POLICIES & PROCEDURES |
Corporate |
|
|
Responsibility:
(Councillor)
|
President |
Responsibility:
(Staff)
|
Chief Executive Officer |
Approving
Authority:
|
Board |
Date of Approval:
|
22nd August 2005 |
| Last Amended: |
|
Date for Review: |
31st December 2006 |
|
1. PURPOSE
The purpose of this policy is to outline the processes used by the Tasmanian Farmers and Graziers Association (TFGA) to ensure it complies with relevant legislation with respect to the collection, access, storage and use of personal information obtained as part of its business operations.
2. SCOPE
This policy applies to personal information as defined in
the relevant legislation.
3. POLICY & PROCEDURE
The Tasmanian Farmers & Graziers Association (TFGA)
respects privacy and is committed to complying with the
National Privacy Principles (NPPs). The NPPs are contained
in the Privacy Act 1988 (the Privacy Act) and has governed
how organisations handle personal information since 21 December
2001.
The TFGA's Privacy Policy is divided into
the following sections:
3.1 HOW DOES THE TFGA COLLECT PERSONAL INFORMATION?
3.2 WHAT PERSONAL INFORMATION DOES THE TFGA COLLECT?
3.3 HOW IS PERSONAL INFORMATION USED?
3.4 WILL PERSONAL INFORMATION BE GIVEN TO ANYONE ELSE?
3.5 ACCESS AND CORRECTION
3.6 IS PERSONAL INFORMATION HELD SAFELY?
3.7 BUSINESS CONTACT PERSONAL INFORMATION
3.8 ONLINE PRIVACY ISSUES
3.9 CONTACTING THE TFGA
3.10 CHANGES TO THIS PRIVACY POLICY
3.1 How does the TFGA collect personal information?
The TFGA is a non-profit company limited by guarantee which
represents the interests of its members.
• Information provided by potential members
or members, both when they apply for their membership or
change their details.
• Information provided by processors
in relation to levy payment i.e. the names of levy payers
for the previous month or quarter depending on the processor.
• Information provided by members, non-members
and RTO students to the TFGA through public forums, workshops,
meetings, field days, surveys, courses, marketing campaigns
and through the website.
• Information provided by members participating
in any upcoming events, special offers, business and third
party services.
• Information collected from TFGA Suppliers
and Customers as per ordinary business arrangements.
As explained at 3.3 below, the reason we collect
this information is so that we can provide you with our
services, manage our relationship with you, communicate
with you effectively and identify which of our services
will best meet your requirements.
However, we don't collect information we don't
need. For example, we don't collect sensitive information
because we don't need it in order to provide you with our
services.
Our use of personal information collected
in the other ways outlined above is discussed at 3.3.
3.2 What personal information does the
TFGA collect?
The kind of information that we typically collect and hold
includes:
• Information including; first name,
surname, business name, trading name, address details, property
identification code, contact details, and information about
the commodities that they produce.
3.3 How is Personal Information used?
The personal information collected from you by the TFGA
is used to:
• Provide you with our services. This
will include use of personal information for establishing
and maintaining your membership and to notify you about
services and promotions offered by us and our sponsors and
business partners.
• As a non-profit body, the TFGA needs
to enter into sponsorship arrangements with third parties
from time to time. The TFGA's main objective in doing so
is to keep membership fees at a low level. This will sometimes
mean that the TFGA uses personal information about you to
provide you with information about products, services and
promotions offered by our sponsors.
• If at any time you do not wish to be
notified about the products, services or promotions offered
by our sponsors, please let us know. The TFGA's contact
details are at 3.9 below.
3.4 Will Personal Information be Given to Anyone Else?
In the circumstances described below, personal information
may be disclosed outside the TFGA.
(a) Outsourcing
Personal information collected by the TFGA may be disclosed
to third parties to whom the TFGA contracts out specialised
functions (including mailing houses, printing companies
and conference organisers).
For example, when the TFGA enters into a sponsorship
arrangement, the TFGA does not disclose personal information
to the sponsor. Instead, the TFGA usually enters into a
contractual arrangement with a secure mailing house, and
it will be that third party's contractual obligation to
mail out information about the relevant products, services
or promotions offered by that sponsor.
