Privacy

Privacy Policy

Effective: 1 January 2023

Introduction

The purpose of this Privacy Policy is to help our clients understand how we will deal with the data they add to INVOLVE and for individuals to understand how their personal information is managed through the system.

INVOLVE is a 'Software as a Service' (SaaS) product owned by the Volunteer Centre of Western Australia (INC.) trading as Volunteering WA (VWA) (ABN 24 028 468 144) and used by 'Customer Organisations'.
INVOLVE recognises that the importance of confidentiality of personal information and is committed to ensuring that information entrusted to INVOLVE is protected against misuse.

Applicable Privacy Legislation

Although not exhaustive, the privacy rights of those using our software that are included in list below are considered to be a part of the INVOLVE privacy policy.

Australia

Nationally – Privacy Act 1988
Nationally – The Australian Privacy Principles
ACT – Information Privacy Act 2014
NSW – Privacy and Personal Information Protection Act 1998
VIC – Privacy and Data Protection Act 2014
NT – Information Act 2003 (NT)
QLD – Information Privacy Act 2009 (Qld)
TAS – Personal Information and Protection Act 2004 (Tas)
SA – PC012 Information Privacy Principles Instruction, and
WA – Currently has no legislative scheme but national legislation applies

This policy applies to all employees of VWA, as well as all organisations and users of INVOLVE, regardless of their status as paying customers or not.

Members of customer organisations should read this policy in conjunction with the privacy policy of their organisation.

Policy

The following policy has been developed to outline the maintenance of privacy within VWA and customer organisations ofINVOLVE.

To ensure compliance with its obligations under the Act, VWA will take all reasonable steps in order to comply with the Act. The INVOLVE Privacy Policy deals with individual rights pursuant to privacy obligations and is independent of any contractual and ethical obligations.

Personal information

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable:

Whether the information or opinion is true or not; and
Whether the information or opinion is recorded in a material form or not

There are some obvious examples of personal information, such as your name or address. Personal information can also include medical records, bank account details, photos and videos.

Collection

INVOLVE will only collect information that is necessary to enable customer organisations to perform their services. THis includes, but is not limited to, information such as:

Name
Date of birth
Contact details such as email, address, phone numbers
Next of kin details
Relevant medical issues
Drivers licence details
Working with children check / working with vulnerable people check details

INVOLVE does not monitor nor restrict the information requested by customer organisations.

Limited Use and Disclosure

Personal information will not be used nor disclosed by INVOLVE other than the purpose for which it was collected, except with the consent of the individual or as required by law.
If you register as an Organisation through our Site we will share the information you provide to us to VWA to assist them to advance the impact of volunteering in Australia.
INVOLVE may also disclose your personal information to its service providers and contractors from time to time but only for the purpose of assisting us to deliver the products and services we offer to you or to conduct market research about our products and services.
INVOLVE may also disclose your personal information to its related bodies corporate from time to time but only for the purpose of assisting INVOLVE and its related bodies corporate to provide and improve the products and services offered to users of each of their websites and products including (but not limited to):
1. data enhancement and parsing to facilitate product functionality and service quality;
2. product development to respond to market changes and customer needs and requests;
3. development and improvement of algorithms servicing product functionality (e.g. Search recommendations);
4. IT security measures for the benefit of protecting customer data;
5. data aggregation to support customer experiences, support services, and data analytics; and
6. ensuring the proper and more efficient working of the IT systems and services.
INVOLVE may also receive Personal Information from INVOLVE's related bodies corporate from time to time in accordance with the privacy policy of those related bodies corporate and/or the Privacy Act (as applicable).
We may also disclose your personal information to third parties where it is required by law, such as for law enforcement purposes or where there is a threat to a person's safety.

Storage

INVOLVE will take reasonable steps to protect the security of the personal information held in order to avoid the misuse, loss, unauthorised access, modification or disclosure of this.INVOLVE will take reasonable steps to destroy personal information if it is no longer needed for any purpose where it may be used or disclosed relating to the primary purpose of collection.

Any information which we hold for you is stored on secure servers in Australia.

Access

In appropriate circumstances, INVOLVE will provide access to the personal information that is held on employees and volunteers. If a person requires access to personal information held on them, that information is available to them on the INVOLVEplatform.

To obtain access to personal information held on you by INVOLVE, you will be asked to provide proof of your identity. This is necessary to ensure that personal information is provided only to the correct person/s and that the privacy of others is not undermined.

Upon request by an employee or volunteer, INVOLVE will provide a copy of the personal information kept on file for that employee or volunteer, except where an exemption to access under the Act applies.

At all times, conduct under this Policy will be governed by the following principles:

All requests for access will be treated seriously; and
All requests will be dealt with promptly and in a confidential manner.

Hyperlinks to Other Web Sites

Organisations that use INVOLVE might embed links to web sites of other companies unaffiliated with us. Please note that we are unable to review all such sites and take no responsibility for the content of any linked web site. These websites may have a different privacy policy to ours, and you should check this with them.

Employee and Volunteer records

The Act does not apply to INVOLVE when it handles current and past employee records for something that is directly related to the employment relationship. INVOLVE will take reasonable steps to ensure that employee records are maintained in accordance with the APPs.

Compliance with the Australian Privacy Principles

Anyone may make an inquiry or complaint about INVOLVE's compliance with the APPs by forwarding an email to [email protected] or letter to the registered office of Volunteering WA.

If an inquiry or complaint is made about INVOLVE's compliance with the APPs, VWA will investigate the inquiry or complaint according to the INVOLVE procedure.

Feedback and Complaints

INVOLVE welcomes ideas and feedback about all aspects of the system. INVOLVE stores feedback that users send to us. This feedback may be used to administer and refine the service we provide and may be shared with INVOLVE partners either in aggregate form or with specific identifying characteristics removed.

If you have any complaints about our dealings with your personal information including any breaches by us of any Australian Privacy Principles or any questions regarding this Privacy Statement you are able to submit that complaint or query by contacting us using the methods detailed in the "Contact Us" paragraph below. Any complaints received by us will be promptly investigated and a written response will be provided to you as soon as possible.

Contact us

If at any time you have any questions regarding this Privacy Statement, the practices of this Site or dealings with this Site, you can contact via the Contact us page or by sending an email to [email protected].

Accountabilities

Role	Accountability
VWA Executive	Communicate commitment to the Privacy policy Ensure the policy is amended when required Model appropriate behaviours Address potential breaches of this Policy
VWA leaders Customer organisation leaders	Ensure that there is consistent interpretation of this policy Monitor the work environment to ensure that acceptable standards of conduct are observed at all times Ensure that decisions regarding employees or volunteers and the work environment are in compliance with this policy Model appropriate behaviours Treat all complaints seriously and take immediate action to refer complaints or report conduct in breach of the policy Act as a first point of contact for employees and volunteers wishing to raise issues that have occurred that are contained within this policy Refer a complaint to another leader if they do not feel that they are the best person to deal with the case (e.g. if there is a conflict of interest or if the complaint is complex or serious)
Employees and volunteers	Understand their obligations and rights in dealing with personal information Comply with their responsibilities under this policy Follow the established procedure should they be involved in collecting personal information for the organisation

Amendments

From time to time, INVOLVE may review and update this Privacy Policy. It is the responsibility of the user to ensure they are familiar with this Privacy Policy. Revised versions will be made available on the Site.