Privacy Policy

 

Privacy collection statement

 

Doctors For Nutrition Limited (ABN 97 626 980 345) (DFN, we, us or our) may collect, use and disclose personal information about you. 

 

Generally, we collect personal information directly from you, however there may be occasions where we need to collect additional personal information about you from third parties, and we will notify you about this at that time.

 

We collect and use your personal information for the purposes of providing information, resources, goods and services to you or someone else on your behalf, facilitating our internal business operations, and providing you with information about other goods and services that may be of interest to you.

 

If you choose not to provide us with your personal information, or it is incomplete or inaccurate, we may not be able to provide you with the information, resources, goods and services you are seeking.

 

We are likely to disclose your personal information to our workers, consultants, and third parties who assist us in operating our business, third parties to whom you have agreed we may disclose your information, or as otherwise required or authorised by law.  We are likely to disclose your personal information overseas to our third party service providers, who are too numerous to list, and they change from time to time, such as SupporterHub, Monday.com, Donorbox, Mailchimp, Wix, Zoom, Google Analytics who are located in the United States of America, and Xero who are located in New Zealand.

 

You may choose to disclose your information to other individuals when participating in workshops and events.  While we request that all individuals respect the privacy of others and not disclose information received during those activities, individuals who are not our workers are not bound to comply with our privacy policy.

 

We may use and disclose personal stories you have provided to us as ‘case studies’, where those case studies have been appropriately de-identified, unless you have provided your express written consent that we may use and/or disclose your personal story as a case study without de-identification.

 

More detailed information about the types of personal information we collect from you, the way we use, disclose and secure your personal information, how you can access and correct that information, and how you can make a complaint about a breach of privacy can be found in our Privacy Policy, available at https://www.doctorsfornutrition.org/privacy or by contacting us at:

 

Address: PO Box 285 Curtin ACT 2605 

Email address: contact@doctorsfornutrition.org 

Website: https://www.doctorsfornutrition.org/ 

1. Introduction

1.1.

Doctors For Nutrition Limited (ABN 97 626 980 345) (DFN, we, us or our) may collect, use and disclose personal information about you.

1.2.

In this document, we refer to individuals who receive goods and services from us as ‘clients’.  We refer to individuals who participate in workshops and events as ‘participants’.  Finally, we refer to employees, volunteers, candidates for volunteer work, prospective employees, and contractors as ‘workers’.  In some circumstances, you may belong to more than one of these groups (for example, when clients or dependents are participants), and multiple sections of this document will then apply to you.  

2. General

2.1.

The Privacy Act 1988 (Cth) (Privacy Act), and the Australian Privacy Principles (APPs) govern the way in which we must manage your personal information and this policy sets out how we collect, use, disclose and otherwise manage personal information about clients, participants, donors, and members of the public.  In addition, if you are resident in New South Wales or Victoria, the Health Records and Information Privacy Act 2002 (NSW) or the Health Records Act 2001 (Vic) will apply to health information collected and handled.

2.2.

Personal information means information or an opinion about an identified person, or a person who is reasonably identifiable, whether the information or opinion is true or not, and whether it is recorded in material form or not.

2.3.

Sensitive information is a subset of personal information and includes information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientation or practices, criminal record, that is also personal information, as well as health information about an individual, genetic information about an individual that is not otherwise health information, biometric information that is to be used for the purpose of automated biometric verification or biometric identification, or biometric templates.

3. Collection

3.1.

Types of information collected

3.1.1.

We may collect and hold personal information about you (that is, information that can identify you) that is relevant to our functions and activities.  The kinds of information we collect from you depends on our relationship with you.

3.1.2.

For all individuals we deal with, we may collect your name, contact details, and other information relevant to providing you with the information, goods and services you are, or someone else you know, is seeking.

3.1.3.

If you are a client or participant, we may also collect your geographic location (state or territory), industry, workplace, occupation, demographic information (where you have elected to fill in a survey for us), as well as your health information if you have provided that information to us during the course of providing you with information, goods, and services.

3.1.4.

If you are a donor, you may choose to provide us with demographic data, such as your gender, geographic location, occupation, workplace and areas of interest.  We use this information to help understand who engages with us.

3.1.5.

You may agree to appear in a photograph, video, or other recording for DFN, including for our marketing or promotional purposes.  In those circumstances, we will provide you with a separate media consent form which applies in addition to this privacy policy.

3.1.6.

We only collect sensitive information about you if you consent to the collection of the information and if the information is reasonably necessary for the performance of our functions and activities.  Consent may be implied by the circumstances existing at the time of collection.  There may also be circumstances under which we may collect sensitive information without your consent, as required or authorised by law.

3.1.7.

We may also collect information through the use of our website and digital platforms, including IP address, geographical location, browser type, user preferences, ‘cookie’ information, and date and time of visit.

3.2.

Method of collection

3.2.1.

We will generally collect personal information directly from you through a variety of avenues, including any of our standard forms, our volunteer and employment application process, registration and attendance at our workshops and events, via emails or other communications, via phone, in person, via our surveys (where applicable), via our website (including contact forms), and social media accounts.

3.2.2.

If we receive unsolicited information about you that we did not request and which is not directly related to our functions or activities, we may be required to destroy or de-identify that information, providing it is lawful and reasonable to do so.

3.3.

Purpose of collection

3.3.1.

