Your privacy is important
This statement outlines the Rotary International 2023 Convention Host Organizing Committee (HOC) policy on how the HOC uses and manages personal information provided to or collected by it.
The type of information the HOC collects and holds includes (but is not limited to) personal information, including sensitive information, about:
- Email address
- Postal address
- Telephone number
Personal Information you provide: The HOC will generally collect personal information held about an individual by way of forms. You do have the right to seek to deal with us anonymously or using a pseudonym, but in almost every circumstance it will not be practicable for us to deal with you or provide any services to you except for the most general responses to general enquiries, unless you identify yourself.
Personal Information provided by other people: In some circumstances the HOC may be provided with personal information about an individual from Rotary International.
The HOC will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.
In relation to direct marketing, the HOC will use your personal information for direct marketing where you have provided that information, and you are likely to expect direct marketing: only then you will be sent direct marketing containing an opt out. If we use your personal information obtained from elsewhere, we will still send you direct marketing information where you have consented, and which will also contain an opt out. We will always obtain your consent to use sensitive information as the basis for any of our direct marketing.
The HOC also obtains personal information about volunteers who assist the HOC in its functions or conduct associated activities, such as to enable the HOC and the volunteers to work together.
The HOC may disclose personal information, including sensitive information, held about an individual to:
- government departments;
- people providing services to the HOC; and
- anyone you authorize the HOC to disclose information to.
Sending information overseas: The HOC will not send personal information about an individual outside Australia without complying with the Australian Privacy Principles or other applicable privacy legislation.
We do not use overseas providers of IT services including servers and cloud services.
In referring to ‘sensitive information’, the HOC means:
“Information relating to a person’s racial ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual orientation or criminal record, that is also personal information; and health information about an individual”.
Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
The HOC’s volunteers and agents are required to respect the confidentiality of personal information and the privacy of individuals.
The HOC has in place steps to protect the personal information the HOC holds from misuse, loss, unauthorized access, modification, interference or disclosure by use of various methods including locked storage of paper records and passworded access rights to computerized records.
We have a data breach response plan, which we would follow in the unlikely event of a privacy or data breach.
The HOC endeavors to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the HOC by contacting the Secretary of the HOC at any time.
The Australian Privacy Principles require the HOC not to store personal information longer than necessary.
You have the right to check what personal information the HOC holds about you.
Under the Commonwealth Privacy Act, an individual has the right to obtain access to any personal information which the HOC holds about them and to advise the HOC of any perceived inaccuracy. There are some exceptions to this right set out in the applicable legislation. To make a request to access any information the HOC holds about you, please contact the Secretary in writing.
The HOC may require you to verify your identity and specify what information you require. Although no fee will be charged for accessing your personal information or making a correction, the HOC may charge a fee to retrieve and copy any material. If the information sought is extensive, the HOC will advise the likely cost in advance.
Under our destruction and de-identification policies, your personal information that is no longer required will be de-identified or destroyed.
If you would like further information about the way the HOC manages the personal information it holds, please contact the Secretary. If you have any concerns, complaints or you think there has been a breach of privacy, then also please contact the Secretary. If we then have not dealt satisfactorily with your concerns, we will meet with you to discuss further. If you are not satisfied with our response to your complaint within 30 days from this meeting, then you can refer your complaint to the Office of the Australian Information Commissioner via:
- email: [email protected]
- tel: 1300 363 992
- fax: +61 2 9284 9666