If the TFGA does disclose personal information
to third party contractors under outsourcing or contracting
arrangements, the TFGA takes steps to ensure that those
contractors:
• comply with the NPPs when they handle
your personal information (regardless of whether they are
a small business, and would otherwise be exempt from the
new privacy laws); and
• are authorised only to use personal
information in order to provide the services or to perform
the functions required by the TFGA.
(b) Disclosures required by law
The only other time the TFGA would make disclosures of personal
information is if it is required to do so by law.
The TFGA does not sell, rent or trade personal
information to or with third parties.
3.5 Access and Correction
Under the Privacy Act, you have a right to seek access to
information which the TFGA holds about you (although there
are some exceptions to this). You also have the right to
ask us to correct information about you which is inaccurate,
incomplete or out of date.
If you wish to exercise your right under the
Privacy Act to seek access to the personal information that
the TFGA holds about you, we ask that you contact the TFGA's
Privacy Officer (details at 9 below), who will explain how
the TFGA will handle your access request.
We will assume (unless you tell us otherwise)
that your request relates to our current records about you.
These current records will include personal information
about you which is included in our databases and in paper
files, and which may be used by the TFGA on a day to day
basis. To provide you with access to "current"
personal information, the TFGA would ordinarily provide
you with a print-out of the relevant personal information
from our databases, or with photocopies of records which
are held only on paper files. Ordinarily, the TFGA will
not charge you for the cost of providing this type of access
to these records.
If you are of the view that personal information
about you is not accurate, complete or up to date, please
provide the TFGA's Privacy Officer with your request for
correction (contact details are set out at 3.9 below). The
TFGA's policy is to consider any requests for correction
in a timely way.
3.6 Is personal information stored safely?
The TFGA takes steps to ensure the security of personal
information held by it from such risks as loss or unauthorised
access, destruction, use, modification or disclosure. The
TFGA only permits your details to be accessed by authorised
personnel, and it is a condition of employment that the
TFGA's employees maintain the confidentiality of personal
information.
3.7 Non-customer information
Sometimes, the TFGA needs to collect personal information
about individuals who are not members, or who are not people
to whom we would generally offer our professional services.
This will usually arise where we collect the name and business
contact details of a person who is the contact in one of
our suppliers. The TFGA's policy is to only use personal
information collected from non-customers for the business
purpose for which it was collected.
3.8 Online Privacy Issues
The TFGA will apply this policy to all personal information
it handles, whether collected online or otherwise. To the
extent that this Privacy Policy applies to online privacy
issues, it is to be read as forming part of the terms of
use for our website. This clause 3.8 is intended to provide
more information about privacy for the users of our website.
(a) Online collection of personal and non-personal
information
As outlined at point 3.1 of this Privacy Policy, we collect
personal information through our website. Our website also
collects other information which may or may not be personal
information. For each visitor to our website, our server
may automatically recognise and stores your "address"
(eg your domain name or Internet protocol address), the
type of your Internet browser, and the address of the site
which "referred" you to our website and click
stream data.
In addition, our website may use cookies to
track usage of our web site. Most web browsers are set by
default to accept cookies. However, if you do not wish to
receive any cookies you may set your browser to either prompt
or refuse cookies. Please note that rejecting cookies may
mean that not all the functions on the website are available
to you. We use cookies for tracking the statistics of our
website. This allows us to better understand our users and
improve the layout and functionality of our website. This
tracking is conducted in such a way to ensure the anonymity
of visitors - in this context the cookie may identify your
computer - but it should not identify you.
(b) Links to other websites
Sometimes our website contains links to third party websites,
for your convenience and information. When you access a
non-TFGA website, please understand that the TFGA is not
responsible for the privacy practices of that site. We suggest
that you review the privacy policies of each site you visit.
3.9. Contacting the TFGA
If you have any questions or comments about this privacy
policy, or if you wish to complain about how we have handled
personal information about you, please contact the TFGA's
Privacy Officer:
• by telephone: 6332 1800 or
• by facsimile: 6331 4344; or
• by e-mail: tfgainfo@bigpond.com
; or
• by letter:
Privacy Officer
Tasmanian Farmers & Graziers Association,
Box 193
LAUNCESTON TAS 7250
3.10 Changes to this Privacy Policy
This privacy policy may change from time to time.
4. REFERENCES & DOCUMENTS
Privacy Act 1988
Privacy Amendment (Private Sector) Act 2000
|
