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Our Community Privacy Policy

This Privacy Policy explains how Our Community handles your personal information and data. It is based on the Australian Privacy Commissioner's National Principles for the Fair Handling of Personal Information.

This policy may change periodically so please check back on a regular basis.

If you have comments or questions regarding this privacy statement, please contact: service@ourcommunity.com.au or send us a letter via: PO Box 354 North Melbourne Victoria, Australia 3051.


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Key Privacy Points: The Stuff You Really Care About

  • This policy applies to all Our Community enterprises, including Our Community, the Funding Centre, the Australian Institute of Grants Management (though please see the SmartyGrants website for additional privacy details relating to operation of that service), GiveNow, Good Jobs, the Australian Institute for Community Directors, The Australian Institute for Corporate Responsibility, Communities in Control, and Our Consumer Place.
  • We don't sell your data to third parties. Our Community Pty Ltd (Our Community) treats all information collected as if it were private. We don't sell the information to anyone and we don't use your data for our own purposes, except as outlined in this policy.
  • We may share some data with trusted service providers. In order to manage and improve our services we may from time to time use a number of third party service providers; for example, we may use Google Analytics to track visits to our websites, Formstack to collect information via an online form, or Survey Monkey to collect survey responses. A number of these service providers are located outside of Australia and therefore the data we pass to them will be processed outside of Australia.
  • Most data is stored on servers located in Australia. Aside from the circumstances described in point 3 above, all data collected by us is stored on servers located in Australia.
  • We will comply with all Australian laws. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond. We may also need to access data to prevent potentially illegal activities and to screen for undesirable or abusive activity. For example, we have an automated virus scan that checks all file attachments.
  • Our Community: ethical, efficient, effective (and human). We do our utmost to make sure Our Community is an organisation which is highly valued by staff, the community, our members and all of our stakeholders, but being human, occasionally we make a mistake. On the rare occasion where we do slip up, we assure you that we will attend to the issue as soon as it is drawn to our attention, remedy the problem and advise you of the outcome.

Who does this policy apply to?

Our Community is committed to protecting your privacy, and establishing a trusting relationship with our users is central to our work practices.

These values permeate all of our enterprises and are reflected in the use of data transmitted through all of our websites (including www.ourcommunity.com.au, www.fundingcentre.com.au, www.grantsmanagement.com.au [though please see the SmartyGrants website for additional privacy information relating to operation of that service], www.givenow.com.au, www.goodjobs.com.au, www.communitydirectors.com.au, www.aicr.com.au, www.communitiesincontrol.com.au and www.ourconsumerplace.com.au).

Our Community websites and services are used by a wide range of groups and individuals. These include but are not restricted to staff, volunteers and members of Australian and international not-for-profit groups, local, state and federal government staff members, elected officials, business operators and members of the public. The privacy provisions in this policy apply to all service and website users.


General principles

We treat your data as private information. We do not use your data for our own purposes, except in the limited circumstances described in this privacy policy or unless we have your express consent.

We will never share your data, except where

We will never sell your data to a third party.

Generally, we use the information we collect from you only in connection with providing our services to you. However, there are some other limited uses, as listed below.


What data is collected by Our Community and what do you do with it?

 

Type of Data Use Need to know
Registration information. You may browse most Our Community websites freely, however in order to become an Our Community member or a subscriber to one of our services, you need to register. This involves supplying us with some basic information - individual's name, organisation name and type, email address, postal address and telephone number. You will also be required to set a user name and password.

To help you to access the most appropriate information and tools associated with our websites.

To provide you with support if you need technical assistance.

To communicate important service-related announcements, changes to our services or policies, password reminders, etc.

To deliver to you information about your account and newsletters that you have signed up to receive.

We may use your email/postal address and email address to inform you about training and products that we think may be of interest; however you may opt out of such notices at any time.

We will never sell or disclose your registration information to a third party.

Organisation details: For not-for-profit organisations wishing to appear in our publicly displayed Directory of Organisations, we will require some additional information, such as organisation location and purpose. We may also seek additional organisational details to provide some particular services, such as tailoring of a Funding Centre subscription to ensure you do not receive irrelevant grants information. To assist you with promotions, and to provide an information service to others.

To tailor our services to your needs.

