Privacy Policy - Suicide Prevention Australia

Introduction

Suicide Prevention Australia respects and upholds individuals’ rights to privacy protection under the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs) (Privacy Laws).

Purpose

This Policy describes how Suicide Prevention Australia manages personal information (as defined in the Privacy Act) it collects from you. Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. Suicide Prevention Australia may modify its Privacy Policy from time to time and if it does so, it will post any updated Privacy Policy on this website. Unless stated otherwise, our current Privacy Policy applies to all personal information that we have about you and your account.

Scope

This Policy applies to employees, contractors, volunteers, board members and members of Suicide Prevention Australia or any other individual that interacts with Suicide Prevention Australia in a manner that is covered by Privacy Laws.

Policy

1 What personal information does Suicide Prevention Australia collect and why?

Suicide Prevention Australia collects your personal information for the purpose of its provision of services to you and for its operation and administration. The types of personal information collected may include:

Name including title and postnominals, Telephone number(s), Email address, Street Address
Workplace and job title(s)
Organisation relationships (eg CEO of ~, volunteer for ~)
Date of Birth
Gender, preferred personal pronoun
Cultural identity and other demographics if relevant to service provision
Information necessary to allocate bursary funds or fulfil lived experience activities, including financial information. This may also include sensitive information, such as racial, cultural or ethnic origin, religious or philosophical beliefs, or details of health, disability, sexual or gender identity and/or lived experience of suicide or other mental health condition or experience
Biographical information including Academic and other professional qualifications
Dietary requirements
Areas of interest and preferred communication modes
Availability (for scheduling meetings etc)
ABN and bank account details (suppliers and reimbursement)
Conference/Event/Meeting attendance records
Records of donations made to Suicide Prevention Australia by individuals, including community fundraising
Internet browser history, IP addresses, URLs, date/time and referrer websites for anyone visiting Suicide Prevention Australia websites
Paid and unpaid job application and research application data (eg CV, employment history, referee reports etc)
Individual Members’ membership of other organisations (if this is recorded)
Records of persons who have provided voluntary services to Suicide Prevention Australia
Frequent Flyer numbers and other travel preferences for the purposes of making reservations

If you choose not to provide certain personal information to us, Suicide Prevention Australia may not be able to provide you with the services you require.

2 How Suicide Prevention Australia collects personal information

Suicide Prevention Australia collects personal information in several ways, including:

In written application forms submitted by persons wishing to be a Suicide Prevention Australia member, volunteer, fundraiser, bursary recipient, staff member, event speaker or to register for Suicide Prevention Australia’s events. These forms can be submitted by mail or through secure sections of our website
Directly from individuals by telephone, in person or in writing
Through surveys
Indirectly through third parties (eg information shared at a meeting and a note was made of those discussions; through a media clipping service and recorded in Suicide Prevention Australia files; National Health & Medical Research Council or other related institutions for grant applications)
Automatically generated website logs such as Suicide Prevention Australia website or online surveys
Referee report(s) about a prospective employee.

3 Collection of Sensitive Information

Some of the personal information Suicide Prevention Australia collects, particularly in connection with lived experience activities and bursary applications may be ‘sensitive information’ as defined in the Privacy Act*. This includes health information, information about disability, racial or ethnic origin, sexual orientation or gender identity, and religious or philosophical beliefs.

Suicide Prevention Australia will only collect sensitive information where:
(a) you have given your consent and thecollection is reasonably necessary for one or more of our functions or activities;
(b) the collection is required or authorised by Australian law or a court or tribunal order; or
(c) disclosure is necessary to lessen or prevent a serious threat to the life, health or safety of any individual and consent cannot reasonably be obtained.

We will take additional care in the handling, storage and disclosure of sensitive information, and will not use or disclose it for direct marketing purposes.

4 Children and Young People

Suicide Prevention Australia recognises that its services may be accessed by children and young people, including individuals under 18 years of age. We are committed to handling personal information about young people with particular care.

Where a young person has sufficient maturity and understanding to make decisions for themselves, they may consent to the collection of their personal information on their own behalf. Where Suicide Prevention Australia considers that a young person may not have that capacity, we will seek consent from a parent or guardian before collecting their personal information, where it is reasonably practicable to do so.

We recognise that in some circumstances a young person may seek support in confidence, and that requiring parental or guardian consent could act as a barrier to accessing help or could place the young person at risk. In those circumstances, Suicide Prevention Australia may collect and use a young person’s personal information without parental or guardian consent where it is reasonably necessary to provide support, or where disclosure to a parent or guardian could reasonably be expected to endanger the young person’s safety or wellbeing.

