Our Privacy Policy
Collection of your personal information
Roundabout Canberra may collect personal information in a range of circumstances. In all cases, Roundabout Canberra will collect personal information only if it is fair and reasonable to do so. Generally, Roundabout Canberra will collect personal information directly from the individual.
On occasions people other than an individual may provide personal information about an individual. For example, a company that donates to Roundabout Canberra may provide an individual’s contact details, which would include personal information, from that company. Roundabout Canberra may also collect and hold personal information from other people (e.g., a third-party administrator, referees for prospective volunteers, or independent sources). However, Roundabout Canberra will only do so where it is not reasonable and practical to collect the personal information from the individual directly.
In particular, Roundabout Canberra collects personal information via the following methods:
When you visit our website
We collect personal information submitted to us through the website, and also collect information automatically about the visitors to and use of our website (see also the section on ‘cookies’ below). There are many aspects of Roundabout Canberra’s website, located at www.roundaboutcanberra.org (the Website), which can be viewed without providing any personal information to Roundabout Canberra. However, to fundraise or to provide a donation an individual is required to submit personal information.
When you donate to, partner with, or sponsor us
If you donate to, partner with, or sponsor Roundabout Canberra, or are otherwise involved in supporting Roundabout Canberra, we may collect personal information about you for the purpose of facilitating your support. For example, Roundabout Canberra will collect your name and contact details, for the purpose of managing your relationship with Roundabout Canberra. Roundabout Canberra may also use your contact details to provide you with information about the activities of Roundabout Canberra, such as general updates, fundraising campaigns, and other events.
You have the option to opt out of communications.
When you work with us
Roundabout Canberra may collect personal information via contracts and other agreements, face to face meetings and interviews, notes, letters, emails, telephone calls and other communication methods, the Website, financial transactions and use of its IT services including logs and email monitoring.
When you are a volunteer or stakeholder in our organisation
Roundabout Canberra may collect personal information via forms submitted to Roundabout Canberra, applications, contracts and other agreements, face to face meetings and interviews, notes, letters, emails, telephone calls and other communication methods, the Website, financial transactions and use of its IT services including logs and email monitoring.
When you apply to work or volunteer with us
Roundabout Canberra may collect personal information via applications, face to face meetings and interviews, notes, letters, emails, telephone calls and other communications, via our Website, via financial transactions and via use of its IT services including logs and email monitoring, via forms submitted to Roundabout Canberra, and via information supplied by third party recruitment agencies and services as well as referees.
When we receive support from you, or provide support to you
Roundabout Canberra may collect personal information in the course of the provision of services by or to Roundabout Canberra, including via forms submitted to Roundabout Canberra, applications including for grants, contracts and other agreements, face to face meetings and interviews, notes, letters, emails, telephone calls and other communication methods, the Website, and financial transactions.
When we otherwise collect or generate personal information
Roundabout Canberra may also collect personal information from public sources, such as from websites and applications, and may generate new personal information about you. Roundabout Canberra has, where possible, attempted to standardise the collection of personal information by using specifically designed forms. However, given the nature of our operations Roundabout Canberra often also receives personal information via methods other than those outlined above.
Types of personal information that may be collected, used, disclosed and held
Personal Information including names, addresses (including residential, business, email) and other contact details, dates of birth, and financial information. For families supported by Roundabout Canberra this may also include information regarding whether they have experienced domestic violence, marital status, refugee status and the age and gender of children.
Details collected through or via the use of our Website, such as name, computer type and information about how the individual is using the Website, or any information submitted through the Website.
Sensitive Information including health information (including medical records, disabilities, immunisation details and psychological reports), government identifiers (such as TFN), nationality, country of birth, professional memberships, Working With Children Checks and criminal records.
For job applicants, employees, contractors, volunteers, stakeholders and board members, personal information including names, addresses and other contact details, dates of birth, financial information, citizenship, employment references, regulatory accreditation, media, directorships, director identifiers, property ownership and driver’s licence information.
Photographs and audio and video recordings during the course of events which Roundabout Canberra organises or is associated with, for the purpose of promoting Roundabout Canberra and raising and administering funds to support our vision.
Unsolicited information
Roundabout Canberra may be provided with personal information without having sought it through the means of collection outlined in this Policy. This is known as ‘unsolicited information’ and is often collected by the following:
- Postal: letters, notes, documents (either misdirected or otherwise).
- Electronic: emails, SMS, electronic messages (either misdirected or otherwise).
- Telephone enquiries to reception, volunteers, employees, or other staff members.
- Employment and contractor applications sent to Roundabout Canberra that are not in response to an advertised vacancy.
- Additional information provided to Roundabout Canberra that was not requested. This may include information supplied by police, government agencies, and medical professionals, including in emergency situations.
Unsolicited information collected by Roundabout Canberra will only be held, used and/or disclosed if it is considered as personal information that could have been collected by the means outlined in this Policy. If that unsolicited information could not have been collected in accordance with this policy, then Roundabout Canberra will destroy, permanently delete or de-identify the personal information as appropriate unless it is otherwise lawful and reasonable for Roundabout Canberra to hold, use and disclose that personal information.
