Privacy Statement.
Privacy Statement for Youth Outreach - Gold Coast Project for Homeless Youth, accessible from homelessyouth.com.au
Last Updated: 21 October 2020
Gold Coast Project for Homeless Youth Inc (GCPHY) is committed to protecting the privacy and confidentiality of our clients, supporters, staff, students, volunteers, contractors, and other related parties, ensuring that we meet our obligations under the Australian Privacy Principles contained in the Privacy Act 1988 (Cth), Privacy Act (2000), the Health Records Act (2001), and the Charter of Human Rights and Responsibilities Act (2006).
We recognise the importance of privacy and community awareness regarding the collection, use, disclosure and security of personal and sensitive information, which we may collect during the course of our many functions. This Privacy Statement sets out how we manage your personal and sensitive information and protect your privacy.
Social Media and Online Activity
The Gold Coast Project for Homeless Youth Inc (GCPHY) web site is hosted by weebly.com which is a website building platform. We also utilise Facebook to provide information and when interacting with the public and potential service users.
Weebly privacy policy: https://www.weebly.com/au/privacy
Facebook privacy policy: https://www.facebook.com/privacy/explanation
Instagram privacy policy: https://help.instagram.com/155833707900388
Please be aware that by placing your photograph or personal information on any internet based platform such as a website, Facebook or Instagram page, or even in an email, that it then has the potential to be transferred and or stored outside of Australia. This transfer could be activated by someone accessing the Web or Facebook/Instagram page while situated in another country, or the server and or hosting party being based offshore. For this reason we advise not to disclose sensitive personal information when emailing us or leaving a comment and instead, wait to speak directly with a GCPHY employee before disclosing such information.
We also use tools such as Google and Weebly to track visits to our website and use this information to measure its effectiveness for our clients. While this data is mostly anonymous, sometimes we will connect it to you, for instance in personalising a webpage or prefilling a form with your details. For more information on our analytics tools, read Google’s Privacy Policy and Weebly's Privacy Policy. Other cookies used by GCPHY include: email newsletter related cookies (mailchimp) to track subscription and unsubscription, for example to remember if you have already subscribed, form related cookies (wheInn you submit data through a form such as those found on our contact page), and site preferences.
Mailchimp Privacy Policy: https://mailchimp.com/legal/privacy/
We also use tools that tell us when a computer or device has visited or accessed our content, and this allows us to tailor advertising both on our websites and through advertising networks on other websites based on your visits or behaviour through cookies on your device. You can control how cookies are used through the settings on your chosen browser (see your browser help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit.
You can also control how your information is used with advertisers through the Network Advertising Initiative, including opting-out from interest-based advertising.
In some special cases we also use cookies provided by trusted third parties. Third party cookies may include:
- Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content (Google’s Privacy Policy).
- Google AdSense service - uses a DoubleClick cookie to serve more relevant ads across the web and limit the number of times that a given ad is shown to you.
For more information on Google AdSense see the official Google AdSense privacy FAQ.
- Social media buttons and/or plugins that allow you to connect with your social network in various ways. Refer to social media privacy policies listed above.
Disclaimer of Responsibility for 3rd party sites
Our website contains links to other web sites. We are not responsible for the content on those other websites or their privacy practices.
Information We Collect
Online Platforms:
GCPHY collects non-personal information that allows us to log information about visitors to our website for statistical purposes, such as:
- the number of page hits
- the number of unique visitors
- the pages accessed or downloaded by session
- the number of emails sent via the contact form
- the type of browser being used
- the device being used (e.g. desktop or mobile), and the type of device (e.g. iPhone 6, Samsung 8)
GCPHY will only collect personal and sensitive information that is necessary for us to ensure the delivery of effective services. The type of information we may collect, hold and use, varies depending on the purpose for which it is collected and may include but may not be limited to: :
· Supporters: As a supporter of GCYS’s mission and activities, we may need to collect your name and contact details. As a valued financial supporter of our fundraising activities, we may also need to collect your bank account or credit card details. Depending on the method you choose to donate through, financial details may be processed through Xero (Privacy Policy), Paypal (Privacy Policy), Braintree (Privacy Policy), Frontstream (Privacy Policy), Good2Give (Privacy Policy), Everyday Hero (Privacy Policy), Givenow.com.au (Privacy Policy), or another nominated fundraising platforms specific to an event.
· Newsletter Subscribers: We send an occasional newsletter to members, staff and volunteers, supporters, and people who opt to subscribe to our newsletter via our website. We use mailchimp for this purpose. Mailchimp Privacy Policy. Mailchimp is also used to send invitations to events such as our Annual General Meeting.
