The Q Australia Foundation (ABN 95 941 852 608) is committed to providing you with the best possible experience. We understand how highly people value the protection of their privacy. For that reason, The Q Australia Foundation takes particular care in dealing with any personal information provided to us or collected by us from you.
- We will not sell your personal information.
- We will take steps that are reasonable in the circumstances to ensure that your personal information is stored in a secure environment.
- Unsubscribing from our direct marketing is an easy, automated process.
- We comply with the Australian Privacy Principals (AAPs) as contained in the Privacy Act 1988 (Cth) (Privacy Act).
- We comply with the Spam Act 2003 (Cth).
- When you visit our Site (defined below), we use both first party and third party cookies to improve your browsing experience and to assist our marketing efforts.
- When you visit our Site, we use web-tracking technologies including ‘cookies’ and ‘pixel tags’ to assist our marketing efforts. The web-tracking technologies collect some personal information because it does not identify you.
What is your personal information?
What personal information we collect and hold
The kinds of personal information we collect and hold from you or about you depend on which Q Australia Foundation entity you are dealing with, the transaction you have entered into with us, and the services you have engaged us to provide or are interested in. The information that we collect is necessary for and related to our operation as a Foundation.
When you browse our Site or contact us electronically, we may record your IP address, browser type, version and language, operating system, domain names, pages viewed while browsing the site, page access times, referring website addresses, geographical tagging, cookies and statistical data.
The kinds of personal information that we may collect from you or about you include: your name, address, phone, mobile number, email address, date of birth, gender, identification details and documents, bank account and credit card details where relevant.
How we collect and hold personal information
We aim to collect personal information directly from you, unless it is unreasonable or impractical for us to do so. For example, we collect personal information from you or about you from letters, emails, online and paper-based application forms, contracts and other documentation submitted to us on our Site, and whether in person, by email, by mail or over the telephone.
However, in some instances, we may receive personal information about you from third parties such as associated businesses and Government departments. We may also receive personal information about you from your family members, authorised third parties and publicly available sources.
Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information from you or about you where it is reasonably necessary for us to carry out our range of functions and activities. The information we collect may be used for our internal purposes, such as our own internal administrative and accounting functions, our professional legal obligations (including reporting obligations), to keep you informed about new projects, products, service offerings and initiatives, to invite you to functions and events, to keep you updated with relevant information, ongoing newsletter communications, other marketing activities, conducting feedback requests, the operation of our Site, portals, statistical collation, website traffic analysis and also to assist in marketing research and improving the our organisation.
We may occasionally hire other companies to provide services on our behalf, including but not limited to – sending out the email newsletter, handling your enquiries or processing transactions. We may disclose your personal information to these third parties where it is reasonably necessary for them to assist us in carrying out our business or to provide our services to you, or to enable them to provide related service offerings that you have requested.
The Q Australia Foundation may utilise the services of third parties for marketing purposes, including online platforms and social media platforms, and we will disclose personal information about you to the third party service provider for our marketing purposes. While these third parties generally only use the personal information for our marketing purposes, some may retain certain personal information about you for their own purposes.
We will also disclose your personal information with other third parties where required or permitted by law.
Where you are a prospective employee or contractor of The Q Australia Foundation, we will collect, use, hold and disclose certain personal information for purposes related to your perspective recruitment or engagement. In some cases, our recruitment activities may be managed by a third party recruitment agency.
These companies may be located and may store the data we provide them anywhere – including outside Australia – and will be permitted to obtain only the personal information they need to deliver the service. The Q Australia Foundation takes reasonable steps to ensure that these organisations are bound by confidentiality and privacy obligations in relation to the protection of your personal information.
Direct marketing materials
We may carry out direct marketing communications and information about our activities that we consider may be of interest to you. These communications may be sent in various forms, including mail, SMS, email and digital advertisement in accordance with applicable marketing laws, such as the Spam Act 2003 (Cth). You consent to us sending you those direct marketing communications by any of those methods. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so. In addition, at any time you may opt-out of receiving marketing communications from us by contacting us or by using opt-out facilities provided in the marketing communications and we will then ensure that your name is removed from our mailing list.