Collection and use of sensitive information
Sensitive information may be required to be collected in some circumstances. Roundabout Canberra will only collect sensitive information if it is fair and reasonable to do so. Roundabout Canberra will generally only collect sensitive information with your consent (unless otherwise permitted or required by law).
Disclosure of your personal information
Roundabout Canberra may disclose your personal information to other entities and persons for the purposes specified in the section above (‘Collection of your personal information’). For example, we may occasionally use other entities to provide services on our behalf, such as handling customer support enquiries or to government agencies and support services. Roundabout Canberra will provide those entities with only the personal information they need to deliver the service. Roundabout Canberra takes reasonable steps to ensure that these organisations are bound by confidentiality and privacy obligations in relation to the protection of your personal information.
Roundabout Canberra may disclose personal information held about an individual for the purposes of delivering its services, and for administrative and support purposes. This may include disclosure to the following:
- Nominated contacts including for emergency or welfare purposes.
- Government departments.
- People providing support services, including volunteers.
- People providing administrative, marketing and financial services to Roundabout Canberra.
- Recipients of Roundabout Canberra’s publications, such as emails, newsletters and magazines.
- Anyone who an individual authorises Roundabout Canberra to disclose information to.
- Anyone to whom Roundabout Canberra is required or authorised to disclose the information by law.
In addition, Roundabout Canberra uses services that require personal information to be disclosed to those service providers, including service providers located overseas. That is, personal information about an individual may be disclosed to an overseas organisation in the course of the provision of services, for example:
- Raisely and similar third-party fundraising platforms.
- Xero and similar accounting software.
- Salesforce and similar third-party client relationship management platforms.
- SharePoint and similar third-party information management/record keeping platforms.
The overseas countries in which these service providers and other persons are likely to be located are:
- United States.
- European Union.
- United Kingdom.
Use of your personal information
The purposes for which we will use personal information will depend on our interaction with you. Roundabout Canberra will only use your personal information for the purpose Roundabout Canberra collected the information or for purposes that are related to that purpose and provided it is fair and reasonable for us to do so. Roundabout Canberra will only use your personal information for another purpose if you provide consent or Roundabout Canberra is required or authorised by law to use it for that purpose and provided it is fair and reasonable for us to do so.
Subject to the below, Roundabout Canberra uses personal information for a purpose that is reasonably necessary for operating its services in providing/distributing donated goods (the primary purpose), for a related secondary purpose that would be reasonably expected to support that purpose, or for an activity or purpose to which a relevant individual has consented.
In relation to personal information of donors, partners and sponsors Roundabout Canberra’s primary purpose of collection is to enable Roundabout Canberra to deliver its services, maintain relationships with donors, partners and sponsors and perform related administrative activities. Our services extend to facilitating donations. In particular, our primary uses of personal information include, but are not limited to:
Marketing, promotional, and fundraising activities including seeking donations.
Supporting community-based causes and activities, charities, and other causes in connection with Roundabout Canberra’s functions or activities.
Day-to-day operations including training our staff.
Systems development, developing new programs and services, undertaking planning, research, and statistical analysis.
Administering and managing applications, assistance, and grants.
Recruitment, applications for and the employment or engagement of staff, volunteers, contractors and others.
Roundabout Canberra engages in marketing and fundraising for its growth and development and as an important part of ensuring that it continues to provide quality services. Personal information held by Roundabout Canberra may be disclosed to organisations that assist in marketing and fundraising activities.
Individuals and other members of the wider community will from time to time receive fundraising information. Publications, like emails, newsletters, and magazines, which include personal information, may be used for marketing purposes.
Please be aware that Roundabout Canberra may use the personal information you provide to Roundabout Canberra to provide you with information about Roundabout Canberra via our social media channels and to promote Roundabout Canberra’s purpose of raising and administering funds to support our vision. If you do not wish to receive promotional material, you may contact Roundabout Canberra using the contact details listed below in the ‘Contact us’ section.
In some instances where Roundabout Canberra requests personal information and that information requested is not provided, Roundabout Canberra may not be able to provide, or continue to provide, services to an individual.
In relation to personal information of contractors, volunteers, stakeholders and job applicants, Roundabout Canberra’s primary purpose of collection is to assess, engage and communicate with the individual, as the case may be, and to facilitate the provision of the relevant services by or to Roundabout Canberra.
The purposes for which Roundabout Canberra uses personal information of job applicants include, administering the individual’s employment or contract, as the case may be; for insurance purposes, satisfying Roundabout Canberra’s legal obligations, for example, in relation to child protection legislation.
Roundabout Canberra also obtains personal information about contractors, volunteers and stakeholders who assist it in its functions or conduct associated activities, such as events and functions, boards and committees, to enable Roundabout Canberra and the contractors, volunteers and stakeholders to provide services and/or be provided with services.
