How we handle personal information
How we handle personal information
What is personal information?
‘Personal information’ means information or an opinion about an identified individual, or an individual who is reasonably identifiable.
What kinds of personal information do we collect and hold?
We collect and hold a range of personal information necessary to carry out our activities and functions. The kinds of personal information that we collect and hold about you will depend upon the nature of our relationship with you.
The personal information we typically collect includes:
For our employees and volunteers, we may collect additional relevant information including:
If you are an employee, contractor or representative of an organisation or educational institution that we deal with, we may also collect:
Some personal information, such as information relating to racial or ethnic origin, religious beliefs or affiliations, health information (including mental health information and information about a disability), genetic information and whether or not you have a criminal record is sensitive and requires a higher level of protection. We will only collect your sensitive information if we have your consent and the collection is reasonably necessary for us to carry out one or more of our functions or activities.
If you participate in one of our programs, events or workshop we may collect the following sensitive information:
For our employees, contractors and volunteers, we may collect sensitive information such as:
In some circumstances, we allow individuals the option of not identifying themselves, or of using a pseudonym, when dealing with us (for example, when viewing our website or making general phone queries). Donations may also be made anonymously, but in this case, FYA may not be able to issue a tax-deductible receipt.
The nature of the business carried on by FYA means that, generally, it is not possible for us to deal with individuals or organisations in an anonymous way.
We usually collect personal information directly from you. We may also collect personal information from your teacher, parent or guardian if you are under the age of 18.
We will usually collect personal information from you (or your parent, guardian or teacher) when you:
Sometimes we will collect personal information about you from a third party, these third parties may include:
We hold personal information in hardcopy files and in electronic form, and take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.
We may hold your information in either electronic or hard copy form. When we no longer need your personal information, we will either securely destroy it, or irreversibly anonymise the data (and we may further retain and use the anonymised information).
We store hardcopy files in offices and cupboards within an access controlled premises. We also store hardcopy files with an offsite storage provider whose premises is monitored by CCTV and access is strictly controlled.
We store electronic records within our own secure network and through third party data storage providers. Personal information within our network is password protected and access is appropriately limited.
Our third party data storage providers are required to protect personal information in accordance with applicable laws and take appropriate technical and organisational measures against unauthorised or unlawful use of personal information or its accidental loss, destruction or damage.
We collect, hold, use and disclose personal information for the purposes for which it was collected, related purposes, and other purposes including:
We like to keep young people and our supporters informed about the work we do. If you provide your contact details to us we will add you to our mailing list and let you know about upcoming programs, events and workshops. These communications may be sent in various forms, including mail, email, social media content and SMS.
We will only send you these communications if you would reasonably expect to receive them or you have consented. You may opt-out of receiving communications from us at any time by contacting us or by using the opt-out (unsubscribe) mechanism provided in the communication.
We conduct research into challenges facing young Australians. We also evaluate our programs, events and workshops and publish the results. Sometimes we conduct research and evaluation ourselves and sometimes we engage professional research organisations to conduct it on our behalf.
If you provide personal information to us in connection with one of our programs, events or workshops, we may use that information in our research and evaluation. This includes publishing non-personally identifiable information and statistics about our research and evaluation of our programs, events or workshops.
If you provide your contact details to us, we may also contact you to ask you if you would like to participate in our research or evaluation surveys.
The nature of the services provided by FYA means that it is often necessary for us to disclose your personal information to other parties. We will ordinarily let you know who we will disclose your personal information to, when we collect the information from you (unless there are practical reasons for not informing you).
Common third parties we might need to disclose your personal information to include:
We may disclose personal information to external service providers located overseas so that they can provide us with services in connection with the operation of our business, such as IT services and data storage.
The countries in which these overseas recipients may be located are the United States of America, the United Kingdom, Chile, Taiwan, Singapore, Japan, Finland, Belgium, Ireland and the Netherlands.
If you apply to us for employment, and have lived or worked overseas, we may disclose your personal information to overseas recipients for the purposes of gathering information to assess your application. If you have previously worked for us, and provide our details to a prospective employer or recruitment agency located overseas, we may disclose your personal information to that entity to assist them to assess your application.
Aside from the purposes set out above, we will generally not disclose personal information to overseas recipients unless we have obtained your prior consent to do so.
You can request to access the personal information we hold about you. We will take reasonable steps to provide you with access to your personal information.
If you think any personal information we hold about you is incorrect, you can request that we correct that information. We will take reasonable steps to correct your personal information if we are satisfied that it is inaccurate, out of date, incomplete, irrelevant or misleading.
Requests to access and correct your information should be made by email, post or phone using the details provided under the ‘Contacting Us’ heading. Note that we will need to verify your identity before processing your request. We will endeavour to respond to your request within 30 days.
You can also request to have the personal information we hold about you deleted. We will take reasonable steps to do so.
If you have a complaint about how FYA has collected or handled your personal information, please contact our Privacy Officer using the details provided under the heading ‘Contacting Us.’
Please include your name, an outline of your complaint and an email or postal address so that we can write back to you. We will treat your complaint confidentially and respond within a reasonable time.
If you are unhappy with our response, you can refer your complaint to the Office of the Australian Information Commissioner or, in some instances, other regulatory bodies, such as the Victorian Privacy Commissioner, the New South Wales Privacy Commissioner or the Victorian Health Services Commissioner.
If you are a resident of the European Union for the purposes of the General Data Protection Regulation (GDPR), then in addition to what is set out above, the following applies to you.
In providing services to you, FYA may make use of a number of automated processes using your personal information and your activity on our website as tracked by us, in order to provide more tailored and relevant services to you such as providing tailored content to you through email communication, and on the website.
In addition to your rights set out above, you may:
These rights are subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege).
Should you have any concerns in relation to FYA’s collection and/or processing of your personal information, then in addition to the process set out under the heading “How to make a compliant” you have the right to complain to a supervisory authority (within the meaning of the GDPR).