· Service users, program participants: As a service user of, or participant in, one of our many services, programs and or activities or events, we may need to collect information that includes but may not be limited to your name and contact details, information regarding your current circumstances and past history, your health, income status, and emergency contact details. We may also complete a referral for you online via the Queensland Homelessness Information Platform (QHIP) (Privacy and Consent Fact Sheet) (Fact Sheet) hosted by the QLD Department of Housing and Public Works (Privacy Policy), and utilise a confidential case management platform called the Specialist Homelessness Information Platform (SHIP) (Privacy Policy), hosted by Infoxchange (Privacy Policy). This platform is used for reporting to the Australian Institute of Health and Welfare (AIHW) (Privacy Policy) using the platform Validata (Privacy Information). Other information platforms used by GCHPHY include Dropbox (Privacy Policy), SharePoint and Office365 Email Exchange (Microsoft Privacy Statement).
How We Collect, Hold and Store Information About You
We may collect, hold, use and disclose personal and sensitive information for purposes necessary to carry out our functions and provide our services and programs. Generally, these purposes include:
- to keep in contact with you as a supporter of GCPHY and to inform you about the role and extent of our work and mission
- to manage our fundraising activities and for taxation record-keeping purposes associated with your donation to GCPHY
- to assess your support needs and to provide you with the services and assistance we offer
- to provide you with the necessary care and assistance during your time as a resident of, or recipient of the services we provide
- to comply with necessary business and accounting standards
- to comply with our reporting obligations to the Australian Taxation Office and other government agencies and funding bodies.
We are committed to maintaining your privacy and we will only use your personal and sensitive information for a permitted purpose for which we have collected the information.
You have the option of not identifying yourself or using a pseudonym when dealing with us in relation to a particular matter, unless we believe it is impracticable to do so in the circumstances. If you wish to deal with us in this manner, you must tell us in writing so that we can consider if your request is practicable.
How We May Share Your Information
If necessary to carry out our functions and provide our services and programs, we may need to disclose your personal and sensitive information to external service providers and other agencies and organisations.
We will only share your personal and sensitive information in accordance with your express consent and instructions, subject to the exclusions set out in the Australian Privacy Principles, when it relates to a ‘duty of care’ or we are required to by law, or in accordance with the specific Privacy Notice provided to you by us at or near the time of collection of your personal and sensitive information.
Non-identifying data is also made available to the each program’s funding body for review and reporting purposes and to ensure that we are providing a quality service that meets required standards. As part of these requirements, non-identifying data is submitted to the Australian Institute of Health and Welfare (see above) and to the Queensland Department of Housing and Public Works.
Accessing Information We Hold About You:
You have the right to access your personal and sensitive information, subject to some exceptions allowed by law. If you would like to access or seek correction of your personal and sensitive information, please contact our manager at the contact details below. For security reasons you will be asked to put your request in writing.
We will require you to fill in an appropriate form to assist in verifying your request. There is no application fee for making a request to access your personal and sensitive information.
If at any time you wish to change personal information that we hold about you because it is inaccurate or out of date, please contact us at admin@homelessyouth.com.au and we will amend this record. If you wish to have your personal information deleted, please let us know in the same manner as referred to above and we will take all reasonable steps to delete it unless we need to keep it for legal reasons.
How We Comply with the Notifiable Data Breaches Scheme
We will notify you in the event your personal information is involved in a data breach that is likely to result in serious harm. This notification will include recommendations about the steps you should take in response to the breach. We will also notify The Australian Information Commissioner of eligible data breaches. Each suspected data breach reported to us will be assessed to determine whether it is likely to result in serious harm, and as a result require notification.
Feedback or Complaints
We are committed to protecting your privacy and upholding the Australian Privacy Principles. If you believe we have breached the Australian Privacy Principles please contact our manager with your concerns at the contact details below.
We take all complaints very seriously and we will endeavour to respond to your complaint and address your concerns as soon as reasonably practicable.
In Australia, if we fail to respond to your complaint within 30 days of receiving it in writing or if you are dissatisfied with the response that you receive from us, you may have the right, depending on the jurisdiction, to make a complaint to the applicable regulator (How to Make a Privacy Complaint). In New Zealand, you may make a complaint to the Privacy Commissioner at any time, though the Privacy Commissioner may refer you back to us if you did not make the complaint to us in the first instance.
GCPHY is committed to constantly reviewing and improving our services and we welcome your feedback. To provide feedback on our services please email admin@homelessyouth.com.au.
If you have a question or feedback about how we manage your personal information or would like to know more, you can contact us at the contact details below.
Future changes
We operate in a dynamic business environment. Over time, aspects of our business may change as we respond to changing market conditions. This may require our policies to be reviewed and revised. We reserve the right to change this Privacy Policy at any time and notify you by posting an updated version of the policy on its website. If at any point we decide to use personal information in a manner materially different from that stated at the time it was collected we will notify users by email or via a prominent notice on our website, and where necessary we will seek the prior consent of our users.
