Women’s Association South East Melbourne Australia (WASEMA) Inc cares about protecting your privacy and is required by law to comply with the Privacy Act 1988 (Cth) (the Act), including the Australian Privacy Principles (APPs).
We take our privacy obligations seriously and this Policy outlines our privacy practices.
It explains how:
(a) we collect, manage, use, store and secure your personal information
(b) you may access and request correction of any record containing your personal information
(c) you may make a complaint about a breach of privacy.
The Policy applies to our staff, volunteers, contractors and suppliers who handle personal information
collected by WASEMA Inc (we, us, our).
It applies to personal information for individuals that are external to us such as members, donors, clients and
suppliers (you, your).
By providing your personal information to us, you consent to the use, storage and disclosure of the
personal information you provide to us as described in this Policy.
How we manage your Personal Information
• take all reasonable steps to ensure we are open and transparent about the way we manage your
• maintain adequate security of personal information to seek to protect it from misuse, interference
and loss from unauthorised access, modification or disclosure
• establish reporting channels to receive privacy inquiries from you and for reports of privacy breaches
to be received and acted upon
• conduct risk assessment for all new and significant business projects which consider privacy impacts
• provide an option for you to use a pseudonym or otherwise be anonymous unless it is impermissible,
impractical or inhibits the adequacy or quality of service provided to you
• appoint the Board of WASEMA Inc to oversee privacy governance processes, ensure compliance and report on privacy issues
• provide this Policy free of charge and in an appropriate form for public access
• provide relevant work training and privacy awareness throughout our organisation and how they apply to us and the privacy practices, procedures and systems we have implemented
• periodically review this Policy as well as the privacy practices, procedures and systems across our
organisation to ensure that they remain appropriate to the changing environment we operate in and
will notify you by, informing you in our regular communications or posting an updated version of this
Policy on our website.
Personal Information we collect and hold
Kinds of Personal Information
We will only collect information about you that is reasonably necessary for our functions or activities
which are listed below.
This may include:
• your name, address, contact and relevant personal details for membership, clients, volunteers, contractors
• your image, video and sound recordings
• information associated with web browsing, email, text messaging, phone calls or other electronic
interaction with you including your phone number and user name
• if you make a donation, details relating to your donations and information relevant to the purpose of better
identifying donor sources
• information relevant to the purpose of providing services or employment or contracting or as a member with WASEMA Inc including education qualifications, employment history, financial information for payments
• sensitive information about you that may include your gender, age, date of birth, health, disability,
mental health, racial or ethnic origin, criminal convictions, religious affiliation, tax file numbers, and
other particulars required as part of our funding obligations and/or that are relevant for the proper
provision of the services that we provide
• survey and questionnaire responses
How we collect and hold Personal Information
Where possible, personal information is collected directly from you with your consent at the time of your
interaction with us. In some services, personal information is:
• received from third parties where you are transferred or referred to us for the services that we
• received from third parties who obtain your personal information from publicly available sources; or
• transferred between our own services provided it relates to the primary purpose for which it was
Personal information may be collected in hard copy form or electronic form. Hard copy records are
required to be held securely. We hold electronic records in databases with security safeguards. Some of
those databases are government controlled while some are held by a third party provider.
Where consent to collection is sought, it is sought voluntarily from you and we will inform you of what
you are consenting to. Our consent agreements are current and specific to the services to be provided to
We will not collect sensitive information about you unless you have consented; it is required by law; or in
other special specified circumstances, for example relating to health services provision and individual or
public health or safety.
Purposes for which we collect, use and disclose Personal Information
We collect, hold and use personal information only for the primary purposes for which it was collected or
as set out below including:
• to provide services which may include, employment, membership, education, volunteering, learning and development and fundraising. Personal information may be shared WASEMA Inc to provide, expand or improve the services we provide to you or assist with more efficient service delivery
• to comply with the requirements of funding bodies as part of a funding agreement with us
• to operate fundraising and charitable activity in support of our objectives
• to provide customer service functions, including handling customer enquiries, complaints and
• to facilitate proper governance processes such as risk management, incident management, internal
audit and external audits
• to gather feedback from you and other individuals about the quality of services that we provide so
that the services we provide can be continuously improved
• to undertake marketing, fundraising and promotional activities, including activities to better identify
member sources, events and other activities organised and held by us
• to satisfy legal obligations, comply with applicable laws and meet the requirements of bodies which
regulate the services we provide
• to understand, through aggregated information, trends and patterns which we use for research and
• to fulfil other purposes which you have consented to.
