Our
Privacy Policy
We
only store the data we need to conduct business, in a secure location with
limited access, and will only contact you when we have your permission. We are
committed to complying with all privacy legislation, but if you would like to
contact us about anything relating to the privacy of your data, please
email vicoffice@ymca.org.au.
Need more details? Read the full version.
The
YMCA respects the privacy of our clients, members, participants, staff,
volunteers and visitors.
This
Policy meets the requirements of the Commonwealth Privacy Amendment (Enhancing
Privacy Protection) Act 2012 (Privacy Amendment Act), The Privacy Regulation
2013, made under the Privacy Act and related Victorian Government legislation
(Health Records Act 2001 and the Information Privacy Act 2000).
The
YMCA reserves the right to make changes or amendments to the YMCA Privacy Policy as required by law.
1.
COLLECTION, USE AND DISCLOSURE OF INFORMATION
YMCA
Victoria collects personal information directly from your use of the YMCA
Victoria website and any membership, attendance or subscription you make to
receive our services or information, including via email. The YMCA collects
personal information directly from our clients, members, participants,
volunteers and visitors through electronic, verbal, and written correspondence.
a.
Collection of personal or sensitive health information
The YMCA collects personal information such as:
- contact details
- credit card details
- attendance records
- purchasing records
- email addresses
The
YMCA also collect sensitive health information such as:
- blood pressure
- body-mass index
- personal medical plans
- public incident injury
and claim records
b.
Use of personal or sensitive health information
The
YMCA may use personal/health information for:
- programs and service
provision
- verification of
identity
- research and
development purposes
- marketing and
promotion of our services to you
- Fundraising
c.
Disclosure of personal or health information
The
YMCA may disclose personal & health information to
organisations/individuals outside the YMCA in order to provide the range of
services and programs offered. The consent of the individual will be sort prior
to any disclosure of personal or health information.
Disclosure
of personal and health information will be in accordance with the Australian
Privacy Principles (APPs).
We
do not sell or share your information to other organisations and we comply with
the requirements of the Privacy law in our marketing communications to you.
Philanthropic
support and marketing activities are important to the future development and
growth of the YMCA and our programs. You may be contacted from time to time to
seek such philanthropic support for the YMCA, or receive copies of marketing by
mail or email. The opportunity to opt out of receipt of such materials will be
made available with each communication.
We
may use video surveillance for security purposes and the footage will be used
only by the YMCA and by the providers of our security services for security
purposes. Surveillance videos are not used by the YMCA for other purposes and
the footage is not publicly available. Surveillance cameras are not located in
any bathrooms or change room facilities.
2.
DATA QUALITY
The
YMCA takes reasonable steps to ensure that personal information is accurate,
complete and up to date whenever it is collected, used or disclosed.
3.
DATA SECURITY & RETENTION
The
YMCA takes reasonable steps to protect personal information from misuse,
interference and loss, and from unauthorised access, modification or
disclosure.
Electronic
personal and sensitive information is stored in a secure, Australian-based
datacentre.
Only
authorised YMCA staff, volunteers, or sub contractors have access to
information for approved purposes.
Health
information will be retained for a minimum of 7 years following the last
occasion on which service was provided. Where information was collected while
the individual was a child it shall be retained until the individual is 25
years old, or for 7 years whichever is the greater. Your personal information
that is no longer required will be de-identified or destroyed. In many
circumstances, however it will be kept for marketing purposes as you will have
consented to that in writing with us.
Where
the YMCA receives unsolicited job applications these will usually be dealt with
in accordance with the unsolicited personal information requirements of the
Privacy Act.
4.
OPENNESS
The
YMCA Privacy Policy is available to:
- The community, members
and clients through external promotional material brochures and websites.
5.
ACCESS AND CORRECTION
Access
to personal information collected and stored by the YMCA will be administered
according to the Australian Privacy Principles.
The
YMCA, upon completion of a 'Personal Information Request Form' may provide the
person requesting access to their individual’s personal information. All
requests are processed within 30 days of receipt of application at no charge.
Although no fee will be charged for accessing your personal information or
making a correction, the YMCA may charge a fee to retrieve and copy any
material. Access to personal information for the purposes of viewing or
correction will only be available to people requesting changes to their
specific information or authorised carers/guardians with the consent of the
person requesting the information.
In
accordance with the Health Records Act, all Health information collected by the
YMCA will not be deleted. Amendments or alterations to the health information
will be recorded on a separate form and attached to the original file.
We
will be entitled in some circumstances to refuse access and if we do so, we
will consider whether a mutually agreed intermediary will allow sufficient
access to meet your needs and ours.
6.
UNIQUE IDENTIFIERS
The
YMCA may be required to collect an individual’s identifier such as Tax File
number, Medicare number or Social Security number for the provision of
services. These identifiers will only be disclosed to agencies as required by
law and in line with the Australian Privacy Principles
7.
ANONYMITY
Wherever
it is lawful and reasonable to do so, the YMCA provides an opportunity to
remain anonymous.
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.
8.
TRANSFERRED DATA FLOWS
The
YMCA does not transfer any personal information overseas without the consent of
the individual. We do not use overseas hosted IT services including servers and
cloud services.
9.
SENSITIVE INFORMATION
The
YMCA collects sensitive information such as religion, gender, disability, and
criminal records where:
- the individual has
consented; or
- the collection is
required by law.
The
YMCA does not disclose this information without consent.
10.
TRANSFER/CLOSURE OF HEALTH SERVICE
In
the event of a YMCA managed health service (i.e, medical suite, massage
service, physiotherapy service, sports medicine service, health and fitness
club, recreation centre) being transferred, sold, leased, or ceasing operation;
the YMCA will enact appropriate notification and transfer procedures as
directed by the Health Records Act.
11.
INFO TO ANOTHER HEALTH SERVICE PROVIDER
If
requested by an individual the YMCA shall transfer their health
information to a designated/ recognised health provider (i.e, medical
suite, massage service, physiotherapy service, sports medicine service, health
and fitness club, recreation centre, medical practitioners) free of charge
on the completion of a "Personal Health Information Transfer Form".
The
transfer of health information will be completed within 14 working days.
12.
CONSENT
By
acquiring or using the YMCA services, products or facilities, individuals
consent to the reasonable collection, use and disclosure of personal
information.
Consent may be directly implied in the completion of
an application, membership or registration form or indirectly implied. Eg: YMCA
requests personal details to forward program information and the customers
supplies their name and address for this purpose.
13. COMPLAINTS PROCEDURE
Formal
complaints regarding the manner in which personal information is collected,
used, or disclosed are to be handled in accordance to the "YMCA Complaints
Handling Procedures".
If
you have any concerns, complaints or you think there has been a breach of
privacy please contact the YMCA Victoria Privacy Officer who will first deal
with you usually over the phone. 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:
14.
YMCA WEBSITES
The
YMCA collects personal or sensitive information through websites, e-commerce
systems, etc. The YMCA protects websites through the use of encryption
technology.
When
you use our website, having your cookies enabled will allow us to maintain the
continuity of your browsing session and remember your details when you return.
We may also use web beacons, Flash local stored objects and JavaScript. If you
adjust your browser settings to block, reject or delete these functions, the
webpage may not function in an optimal manner. We may also collect information
about your IP address, although this may not identify you.
