Women in Super (ABN 91 896 877 254) (Women in Super) understands the importance of, and is committed to, protecting your personal information.
We comply with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs) regarding the manner in which we handle your personal information and how we respond to your requests to access and correct it.
1.1 We will collect and hold your personal information in a fair and lawful manner, and not in an intrusive way. Where it is reasonably practicable to do so, we will collect your personal information directly from you.
1.2 We may collect personal information from you through some of the following means:
(a) when you make an inquiry through our website (www.womeninsuper.com.au) (Website) or via social media;
(b) when you provide it to us in person, via telephone, facsimile or by correspondence in writing or electronically;
(c) when you register for a networking or professional development event;
(d) when you complete a membership registration form or a scholarship application form;
(e) when you provide us with biographies for events or publications, including photographs;
(f) through attending any of the networking events, professional development events, workshops, forums or other events run by Women in Super;
(g) through any of our mobile applications;
(h) if you respond to a post event survey;
(i) in administering and performing any contracts with you;
(j) when administering any of our services; and
(k) as otherwise may be required.
1.3 In certain cases we may collect personal information from publically available sources and third parties, such as:
(a) social media, websites, directories and databases;
(b) industry partners (for example registration for our events)
(d) your employer or colleagues (for example, they may register you for one of our events or refer you to us);
(e) your advisors or representatives (such as financial or legal advisors);
(f) suppliers and contractors; and
1.4 If we collect personal information about you from a third party we will, where appropriate, request that the third party inform you that we are holding such information, how we will use and disclose it, and that you may contact us to gain access to and correct and update the information.
1.5 If you choose not to give us personal information that we request from you, we may not be able to:
(a) provide the requested services to you, either to the same standard or at all;
(b) provide you with information about events and services that you may want; or
(c) tailor the content of our websites to your preferences and your experience of our websites may not be as enjoyable or useful;
(d) engage you in consultation on matters of importance to Women in Super, matters relating to our research, policy and advocacy work and the superannuation industry in general.
2.1 The types of personal information that we collect include (but are not limited to):
(a) your name, gender and contact information, including postal and residential addresses, telephone and facsimile numbers, and email addresses;
(b) your employment details (such as occupation, employer, position title, and areas of expertise) and personal biography;
(c) your photograph;
(d) your areas of interest and expertise;
(e) financial details;
(f) Women in Super events attended;
(g) details of dietary requirements for our events involving catering;
(h) details of disabilities where applicable for our events;
(i) details of your feedback and opinions in our surveys;
(j) details of your stories to be shared in our newsletters/advocacy campaigns and research (we will contact you for your consent before publishing);
(k) details of your volunteer activities and roles for our newsletters and annual reports (we will contact you for your consent);
(l) for job applicants or staff, employment history, educational qualifications, health information (i.e. medical reports) and payroll details.
2.2 We only collect sensitive information about you with your consent, or otherwise in accordance with the Privacy Act.
2.3 Where it is practicable to do so, we are required to provide the option for you to deal with us anonymously or under a pseudonym. This option will not be available where we are required or authorised by law to deal with individuals who have identified themselves or if we need to verify your identity in order to provide products or services to you.
2.4 We will not adopt a government related identifier, such as a tax file number or Medicare number, to identify you, unless the use is reasonably necessary for us to verify your identity of the individual for our activities or functions.
3. OUR PURPOSES FOR HANDLING YOUR PERSONAL INFORMATION
3.1 In general, we will collect, hold, use and disclose personal information for the purposes of providing or offering our services to you or engaging you to provide services to us or on our behalf, any purposes that you may reasonably expect, for any other purpose authorised by law, or for any other purposes disclosed to or authorised by you.
3.2 By providing us with your personal information, you expressly consent to us holding, using and disclosing your personal information to:
(a) offer and provide you with our services and the Website;
(b) manage and administer those services, including account keeping procedures;
(c) undertake administration, marketing (including direct marketing), planning, development, research and organisation tasks in respect of the events we run, providing information about a current event, or future events;
(d) maintain records of event attendees and their dietary requirements;
(e) prepare reports to industry bodies;
(f) provide you with news and information about our events, organisation and any research, policy and advocacy work and/or campaigns relating to Women in Super;
(g) conduct business processing functions including providing personal information to our partners, contractors, service providers or other third parties to process registrations of event attendees taking part in our events;
(h) partner with organisations to develop and provide attendee and partner services and benefits;
(i) conduct internal research and statistical analysis;
(j) assess your eligibility for employment within our organisation;
(k) establish and run professional development programs for our members and volunteers;
(l) engage you to provide services to us or on our behalf; and
(m) comply with our legal and regulatory obligations.