Suicide Prevention Australia will not use personal information about a young person under 18 years of age for direct marketing purposes and will not disclose that information to sponsors or marketing partners.

5 How does Suicide Prevention Australia use personal information about you?

The specific purposes for which personal information will be used and disclosed will be included in the collection notification for that personal information. Suicide Prevention Australia would usually collect, hold, use and disclose your personal information for the purposes for which it was collected, or otherwise consistent with the Privacy Act, including where there is a permitted secondary purpose such as for:

Sending you information (if you have subscribed or otherwise indicated that such information would be welcome)
Service and events planning and delivery
Delivering membership benefits
Research and development
Assessing an applicant’s suitability for a paid or unpaid job
Assessing and resolving complaints
Monitoring website usage, and
The administration and operation of Suicide Prevention Australia.

Personal information is generally accessible by Suicide Prevention Australia staff, for whom the information will assist them in fulfilling their duties.

Suicide Prevention Australia may use cookies, web beacons, pixels, and similar technologies to collect usage data from its websites. When you first visit our website, you will be presented with options to accept or decline nonessential cookies. You can also manage your browser settings to control or disable cookies at any time.

Suicide Prevention Australia takes reasonable steps to ensure information it collects, holds, uses and discloses is accurate, up-to-date, complete and relevant. You may at any time contact the Privacy Officer (using admin@suicidepreventionaust.org.au) to advise Suicide Prevention Australia that you:

No longer wish to receive certain or all communications from Suicide Prevention Australia
Wish to update or change any of your information stored by Suicide Prevention Australia

6 How does Suicide Prevention Australia handle your personal information as a Suicide Prevention Australia Member?

Suicide Prevention Australia treats all personal information the same way, whether or not it relates to your membership. You being a Member of Suicide Prevention Australia is considered personal information and will only be handled according to this Policy.

7 Who does Suicide Prevention Australia disclose your personal information to?

Suicide Prevention Australia may disclose and transfer your personal information in relation to the purpose for which it was collected (as outlined in this document) and related purposes. Suicide Prevention Australia may engage local or offshore third parties to perform functions and services on its behalf, including cloud computing, hosting and customer support services. Where it does so, Suicide Prevention Australia will take reasonable steps to ensure those providers are bound by obligations of confidentiality and handle your personal information in accordance with the APPs. Generally, such disclosure will occur:

In the course of business being conducted or communications between you and Suicide Prevention Australia
In other circumstances that are related to the purpose for which the personal information was collected (primary purpose) (or, in the case of sensitive information, directly related to the primary purpose)
Where Suicide Prevention Australia has engaged local or offshore third-party service providers, as outlined in this Policy
When permitted by you or at your request
In the course of delivery sponsorship benefits to Suicide Prevention Australia sponsors(opt-out)
Where legally required to do so, or
Where disclosure is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety.

While Suicide Prevention Australia primarily stores data in Australia, some service providers may store or process data overseas. Suicide Prevention Australia takes reasonable steps to ensure these providers comply with privacy obligations equivalent to the APPs. Cloud computing or other data management arrangements constitute “use” rather than “disclosure” of your personal information. The hosting provider of Suicide Prevention Australia websites and databases has access to all data. Other third parties which have access to website access data include Google (because Suicide Prevention Australia uses Google Analytics and Google Fonts) and social media providers such as Facebook, and LinkedIn (if applications such as Like buttons, Facebook pixel, embed, beacon or company profile are used).

Suicide Prevention Australia uses reputable, secure IT providers which store cloud data within Australia. This IT provider has access to Suicide Prevention Australia data.

8 How Suicide Prevention Australia holds personal information

Suicide Prevention Australia holds personal information in a number of ways, including:

Electronically in a cloud-based database or in cloud-based files
With third-party providers such as fundraising platforms or professional conference organisers, and
In hardcopy (Suicide Prevention Australia aims for a low-paper office, so hardcopy documents sent to Suicide Prevention Australia may be scanned and stored in the cloud, then recycled).

Hardcopy documents are stored within the Suicide Prevention Australia office, which does not have public access. Hardcopy documents containing financial or personal information (such as banking or printouts of bursary applications) are stored in lockable cupboards. Reasonable steps are taken to destroy personal information that is no longer needed, eg through a secure document destruction service.

