented to

(l)      A person may opt out of marketing communications, event invitations or donation requests at any time by using the unsubscribe function or contacting us at hello@somewheretogofoundation.com.au.

7. DISCLOSURE OF INFORMATION

(a)     We may disclose personal information to:

(b)     our staff, contractors and volunteers, on a need to know basis, for the purpose of providing the Centre and our programs

(c)     service providers who assist us with website hosting, payment processing, booking and scheduling, and email and mailing list management

(d)     other support services, government agencies or professionals, where an individual has consented to that referral or disclosure, or where it is necessary to protect their safety or the safety of another person

(e)     our funders and grant bodies, in a de identified or aggregate form, for reporting purposes

(f)      our professional advisers, including accountants and auditors

(g)     a government agency, law enforcement body or as otherwise required or authorised by law

(h)     We will not otherwise disclose personal information to a third party without consent, unless required or authorised by law.

8. DONATIONS AND FUNDING

(a)     Somewhere To Go Foundation is a registered charity with the Australian Charities and Not for profits Commission and holds Deductible Gift Recipient (DGR1) status. Donations to us of $2 or more are generally tax deductible.

(b)     Where a donation is made, we collect the donor's name, contact details and payment information in order to process the donation, issue a receipt, and comply with our record keeping obligations under taxation law.

(c)     We may use donor information to provide updates on how donations have been used and on our fundraising activities, which a donor may opt out of at any time. We will only publicly acknowledge someone as a donor or supporter with their consent.

(d)     We rely on grants and funding from government agencies, philanthropic bodies and corporate partners to deliver our programs. Where required by a funding or grant agreement, we may report to funders on the delivery and outcomes of our programs, including in a de identified or aggregate form. We only provide a funder with information that identifies an individual client where we are required to do so by the terms of the funding agreement, or where consent has been given.

(e)     We retain donation and financial records for the period required under taxation and other applicable law.

9. SAFETY AND CONFIDENTIALITY

(a)     We understand that many people who access our services do so because they, or their children, are or have been affected by domestic or family violence, and that confidentiality can be critical to safety.

(b)     We will not confirm to a third party, including family members, employers or other organisations, that a person or their children have accessed or registered for the Centre, our programs or our services, without their consent, unless required by law.

(c)     If a client tells us that a particular person poses a risk to their safety or the safety of their children, we will take reasonable steps to have regard to that information in how we handle personal information, including in responding to enquiries.

(d)     A client may choose to use a preferred name or provide an alternative contact method for themselves or their children when engaging with us, and we will use reasonable endeavours to accommodate this.

(e)     We will never sell, rent or trade personal information to any third party, for any purpose, at any time.

(f)      Where we receive a subpoena, warrant, court order or other compulsory request for personal information, we will carefully consider our legal obligations and, where it is legally permitted and safe to do so, take reasonable steps to notify the individual before any information is released.

(g)     In addition to this Privacy Policy, information about a person's experience of domestic or family violence may, in limited circumstances, be shared without their consent under the information sharing provisions in Part 5A of the Domestic and Family Violence Protection Act 2012 (Qld), where we reasonably believe they fear or are experiencing domestic violence and the information may help another service assess or respond to a serious threat to their life, health or safety. Any information shared in this way remains subject to strict confidentiality obligations under that Act.

(h)     Nothing in this clause prevents us from disclosing information where we reasonably believe it is necessary to prevent a serious threat to the life, health or safety of a person, their children, or another individual, or where we are required to do so by law.

10. OVERSEAS DISCLOSURE

(a)     We may use service providers, including cloud storage, website hosting and payment processing providers, that store or process personal information outside Australia.

(b)     Where this occurs, we take reasonable steps to ensure those providers handle personal information in a manner consistent with the Australian Privacy Principles.

11. COOKIES AND WEBSITE ANALYTICS

(a)     Our website may use cookies and similar technologies to improve the browsing experience and to understand how our website is used.

(b)     We may use website analytics tools to collect information about visitors to our website, including pages visited and general location and device information. This information is generally not personally identifiable.

(c)     Browser settings can be adjusted to disable cookies, however some parts of our website may not function as intended as a result.

12. ARTIFICIAL INTELLIGENCE

(a)     We use artificial intelligence tools to assist with internal administrative tasks, such as drafting correspondence, preparing documents and templates, and general research.

(b)     We do not enter a person's name, contact details, location or any other identifying information into a public or free AI tool. Any AI tool we use to handle personal information must meet our internal data security requirements, including that it does not use that information to train the underlying AI model.

(c)     We do not enter information about a person's experience of domestic or family violence, safety concerns or personal circumstances into an AI tool, unless that information has first been de identified or the tool has been specifically approved for that purpose with appropriate safeguards in place.

(d)     We do not use artificial intelligence to make automated decisions about a person, including decisions about their safety, risk level, eligibility for our programs, or access to the Centre. Any decision affecting a person is made, and any AI assisted output is reviewed, by a member of our team before it is relied on or acted on.

(e)     We do not use artificial intelligence to profile any individual, or to generate content intended or likely to identify or locate them.

(f)      If we ever wish to use personal information to train or improve an AI system, we will only do so with express consent and, where practicable, after removing information that identifies the individual.

13. STORAGE AND SECURITY

(a)     We take reasonable steps to protect the personal information we hold from misuse, interference, loss, and unauthorised access, modification or disclosure.

(b)     We store personal information electronically and, where relevant, in physical records at the Centre, using access controls appropriate to the sensitivity of the information.

(c)     We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or as required by law, after which we take reasonable steps to destroy or de identify it.

14. ACCESS AND CORRECTION

(a)     An individual may request access to the personal information we hold about them, and request that we correct any information that is inaccurate, out of date, incomplete, irrelevant or misleading.

(b)     We will respond to any request within a reasonable time. We may charge a reasonable fee to cover the cost of retrieving information, but will not charge for making the request.

(c)     There may be circumstances in which we are not required or permitted to give an individual access to their personal information. If this is the case, we will explain our reasons.

15. COMPLAINTS

(a)     If there is a concern about how we have handled personal information, please contact us using the details in clause 18.

(b)     We will investigate the complaint and respond within a reasonable time.

(c)     If a complainant is not satisfied with our response, the complaint may be referred to the Office of the Australian Information Commissioner at www.oaic.gov.au.

16. CHILDREN AND YOUNG PEOPLE

(a)     Some of our programs may be accessed by young people. Where we collect personal information from a child or young person, we will do so having regard to their age and maturity, and, where appropriate, with the involvement of a parent or guardian.

(b)     If a parent or guardian believes their child has provided us with personal information without their knowledge, please contact us.

17. CHANGES TO THIS POLICY

(a)     We may update this Privacy Policy from time to time. The most current version will be available on our website at www.somewheretogofoundation.com.au.

18. CONTACT US

If you have any questions about this Privacy Policy, or wish to make a request or a complaint, please contact us:

Somewhere To Go Foundation Ltd

Email: hello@somewheretogofoundation.com.au

Address: 9 Golf Street, Maroochydore, Queensland 4558