Provision of such information is optional. It will only be used for the purposes stated at the time of its collection.
Payment information. If you order a product or book some training with us, we may need to collect payment and billing and delivery information from you. To allow you to book and pay for goods and services. Such information will only be used to send you the product that you purchase and to bill you for that service or product.
Survey/form responses. From time to time we may seek responses to survey questions, or encourage you to fill in an application form (e.g. for an award). The use of each type of information varies depending on the purpose; however it will generally be used to gather aggregated information about our stakeholders and/or to help improve or tailor our services. Completion of forms and surveys is entirely optional.

The information you provide in such forms and surveys may be collected and stored by other service providers (e.g. Formstack, Survey Monkey) who we have chosen on the basis that they will not use such information in a way that is contrary to this policy.

Information collected through forms and surveys is only disclosed to other third parties (e.g. Our Community partners) in an aggregated, de-identified form.

Customer support inquiries and other data you intentionally share. We may collect your personal information or data if you submit it to us in other contexts; for example, if you email an inquiry to us, we may record the contents of that email for later reference. We may also seek additional information that will assist us in catering for your needs when running events (e.g. dietary requirements, disability access). To allow us to provide swift, efficient and appropriate customer service. Data will never be sold and will be disclosed to a third party only where such disclosure is necessary for provision of that service (e.g. dietary requirements may be disclosed to a catering service contracted to cater to an event).
Feedback. Our Community collects and stores the feedback you provide to us on the services we offer. To administer, refine and (sometimes) promote our services. We may use your feedback to improve or promote our services, but we will never publish your name or other identifying information in association with the feedback you provide without your explicit permission.

GiveNow registration information (DONORS).

For donors to make a one off donation to a not-for-profit organisation through GiveNow we require basic information - contact name, email address, postal address and telephone number. One-off donations can only be made by credit card. Direct debit is not supported for one-off payments.

Donors who wish to make regular ongoing donations are required to create a MyGiving account. This requires the same basic information as required for a one off donation, but is stored in the system for future use by you. You will also be required to set a user name and password.

We do not own or use this data - it belongs to you and is only shared with the not-for-profit group to which you have donated.

Donors are required to input bank or credit card details to make a donation but GiveNow does not collect or store any credit card information or bank details from donors. This task is managed by Westpac in line with PCI standards, and the GiveNow and Westpac systems communicate to ensure donations are tracked and invoiced correctly by GiveNow.

To facilitate the remittance of your donations to the not-for-profit organisation of your choice.

To provide the not-for-profit organisations you have chosen to support with your contact details.

To provide you with donation receipts and an annual tax statement detailing donations.

To enable you to self-manage your online giving.

To help you to access the most appropriate information and tools associated with our websites.

To provide you with support if you need technical assistance.

We will never sell or disclose your registration information to a third party.

Only contact details are stored for donors by GiveNow. All credit card details are stored by Westpac. A unique token (generated by Westpac) is used to identify the donor in all communication between the GiveNow and Westpac systems.

GiveNow Registration information: NOT-FOR-PROFIT ORGANISATIONS.

For not-for-profit organisations to list an appeal on GiveNow and collect donations, you need to register.

This involves supplying us with some basic information - contact name, organisation name and type, email address, postal address and telephone number.

You are also required to provide proof of incorporation (if relevant), your relevant authority/ies to fundraise or proof of exemption, and your bank account details including proof of their validity.

We share your organisation name with our crowdfunding partner, Pozible. This allows automatic registration for your organisation should you wish to initiate a crowdfunded project through Pozible. Additional information, such as your organisation's bank account details, confirmation of your authority/ies to fundraise, DGR status and email address, are only shared should you give permission via registration for a crowdfunding project with Pozible.

To validate that you are who you say you are and have the right to collect funds for the purpose you state.

To meet the fundraising legislation requirements of each relevant state and territory.

To meet the requirements of authorities to fundraise held by Our Community to run the GiveNow site.

To validate that the bank details provided to us do belong to the community organisation collecting donations.

To help you to access the most appropriate information and tools associated with our websites.

To provide you with support if you need technical assistance.

To communicate important service-related announcements, changes to our services or policies etc.

To allow you to crowdfund through Pozible.

We will never sell your registration information to a third party. We may disclose such information to a third party only in limited circumstances, as outlined below.

Westpac, the bank responsible for all payment processing for GiveNow, is provided with your organisational details to ensure the correct remittance of monthly donations to your bank account.

Pozible, our crowdfunding partner, is provided with your organisation name to allow immediate registration to crowdfund. This information is public as each of these organisations has a public appeal on GiveNow.com.au. Additional organisational data - bank account details, confirmation of authority/ies to fundraise, DGR status and email address - will only be accessed by Pozible if consent has been given by the fundraising organisation via their agreement to launch a crowdfunding campaign on Pozible.