New information collected about an individual may be combined with other personal information already held about that individual, such as adding information to a member’s database record

Suicide Prevention Australia retains personal information only as long as necessary for its purposes, or as required by law. Information is securely destroyed or de-identified when no longer needed.

9 What measures does Suicide Prevention Australia take to protect your personal information?

Suicide Prevention Australia takes reasonable steps to protect the personal information we hold about you, from misuse, interference, loss, unauthorised access, unauthorised modification and unauthorised disclosure. Personal information Suicide Prevention Australia holds is stored in the cloud. Suicide Prevention Australia has implemented a number of standard and additional external and internal security measures to promote security of personal information including training and access restrictions.

Suicide Prevention Australia cannot guarantee the security of any information you transmit to or receive from Suicide Prevention Australia. However, once Suicide Prevention Australia receives your personal information over the internet, that information will be subject to the security measures put in place by Suicide Prevention Australia.

10 Access to information

You have a right to request access to personal information held about you by Suicide Prevention Australia and to correct any information which is not accurate. Your information will be corrected, removed or deleted if you so request, unless there is a sound reason under the Privacy Act. If Suicide Prevention Australia is unable to provide such access or correction, Suicide Prevention Australia will explain why and will explore any other available steps towards providing a reasonable response to the request.

Please contact the Suicide Prevention Australia Privacy Officer at admin@suicidepreventionaust.org.au to ask for access to your personal information, to change your personal information or to request that your personal information be removed. Suicide Prevention Australia will take reasonable steps in relation to the amendment, supplementation or deletion of your personal information. Suicide Prevention Australia may decline to provide access where a request is frivolous or vexatious, or where it would unreasonably interfere with the operations of
the organisation, in accordance with the grounds set out in the Privacy Act.

11 Marketing material from Suicide Prevention Australia’s sponsors and marketing partners

Suicide Prevention Australia is a not-for-profit organisation. In order to fund its operation, Suicide Prevention Australia will from time to time enter into sponsorship or marketing partnership arrangements with commercial organisations. Where our marketing partners or sponsors are able to offer our Members and subscribers products or services or information on upcoming events, we are keen to pass this information on to you. As such, Suicide Prevention Australia (or our service providers) may contact you by mail, telephone, SMS or email to inform you of these offers if you have consented to be contacted for these purposes. You may at any time contact the Suicide Prevention Australia Privacy Officer (using the contact details provided below) to advise Suicide Prevention Australia that you no longer wish to receive such communications from Suicide Prevention Australia or where relevant you can opt out of communications using the unsubscribe link in an email.

12 Links to other sites

Suicide Prevention Australia’s website may contain links to other websites. Suicide Prevention Australia is not responsible for the privacy practices or the content of such other websites. The privacy policies applicable to such other websites may differ substantially from this Privacy Policy so we advise you to read them before using those websites. Suicide Prevention Australia will not be liable for any use of those websites.

13 Breaches of this Policy

All confirmed and suspected breaches of this Policy will be reported to the Suicide Prevention Australia Board. Where Suicide Prevention Australia has reasonable grounds to believe that an eligible data breach has occurred, that is, a breach that is likely to result in serious harm to any individual to whom the information relates, Suicide Prevention Australia will comply with its obligations under the Notifiable Data Breaches scheme (Part IIIC of the Privacy Act). This includes taking reasonable steps to contain the breach, assessing whether serious harm is likely, and if so, notifying the Office of the Australian Information Commissioner and affected individuals as soon as practicable.

14 Contacting the Suicide Prevention Australia Privacy Officer

If you have enquiries, general concerns or complaints about this Policy, or about Suicide Prevention Australia’s actions in relation to this Policy or would like to receive a copy of this Policy, please contact our Privacy Officer at 02 9262 1130 or admin@suicidepreventionaust.org.au or GPO Box 219, Sydney NSW 2001.

For more information on Suicide Prevention Australia’s Complaints mechanisms, see External Complaints Policy. If the individual and Suicide Prevention Australia cannot resolve the issue, the individual can complain to the Office of the Australian Information Commissioner.

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*Sensitive information is a subset of personal information, that is information or an opinion about an individual’s racial or ethnic origin; political opinions; membership of a political association; religious beliefs or affiliations; philosophical beliefs; membership of a professional or trade association; membership of a trade union; sexual orientation or practices; or criminal record. Sensitive information also includes health information, genetic information; biometric information that is to be used for the purpose of automated biometric verification or biometric identification; or biometric templates.