Disclosure to third parties
We will not disclose your personal information to other external organisations except:
• as required by funding agreements
• as required by law
• for transfer to another service provider in accordance with funding agreements
• where we have your consent to do so through your acceptance of this Policy and the disclosure
relates to the goods or services we provide to you
• for a purpose permitted by this Policy; or
• if you request us to do so.
Examples of organisations and/or third parties that your personal information may be provided to
• external service providers where you are transferring to a service provider that is not part of us
• a government agency, as required by our funding agreements (which may be for example by portal
directly into the agency’s database system)
• third party service providers who assist us with the delivery of services or who provide services to or
partner with us to enable us to deliver services, or in undertaking quality assurance of our services
• third party service providers who assist us with fundraising activities or strategy, identifying donor
sources or analysis of our fundraising activities, strategy or patterns (including data collectives)
• third parties who assist us with co-ordination of volunteers, community activities and advocacy
• government or non-government agencies where we have a reasonable concern regarding your safety
• third parties who collate and/or analyse information for the purposes of research and advocacy
• third parties for the electronic storage of information, some of which may be overseas
Whilst we seek to ensure through our contracts with external parties that they comply with the Act
regarding the use of your personal information, we have limited control around how some external
parties (for example, government agencies) use your personal information.
If you do not wish to receive marketing or promotional communications from us, you should
‘unsubscribe’ online where a link is provided. In other circumstances, you should contact us on the email
addresses below and we will cease the relevant marketing or promotional communication:
Contact us on firstname.lastname@example.org
Where we are providing services to you, we need to be able to communicate with you in relation to those
How you can access and correct your Personal Information
You are entitled to request access to the personal information held by us about you. This is generally
provided upon your request subject to completion of our verification and risk processes and to access
restrictions imposed or permitted by law. Requests are made to the same point of contact to whom you
provided your personal information.
Where you inform us that information held by us about you is inaccurate, out-of-date, incomplete,
irrelevant or misleading, we will correct it where we agree with you. Notices by you to us to amend
information held about you are made to the same point of contact to whom you provided your personal
If, having received and considered an application from you to amend your information, we do not
consider that the information should be amended, we will not amend it but we will include a note with
the information that you consider that it should be amended, and advise you accordingly.
We may store personal information that we collect about you with third parties who store it overseas for
our use. We do not disclose personal information about you overseas without your consent. However,
we may use overseas or cloud-based data hosting facilities which may result in personal information
provided to us being transferred to, and stored at, a destination outside Australia, including but not
limited to United States of America.
You are taken to expressly agree and consent to the transfer, storing or processing of your personal
information outside of Australia in submitting it to us. In providing consent, you understand and
acknowledge that countries outside Australia do not always have the same privacy protection
requirements as Australia in relation to personal information.
If you do not agree to the transfer of your personal information outside Australia, you should contact
WASEMA Inc at:
Post: WASEMA Inc P.O. Box 140, 31 Douglas Street, Noble Park Vic 3174
Retention of personal information
We will retain your personal information in accordance with applicable laws or requirements of any
government or other funding body’s record-keeping requirements.
Mandatory Notifiable Data Breaches
We will comply with the notification and other requirements of the Act where your personal information
held by us has been inadvertently lost or disclosed or improperly accessed and that loss, disclosure or
access may result in serious harm to you.
What to do if you have a privacy enquiry or complaint
If you have an enquiry or a complaint concerning collection, use or management of your personal
information, please direct your enquiry or complaint to the staff member who is your ordinary contact.
Our staff will outline options regarding how your enquiry or complaint may be resolved. We will aim to
respond and resolve your enquiry or complaint in a timely and appropriate manner. If we don’t, you
• take it to our Management Sub-Committee, and/or the Board of WASEMA Inc
We will treat your enquiry or complaint confidentially.
If you feel we have not addressed your complaint. You may contact the independent national regulator for privacy and freedom of information at https://www.oaic.gov.au/