Security of your information
We will retain your personal information whilst it is required for any of our business functions, or for any other lawful purpose (including mandatory data retention periods). We use secure methods to destroy or permanently de-identify your personal information when it is no longer needed.
Some of our administrative, marketing and IT computer systems and platforms are hosted by service providers located overseas, and as a result your personal information may be disclosed to recipients located overseas.
As our Sites are linked to the internet, and the internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.
You can easily let us know that you want to unsubscribe from some or all of our communications by clicking a link included at the bottom of our emails. This is an automatic process and whilst we aim for your request to take effect immediately, it may take several days for our records to be updated. If an advertising campaign is already in production when we receive your request, you may still receive that communication from us. Please note that the The Q Australia Foundation also carries out digital advertising campaigns from time to time that do not rely on your personal information. Your opt-out will not have effect on such advertising campaigns.
Alternatively, you may always contact our Privacy Officer using the contact information below to let us know about your updated communications preferences.
Cookies and other tracking technologies
If you are visiting our Site, please note that our Site uses both first party and third party cookies, tags and tracking settings to store information that help give you a better browsing experience and assist us with our web design, marketing and advertising efforts. Subject to your web browser’s settings, we collect information that is sent to us automatically by your web browser when you access our Site by help of a cookie. A cookie is a small text file that is placed on your computer’s hard disk by a web server.
Cookies support the functionality of our Site and also help us to understand your use of our Site, i.e. which pages you visit, which links you use, how long you stay on each page and storing information so that forms can be pre-filled or skipped.
Modern web browsers make it easy to clear individual cookies from your computer. Consult your web browser’s help files for more information.
Please keep in mind that without cookies, we cannot give you an optimised website experience and some functionality may be disabled.
We and our advertising partners also use other web-tracking technologies, such as pixel tags to analyse trends, administer our Site, track users web movements, gather broad demographic information and other marketing purposes.
Access to and correction of information
If you wish to know what personal information we have collected about you, you can send us an email to email@example.com and we will, subject to any exemptions allowed under the Privacy Act, provide that information or an outline of that information (as appropriate) as soon as practicable. Where we hold information that you are entitled to access, we will try to provide you with suitable means of accessing it (for example, by mailing or emailing it to you). We may charge you a fee to cover our administrative and other reasonable costs in providing the information to you. We will not charge for simply making the request.
There may be instances where we cannot grant you access to the personal information we hold. For example, we may need to refuse access if granting access would interfere with the privacy of others or if it would result in a breach of confidentiality. If that happens, we will give you written reasons for any refusal.
If you wish to amend the information provided to us, you can send an email to firstname.lastname@example.org and we will take all reasonable steps to fulfil such a request. If we do not agree to amend the information as requested, we will give you written reasons why.
To assist us to keep our records up-to-date, please notify us of any changes to your personal information. We will not charge for making any corrections to your personal information.
What is the process for complaining about a breach of privacy?
If you believe that your privacy has been breached, please contact our Privacy Officer using the contact information below and provide details of the incident so that we can investigate it.
We request that complaints about breaches of privacy be made in writing, so we can be sure about the details of the complaint. Our Privacy Officer deals with privacy complaints and any complaints should be directed to our Privacy Officer using the contact details below.
We will attempt to confirm as appropriate and necessary with you your understanding of the conduct relevant to the complaint and what you expect as an outcome. We will inform you whether we will conduct an investigation, the name, title, and contact details of the investigating officer and the estimated completion date for the investigation process.
After we have completed our enquiries, we will contact you, usually in writing, to advise the outcome and invite a response to our conclusions about the complaint. If we receive a response from you, we will assess it and advise if we have changed our view.
If you are not satisfied with the way your privacy-related complaint is handled by us, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC). Details of how to lodge a complaint with the OAIC may be found at www.oaic.gov.au or by calling 1300 363 992.
We will treat your requests, comments or complaints confidentially. We will respond to any comments, questions or complaints after receipt to discuss your concerns and outline options regarding how they may be resolved.
Please contact The Q Australia Foundation’s Privacy Officer at:
The Q Australia Foundation
Level 4, 32 Power St