Roundabout Canberra will only use or disclose sensitive or health information for a secondary purpose if it would be reasonable to expect Roundabout Canberra to use or disclose the information, the secondary purpose is directly related to the primary purpose, and it is fair and reasonable for us to do so or where we are permitted under law to do so. For example, we may need to disclose health information in the case of medical emergency.
Storage of your personal information
Roundabout Canberra holds your personal information in a combination of hard copy and electronic files.
Roundabout Canberra stores personal information in a variety of formats including, but not limited to:
- Databases.
- Hard copy and paper-based files.
- Personal devices, including laptop computers and mobile phones.
- Third party storage providers such as cloud storage facilities.
We will take steps to destroy or de-identify your personal information where we no longer require it, save where Roundabout Canberra is required by law or a court order to retain the personal information.
Roundabout Canberra takes all reasonable steps to protect the personal information it holds from misuse, loss, unauthorised access, modification, or disclosure. Roundabout Canberra’s staff, contractors, volunteers, and stakeholders are required to respect the confidentiality of an individual’s personal information that they access, and the privacy of individuals, in the provision of services by or to Roundabout Canberra.
The Website may contain links to other third-party websites outside of Roundabout Canberra. Roundabout Canberra is not responsible for the information stored, accessed, used, or disclosed on such websites and Roundabout Canberra cannot comment on their privacy policies.
Responding to data breaches
Roundabout Canberra will take appropriate, prompt action if it has reasonable grounds to believe that a data breach may have or is suspected to have occurred. Depending on the type of data breach, this may include a review of our internal security procedures, taking remedial internal action, and notifying affected individuals and the Office of the Australian Information Commissioner (OAIC). If Roundabout Canberra is unable to notify individuals, it will publish a statement on the Website and take reasonable steps to publicise the contents of this statement.
Any actual or suspected privacy breach will be managed in accordance with Roundabout Canberra’s Cyber Security Policy and related procedures.
Cookies
Roundabout Canberra may collect information about your visit to the Website via ‘cookies’. Cookies are non-personally identifiable information, and include information about the device you used to browse the Website (such as browser type, version and language, and operating system), information about the pages viewed while browsing the Website (pages visited, day and time of your visit, whether you used a search engine to find us, and referring website address), and some geographical information about what country and state you are in. This collected information is used solely for Roundabout Canberra’s internal purpose of gauging visitor traffic, trends and delivering personalised content to you while you are at the Website.
If you wish, you can set your browser to reject cookies, or to notify you when you receive one in order to accept or reject such receipt in each instance.
Quality of personal information
Individuals should ensure that all personal information provided to Roundabout Canberra is accurate and up to date and notify Roundabout Canberra of any changes where required.
If Roundabout Canberra becomes aware that the Personal information is incorrect or out of date, Roundabout Canberra will take reasonable steps to rectify the incorrect or out of date information.
Accessing and correction of Personal information
You have a right to request access to and to correct your Personal information that is held by Roundabout Canberra, subject to exceptions allowed by law. If you would like to do so, please make a request by contacting the CEO in writing at hannah@roundaboutcanberra.org. An applicant for access will be required to specify what information is sought to be accessed, corrected, or updated.
Roundabout Canberra reserves the right to charge a fee for searching for, and providing you with access to, your personal information on a per request basis. Roundabout Canberra may charge a fee to cover the cost of verifying an application and locating, retrieving, reviewing, and copying any material requested. If the information sought is extensive, Roundabout Canberra will advise the likely cost in advance. Roundabout Canberra will not charge an individual for making a request for a correction or requesting to associate a statement with personal information.
Upon receiving such a request, Roundabout Canberra may take steps to verify the individual’s identity before granting access or correcting any perceived inaccuracy.
There may be occasions when access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in a breach of Roundabout Canberra’s duty of care to an individual. If Roundabout Canberra cannot provide an applicant access to that information, it will provide the applicant with written notice explaining the reasons for refusal.
There are some exceptions to these rights regarding access and correction, as set out in applicable legislation.
Privacy complaints and further information
If you have a concern about your privacy, Roundabout Canberra’s compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, or a query on how Roundabout Canberra handles your personal information, please contact us using the contact details listed below in the ‘Contact us’ section. We will respond to your query or complaint as soon as reasonably practicable. Roundabout Canberra may seek further information in order to provide a full and complete response.
Roundabout Canberra does not charge a fee for the handling of complaints.
Roundabout Canberra will acknowledge privacy complaints as soon as reasonably practicable and aims to respond within 30 calendar days.
If you are not satisfied with our response, in certain circumstances, you may also contact the OAIC. Contact details for the OAIC are as follows:
Address: Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001
Phone: 1300 363 992
Website: www.oaic.gov.au
Email: enquiries@oaic.gov.au
A referral to OAIC should be a last resort once all other avenues of resolution have been exhausted.
Contacting Us
Chief Executive Officer
Email: hannah@roundaboutcanberra.org
Phone: 0408 968 065
Address: 3/80 Beaurepaire Cres, HOLT ACT 2615