3.3 You also consent to Women in Super using any video and photographic images (and any accompanying audio) of its events and attendees for promotional purposes.
3.4 We may disclose personal information between our organisations or to third parties such as:
(a) our suppliers (such as web hosting providers, systems administrators and mailing houses);
(b) organisations that provide us with technical and support services;
(c) our professional advisors;
(d) our employees, contractors or service providers for the purposes of operation of our business or our website or to fulfil requests by you;
(e) travel and accommodation service providers;
(f) external event and venue managers;
(g) our industry partners and sponsors;
(h) event and conference venues including but not limited to hotels, restaurants and golf clubs;
(i) suppliers and other third parties with whom we have commercial relationships, for business, marketing, and related purposes;
(j) any organisation for any authorised purpose with your express consent.
If we disclose information to a third party, we generally require that the third party protect your information to the same extent that we do.
3.5 Subject to item 5, we will not use or disclose your personal information for any other purpose unless you have consented to that use or disclosure.
4. HOLDING AND PROTECTING YOUR PERSONAL INFORMATION
4.1 We will hold personal information as either physical records, electronically on desktop/laptop computers or other portable devices, on our servers, in cloud storage, and in some cases, records on third party servers, which may be located overseas (including in Singapore and the United States).
4.2 We may also make sound and visual records at our events and some of the programs we run.
4.3 We take active steps to hold personal information in a secure manner to ensure that it is protected from misuse, interference and loss, and unauthorised access, modification or disclosure, including:
(a) requiring our staff to maintain confidentiality;
(b) implementing document storage security policies;
(c) imposing security measures for access to our computer systems;
(d) providing a discreet environment for confidential discussions;
(e) only allowing access to personal information where the individual seeking access has satisfied our identification requirements; and
(f) ensuring there is access control into our offices.
4.4 We seek to ensure that your contact details are correct through direct communication with you, our annual member registration process and our secure member login function on our Website where our members, event attendees and volunteers can update their own personal information and preferences at any time.
4.5 We will destroy or de-identify personal information once it is no longer needed for a valid purpose or required to be kept by law.
5.1 You consent to us holding, using and disclosing your personal information to provide you with information about new events, campaigns or research directly from us which may be of interest to you.
5.2 You also consent to us disclosing your personal information directly to specially selected and approved sponsors and industry partners so that they may provide you with information on products, services and promotions which may be of interest to you.
5.3 You may opt out at any time if you no longer wish to receive information from our sponsors and industry partners. You can make this request by contacting our Privacy Officer.
6.1 You may request access to your personal information and request its correction at any time by sending a written request to our Privacy Officer.
6.2 On the rare occasions when we refuse access, we will provide you with a written notice stating our reasons for refusing access. We may seek to recover from you reasonable costs incurred for providing you with access to any of the personal information about you held by us.
6.3 We are not obliged to correct any of your personal information if we do not agree that it requires correction and may refuse to do so. If we refuse a correction request, we will provide you with a written notice stating our reasons for refusing.
6.4 We will respond to all requests for access to or correction of personal information within a reasonable time.
7.1 We may disclose your personal information to entities located outside of Australia, including: our data hosting and other IT service providers, located in the United States of America and Singapore.
7.3 From time to time we may engage an overseas recipient to provide services to us, such as cloud-based storage solutions. Please note that the use of overseas service providers to store personal information will not always involve a disclosure of personal information to that overseas provider.
7.4 By providing your personal information to us, you consent to us disclosing your personal information to any such overseas recipients for purposes necessary or useful in the course of operating our business, and agree that APP 8.1 will not apply to such disclosures. For the avoidance of doubt, in the event that an overseas recipient breaches the Australian Privacy Principles, that entity will not be bound by, and you will not be able seek redress under, the Act.
7.5 If you do not want us to disclose your information to overseas recipients, please let us know.
Women in Super
Level 23, 150 Lonsdale Street
Melbourne VIC 3000
Telephone:+61 3 8677 3827
9.2 We take all complaints seriously, and will respond to your complaint within a reasonable period.
9.3 If you are dissatisfied with the handling of your complaint, you may contact the Office of the Australian Information Commissioner:
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001
Telephone: 1300 363 992
For further information about Women in Super and how we operate, please refer to our website.