More Information, Feedback, Comments
We welcome and appreciate your feedback or comments in relation to our Privacy Policy and the collection of personal and sensitive information. If you have any questions in relation to privacy please contact our manager at the contact details below.
The Manager P.O. Box 2416 Southport QLD 4215 Email: admin@homelessyouth.com.au
For enquiries regarding online contact, refer to Website Administrator Email: admin@homelessyouth.com.au
How We Collect, Hold and Store Information About You
We may collect, hold, use and disclose personal and sensitive information for purposes necessary to carry out our functions and provide our services and programs. Generally, these purposes include:
- to keep in contact with you as a supporter of GCPHY and to inform you about the role and extent of our work and mission
- to manage our fundraising activities and for taxation record-keeping purposes associated with your donation to GCPHY
- to assess your support needs and to provide you with the services and assistance we offer
- to provide you with the necessary care and assistance during your time as a resident of, or recipient of the services we provide
- to comply with necessary business and accounting standards
- to comply with our reporting obligations to the Australian Taxation Office and other government agencies and funding bodies.
We are committed to maintaining your privacy and we will only use your personal and sensitive information for a permitted purpose for which we have collected the information.
You have the option of not identifying yourself or using a pseudonym when dealing with us in relation to a particular matter, unless we believe it is impracticable to do so in the circumstances. If you wish to deal with us in this manner, you must tell us in writing so that we can consider if your request is practicable.
How We May Share Your Information
If necessary to carry out our functions and provide our services and programs, we may need to disclose your personal and sensitive information to external service providers and other agencies and organisations.
We will only share your personal and sensitive information in accordance with your express consent and instructions, subject to the exclusions set out in the Australian Privacy Principles, when it relates to a ‘duty of care’ or we are required to by law, or in accordance with the specific Privacy Notice provided to you by us at or near the time of collection of your personal and sensitive information.
Non-identifying data is also made available to the each program’s funding body for review and reporting purposes and to ensure that we are providing a quality service that meets required standards. As part of these requirements, non-identifying data is submitted to the Australian Institute of Health and Welfare (see above) and to the Queensland Department of Housing and Public Works.
Accessing Information We Hold About You:
You have the right to access your personal and sensitive information, subject to some exceptions allowed by law. If you would like to access or seek correction of your personal and sensitive information, please contact our manager at the contact details below. For security reasons you will be asked to put your request in writing.
We will require you to fill in an appropriate form to assist in verifying your request. There is no application fee for making a request to access your personal and sensitive information.
If at any time you wish to change personal information that we hold about you because it is inaccurate or out of date, please contact us at admin@homelessyouth.com.au and we will amend this record. If you wish to have your personal information deleted, please let us know in the same manner as referred to above and we will take all reasonable steps to delete it unless we need to keep it for legal reasons.
How We Comply with the Notifiable Data Breaches Scheme
We will notify you in the event your personal information is involved in a data breach that is likely to result in serious harm. This notification will include recommendations about the steps you should take in response to the breach. We will also notify The Australian Information Commissioner of eligible data breaches. Each suspected data breach reported to us will be assessed to determine whether it is likely to result in serious harm, and as a result require notification.
Making a Query or Complaint
We are committed to protecting your privacy and upholding the Australian Privacy Principles. If you believe we have breached the Australian Privacy Principles please contact our manager with your concerns at the contact details below.
We take all complaints very seriously and we will endeavour to respond to your complaint and address your concerns as soon as reasonably practicable.
In Australia, if we fail to respond to your complaint within 30 days of receiving it in writing or if you are dissatisfied with the response that you receive from us, you may have the right, depending on the jurisdiction, to make a complaint to the applicable regulator (How to Make a Privacy Complaint). In New Zealand, you may make a complaint to the Privacy Commissioner at any time, though the Privacy Commissioner may refer you back to us if you did not make the complaint to us in the first instance.
If you have a question about how we manage your personal information or would like to know more, you can contact us at the contact details below.
Future changes
We operate in a dynamic business environment. Over time, aspects of our business may change as we respond to changing market conditions. This may require our policies to be reviewed and revised. We reserve the right to change this Privacy Policy at any time and notify you by posting an updated version of the policy on its website. If at any point we decide to use personal information in a manner materially different from that stated at the time it was collected we will notify users by email or via a prominent notice on our website, and where necessary we will seek the prior consent of our users.
More Information, Feedback, Comments
We welcome and appreciate your feedback or comments in relation to our Privacy Policy and the collection of personal and sensitive information. If you have any questions in relation to privacy please contact our manager at the contact details below.
The Manager P.O. Box 2416 Southport QLD 4215 Email: admin@homelessyouth.com.au
For enquiries regarding online contact, refer to Website Administrator Email: admin@homelessyouth.com.au