The personal information we collect and hold about you depends on your interaction with us.  Generally, we will collect, use, and hold your personal information if it is reasonably necessary for or directly related to the performance of our functions and activities and for the purposes of:

(a) providing information, resources, goods and services to you or someone else on your behalf;

(b) processing your donation or purchase and providing receipts, and communicating with you about how your donation is used;

(c) facilitating our internal business operations, including:

(i) establishing our relationship with you;

(ii) the fulfilment of any legal requirements;

(iii) maintaining and managing our relationship with you and communicating with you in the ordinary course of that relationship (including responding to feedback or complaints);

(iv) organising and facilitating workshops and events;

(v) analysing our goods and services and client needs with a view to developing new or improved goods and services or business operations;

(vi) contacting you to provide a testimonial for us; and

(d) providing you with information about other goods and services that we or our related entities and other affiliated organisations offer that may be of interest to you.

3.3.2.

Except as otherwise permitted by law, we only collect sensitive information about you if you consent to the collection of the information and if the information is reasonably necessary for the performance of our functions, as set out above.

3.4.

Internet users

3.4.1.

Our website may contain links to other websites.  We are not responsible for the privacy practices of linked websites and linked websites are not subject to our privacy policies and procedures.

3.4.2.

Our website uses cookies.  The main purpose of cookies is to identify users and to prepare customised web pages for them.  Cookies do not identify you personally, but they may link back to a database record about you.  We use cookies to monitor usage of our website and to create a personal record of when you visit our website and what pages you view so that we may serve you more effectively.

4. Use and disclosure

4.1.

Generally, we only use or disclose personal information about you for the purposes for which it was collected (as set out above).  We may disclose personal information about you to:

(a) our workers, consultants, and other parties who require the information to assist us with facilitating our internal business processes, providing you with information, resources, goods and services, and with establishing, maintaining, managing, or ending our relationship with you;

(b) third party service providers who assist us in operating our business and providing you with information, resources, goods and services (including payment processors, insurers, IT and technology service providers, event organisers, and professional advisers such as lawyers, accountants, and auditors) and these service providers may not be required to comply with our privacy policy;

(c) third parties to whom you have agreed we may disclose your information or where the information was collected from you for the purposes of passing it on to the third party; and

(d) any other entity as otherwise permitted or required by law, including regulatory bodies.

4.2.

We may expand or reduce our business and this may involve the sale and/or transfer of control of all or part of our business.  Personal information, where it is relevant to any part of the business for sale and/or transfer, may be disclosed to a proposed new owner or newly controlling entity for their due diligence purposes, and upon completion of a sale or transfer, will be transferred to the new owner or newly controlling party to be used for the purposes for which it was provided.

4.3.

Sensitive information (including health or medical information) is only used and disclosed for the purposes for which it was collected, unless your further consent is obtained, or otherwise as permitted or required by law.  If we use your sensitive information for internal research or statistical purposes, we will de-identify the information first.

5. Security

5.1.

We store your personal information in different ways, including in paper and in electronic form.  The security of your personal information is important to us.  We take all reasonable measures to ensure that your personal information is stored safely to protect it from interference, misuse, loss, unauthorised access, modification or disclosure, including electronic and physical security measures.

5.2.

Personal information collected is hosted on third party data servers which may be located outside of Australia.  We take reasonable steps to ensure any third party data storage suppliers we partner with have appropriate cyber and physical security controls in place.

5.3.

Where personal information held is no longer necessary for our operations, DFN deletes information or permanently de-identifies it, subject to specific laws in respect of data retention.

6. Access and correction

6.1.

You may access the personal information we hold about you, upon making a written request.  We will respond to your request within a reasonable period.  We may charge you a reasonable fee for processing your request (but not for making the request for access).  For security reasons, you will be required to put your request in writing and provide proof of your identity.

6.2.

It is essential that the information contained in our records is accurate, complete, and up to date.  If, upon receiving access to your personal information or at any other time, you believe the personal information we hold about you is inaccurate, incomplete or out of date, please notify us immediately.  We will take reasonable steps to correct the information so that it is accurate, complete and up to date.

6.3.

If we refuse to correct your personal information, we will give you a written notice that sets out our reasons for our refusal (unless it would be unreasonable to provide those reasons), including details of the mechanisms available to you to make a complaint.

7. Complaints and feedback

7.1.

If you have any queries or concerns about our privacy policy or the way we handle your personal information, or you wish to make a complaint about a breach of the Privacy Act, the APPs, or a privacy code that applies to us please contact us using the details below and we will take reasonable steps to investigate the complaint and respond to you.

Address: PO Box 265 Curtin ACT 2605

Email address: contact@doctorsfornutrition.org

Website: https://www.doctorsfornutrition.org/

7.2.

For more information about privacy in general, you can visit the Office of the Information Commissioner’s website at www.oaic.gov.au.

7.3.

If after this process you are not satisfied with our response, you can submit a complaint to the Office of the Information Commissioner, Australia.  To lodge a complaint, visit the ‘Complaints’ section of the Office of the Information Commissioner’s website, located at http://www.oaic.gov.au/privacy/privacy-complaints, to obtain the relevant complaint forms, or contact the Information Commissioner’s office.

8. Changes and updates

8.1.

We reserve the right to review, amend and/or update this policy from time to time.  If further privacy legislation and/or self-regulatory codes are introduced or our privacy policy is updated, we will summarise any substantial modifications or enhancements in this section.

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