Collection of your personal information

Roundabout Canberra collects personal information via the following methods:

Website visitors

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, such as a name, computer type and information about how the individual are using the Website. Similarly, Roundabout Canberra may ask you to provide contact and other details, such as your name, phone number, postal and email address to utilise other aspects of the Website, including donating to Roundabout Canberra, signing up as a volunteer or seeking support for a client.

Donors, Partners, Sponsors

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.

Contractors

Roundabout Canberra may collect personal information via contracts and other agreements, 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.

Volunteers, stakeholders, board members

Roundabout Canberra may collect personal information via forms submitted to Roundabout Canberra, via applications, via contracts and other agreements, 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.

Job applicants

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. and via information supplied by third party recruitment agencies and services as well as referees.

Government agencies (representatives), Social services (social workers), and families supported by Roundabout Canberra

Roundabout Canberra may collect personal information via forms submitted to Roundabout Canberra, via applications including for grants, via contracts and other agreements, face to face meetings and interviews, notes, letters, emails, telephone calls and other communications, via our Website, and via financial transactions.

Types of personal information collected and held:

In the course of the provision of services by or to Roundabout Canberra, Roundabout Canberra may collect and hold:

• 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.
• For volunteers, job applicants and contractors: 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.

As part of our recruitment processes for job applicants, employees, contractors, volunteers, stakeholders, board members Roundabout Canberra may collect and hold the following information supplied either directly by the individual or by third party recruitment agencies and services as well as referees:

• Personal Information including names, addresses and other contact details, dates of birth, financial information, citizenship, employment references, regulatory accreditation, media, directorships, property ownership and driver’s licence information.
• Sensitive Information including health information, government identifiers (such as TFN), nationality, country of birth, professional memberships, family court orders and criminal records.
• Health Information (particularly in relation to prospective staff and student records) including medical records, disabilities, immunisation details and psychological reports.

Photographs and recordings

Roundabout Canberra may, either by us, or via contracted third parties, take photographs and make audio and video recording 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 the our vision.

Solicited Information

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. 

Roundabout Canberra may also collect personal information from other people (e.g., a third-party administrator, referees for prospective employees, 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.

Roundabout Canberra may collect information based on how individuals use our Website (See Cookies, below).

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 by normal means, 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

Roundabout Canberra only collects sensitive information if:

• It is fair and reasonable for one or more of its functions, activities and operations, and Roundabout Canberra has the individual’s consent.
• It is fair and reasonable to protect the welfare of a volunteer, stakeholder, board member, contractor or staff member, including by preventing a serious medical or health scenario or threat to life, health, safety and physical and mental wellbeing of that individual.
• a permitted general situation exists.
• a permitted health situation exists.

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 will only disclose your personal information to another person for the purpose Roundabout Canberra collected the information or for purposes that are related to that purpose. Roundabout will only disclose your personal information to another person for another purpose if you provide consent or Roundabout Canberra is required or authorised by law to disclose it for that purpose and if it is fair and reasonable for Roundabout Canberra to do so.

Roundabout Canberra may disclose personal information without consent or in a manner which an individual would reasonably expect if:

• The disclosure will lessen or prevent a serious threat to the life, health, or safety of an individual or to public safety.
• Another permitted general situation applies.
• Disclosure is reasonably necessary for a law enforcement related activity.
• A permitted health situation exists.

Roundabout Canberra may disclose personal information, held about an individual for the purposes of delivering its services, for administrative and support purposes. This may include to 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; and
• anyone to whom Roundabout Canberra is required or authorised to disclose the information to by law.

In addition, Roundabout Canberra uses services that requires 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.

Roundabout Canberra will however take all reasonable steps not to disclose an individual’s personal information to overseas recipients unless Roundabout Canberra:

• has the individual’s consent (which may be implied);
• has satisfied itself that the overseas recipient is compliant with the Australian Privacy Principles, or a similar privacy regime, or if there is a suitable agreement in place with the overseas recipient;
• has formed the opinion that the disclosure will lessen or prevent a serious threat to the life, health, or safety of an individual or to public safety; or
• is taking appropriate action in relation to suspected unlawful activity or serious misconduct.

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) or 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 the 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.
• the employment of staff.
• the engagement of volunteers and contractors.

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:

•  
• 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.

These steps include, but are not limited to:

• restricting access and user privilege of information being dependent on the person’s role and responsibilities.
• ensuring staff do not share personal passwords and update their passwords regularly.
• ensuring hard copy files are stored in lockable filing cabinets in lockable rooms. Staff access is subject to user privilege.
• ensuring access to Roundabout Canberra’s premises are always secured.
• ensuring IT and cyber security systems, policies and procedures are implemented and up to date.
• ensuring staff comply with internal policies and procedures when handling the information.
• undertaking due diligence with respect to third party service providers who may have access to personal information, third party contractors who are engaged to facilitate services and cloud service providers, to ensure as far as practicable that they are compliant with the Australian Privacy Principles or a similar privacy regime.
• the destruction, deletion, or de-identification of personal information it holds that is no longer required for the purpose that it was collected unless required to be retained by any other laws.

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, 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.

Cookies

We may collect information in the form of ‘cookies’ 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

Roundabout Canberra takes all reasonable steps to ensure the personal information it holds, uses, and discloses is accurate, complete, and up to date, including at the time of using or disclosing the information.

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 your personal information

You have a right to access and correct your personal information that is held by Roundabout Canberra, subject to exceptions allowed by law. If you would like to do so, please contact Roundabout Canberra using the contact details listed below in the ‘Contact us’ section. 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.

Upon receiving such a request, Roundabout Canberra may take steps to verify the individual’s identity before granting access or correcting any perceived inaccuracy. If the rejection relates to a request/ application to change personal information, an individual may make a statement about the requested change and Roundabout Canberra will include this statement with the relevant record.

To make a request/ application to access or to update any personal information Roundabout Canberra holds about an individual, please contact Roundabout Canberra’s Privacy Officer in writing via email below. An applicant for access will be required to specify what information is sought to be accessed, corrected, or updated. 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.

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 the student. 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 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.

If you are not satisfied with our response, you may also contact the Office of the Australian Information Commissioner. A complaint can be made using the OAIC online Privacy Complaint form or by mail or email. A referral to OAIC should be a last resort once all other avenues of resolution have been exhausted.