Cookies. Our websites use cookies to keep track of items in your shopping cart and to provide you with a tailored user experience. To keep track of your purchases and present you with customised content.

To remember passwords for you so you don't have to re-enter them each time you visit the site.

You have the option of setting your browser to reject cookies. (However, some services may be unavailable if you do so.)
Metadata. We use the term 'metadata' to describe the context rather than the content of the data we collect. This might include, for example, the number of users who visit a particular website or a particular page of a website, when they visit and how long they stay, what they click on, where they have come from and where they go next. Additionally, like most websites today, our web servers keep log files that contain data about the nature of each access, including the IP address and type of device from which the contact originated. We may also infer your geographic location based on your IP address. To perform statistical and other analysis, to study and measure user behaviour and trends, to understand how people use our services, and to monitor, troubleshoot and improve our services. We use de-identified metadata only (that is, data that cannot be identified as belonging to any specific individual or organisation).

 


How does Our Community store my data?

We do all we can to protect your privacy and provide a secure environment for your data. We take all reasonable steps to ensure the security of the personal data we hold is protected from such risks as loss or unauthorised access, destruction, use, modification or disclosure of data.

All registration information and related data are password-protected to provide additional security. We ask that you do not reveal or share your password with anyone. Our Community will never ever ask for your password, either verbally or through phone or email contact (whether initiated by you or us).

Where we share data with other service providers, the data is stored in their systems and is subject to their security and privacy standards. We have been careful about selecting our service providers and believe they all take data privacy and security seriously.


Who controls the data and how do I access it or correct it?

When we talk about a data controller, we are referring to the legal entity or person with the right to make decisions regarding the purposes, and the methods, of processing collected data. This includes the security measures concerning the operation and use of the data.

Where Our Community is the data controller you can request access to the personal information we hold about you, or request that we change that personal information. We will allow access or make the changes unless we consider that there is a sound reason under any relevant law to withhold the information, or not make the changes.

If we do not agree to make your requested changes to personal information, you may make a statement about the requested changes and we will attach this to the record.

You can obtain further information about how to request access or changes to the information we hold about you by contacting us (see contact details below).


Does Our Community disclose information to service providers or people outside of Australia?

Our Community uses a number of service providers to handle specific types of data that we collect. Some of these service providers are located outside Australia. Their details are listed below, including the jurisdiction in which the data will be processed.

(Note that the services outlined below are those used most often by www.ourcommunity.com.au. Other trusted service providers may be used by other of our websites, in particular www.smartygrants.com.au. Please refer to that service's own privacy policy for information about the services that are used.)

 

Data Collected Service Provider
Usage Data, Device Data, Referral Data, Metadata

Google

Service provided: Google Analytics is a web analysis service supplied by Google which uses "cookies" to collect your navigation, behaviour and demographic data. This information is forwarded to, and deposited on, Google's servers in the United States.

If you wish to opt out of Google tracking services, you are encouraged to visit: https://tools.google.com/dlpage/gaoptout

Privacy Policy: www.google.com/intl/en/policies/privacy/

Data processing location: United States of America

Survey/form responses

Survey Monkey

Service provided: Survey Monkey allows us to build customised online surveys and collect and analyse responses. Survey responses are processed and stored by Survey Monkey, which is located in America. We access this data via via the Survey Monkey website.

Privacy Policy: www.surveymonkey.com/mp/policy/privacy-policy/

Data processing location: United States of America

Form Stack

Service provided: Much like Survey Monkey (above), Formstack allows us to build customised online forms. These are typically used by us in collecting applications for awards and competitions.

Privacy Policy: www.formstack.com/privacy

Data processing location: United States of America

 


How to contact us or make a complaint

If you would like to find out more about our Privacy Policy or the personal information we have collected about you, or if you would like to make a complaint, please contact us by:

We will respond to your request usually within 48 hours and, at a maximum, within 30 days of receiving it, and treat seriously any claims of privacy breaches.

Our Community Pty Ltd   www.ourcommunity.com.au   ABN 24 094 608 705
National Headquarters: 51 Stanley St, West Melbourne Victoria 3003 Australia
(PO Box 354 North Melbourne 3051 Victoria)
Telephone (03) 9320 6800   Fax (03) 9326 6859   Email service@ourcommunity.com.au