Birds SA often handles personal information from members, volunteers, supporters, donors, members of the public and candidates for volunteer work.
1. WE RESPECT YOUR PRIVACY
Birds SA respect your right to privacy and are committed to safeguarding the privacy of our members and website visitors. We adhere to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). This policy sets out how we collect and treat your personal information.
"Personal information" as defined in the National Privacy Act 1998 (Cwth) is: ‘information or an opinion (including information or an opinion forming part of a database) and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion’.
2. COLLECTION OF PERSONAL INFORMATION
2.1 We will, from time to time, receive and store personal information which you provide to us directly including data entries which you make on our website, or which we receive via Member Jungle, Stripe payment gateway or Xero accounting software, or is given to us in other forms.
2.2 Birds SA collects personal information about individuals where that information is necessary for any of the Association’s principal objects (Rule 4):
(a) promoting public understanding of the importance of South Australian birds and their natural habitats;
(b) highlighting the conservation concerns affecting Australian birds and their habitats;
(c) assisting Birds SA to participate in relevant civic and political debates that maintain, protect, conserve and education the public about South Australian birds;
(d) forging corporate, government and professional alliances to achieve conservation outcomes;
(e) fulfilling Birds SA role in facilitating scientific study and research of South Australian birds and their habitats, so as to improve their conservation, and to record and publish the results of such research; and
(f) fulfilling Birds SA role in fostering ethical bird watching, for the benefit of both people and Australian birds.
In addition, Birds SA collects personal information for:
(g) notifying individuals of Birds SA’s activities;
(h) seeking new members and processing, renewing and maintaining Bird SA’s membership and library subscription services;
(i) increasing Bird SA’s financial support, through various fundraising events, in order to maintain and enhance Birds SA’s effectiveness; and
(j) fulfilling the maintain a public fund, called the “Birds SA Conservation Fund” for the specific purpose of supporting the Association’s Objects, with a strong emphasis on (e) above.
3. HOW WE COLLECT YOUR PERSONAL INFORMATION
3.1 Birds SA will only collect personal information by lawful and fair means and not in an unreasonably intrusive way.
3.2 At or before the time Birds SA collects personal information about an individual from an individual, Birds SA will take reasonable steps to ensure that the individual is aware of:
(a) the identity of Birds SA and how to contact Birds SA;
(b) the fact that the person is able to gain access to the information;
(c) the purposes for which the information is collected;
(d) the main consequences (if any) for the individual if all or part of the information is not provided.
3.3 If it is reasonable and practical to do so, Birds SA will collect personal information about an individual only from that individual or that provided by the primary member of a family membership.
3.4 If Birds SA collects personal information about an individual from someone else, it will take reasonable steps to ensure that the individual is or has been made aware of the matters listed 3.2.
4. USE AND DISCLOSURE OF YOUR PERSONAL INFORMATION
We may use personal information collected from you to provide you with information, updates and our services. We may also make you aware of new and additional products, services and opportunities available to you. We may use your personal information to improve our products and services and better understand your needs.
We may contact you by a variety of measures including, but not limited to telephone, email, sms or mail.
4.1 Birds SA uses and discloses an individual’s personal information for the purpose for which it was collected.
4.2 Birds SA may use personal information about an individual for a secondary purpose if the secondary purpose is related to the primary purpose of collection; and
(a) the individual would reasonably expect Birds SA to use or disclose the information for the secondary purpose; and
(b) the use is made by a volunteer, agent or contractor of Birds SA (e.g., Thnkadvisory for financial statement preparation and Australian Independent Auditor Services for audits, Member Jungle for membership management, Stripe for payment gateway, Xero for accounting purposes), in the performance of their duties for delivery of Birds SA services; or
(c) the individual has consented to the use or disclosure.
4.3 Birds SA creates reports for the SA Department of Environment and Water and other partnering organisations using the bird data collected by individuals. This data does not disclose personal information of these individuals, but does include latitudinal and longitudinal coordinates of species detected, species detected, number of birds detected per species, reporting rate for species and distribution maps.
4.4 Birds SA may also use your personal information to protect the copyright, trademarks, legal rights, property or safety of the proprietor of birds.memberjungle.com domain, its customers or third parties.
4.5 If there is a change of control in the business or a sale or transfer of business assets of third parties (e.g., Member Jungle, Stripe and Xero), Birds SA reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non-personal information contained in those databases. This information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would seek to only disclose information in good faith and where required by any of the above circumstances.
5.1 Consent means voluntary and informed agreement to some act, practice or purpose.
5.2 Birds SA will, wherever possible, seek consent from individuals before using their personal information for a secondary purpose.
5.3 Birds SA may use personal information about an individual for the secondary purpose of promoting Birds SA products, activities, materials, educational resources and competitions to the individual and to inform the individual of issues of significance generally (direct marketing). Birds SA may also engage third party service providers to assist Birds SA in conducting these direct marketing activities.
5.4 Birds SA will only use personal information about an individual for direct marketing in circumstances where:
(a) it is impracticable for Birds SA to seek the individual’s consent before that particular use;
(b) in each direct marketing communication with the individual, Birds SA draws to the individual’s attention that he or she may express a wish not to receive any further direct marketing communications;
(c) the individual has not made a request to Birds SA not to receive direct marketing communications; and
(d) each written direct marketing communication by Birds SA with the individual sets out Birds SA’s business address and telephone number and, if the communication with the individual is made by fax or other electronic means, a number or address at which Birds SA can be directly contacted electronically.
5.5 Where there is a charge associated with direct marketing, Birds SA will not charge any individual who requests that he or she not receive any further direct marketing communications from Birds SA.
5.6 Birds SA may also use personal information about an individual for a secondary purpose
(a) where Birds SA reasonably believes that the use or disclosure is necessary to lessen or prevent:
(i) a serious and imminent threat to an individual’s life, health or safety; or
(ii) a serious threat to public health or public safety; or
(iii) Birds SA has reason to suspect that unlawful activity has been, is being or may be engaged in, and uses or discloses the personal information as a necessary part of its investigation of the matter or in reporting its concerns to relevant persons or authorities; or
(iv) the use or disclosure is required or authorised by or under law; or
(b) where Birds SA reasonably believes that the use or disclosure is reasonably necessary for one or more of the following by or on behalf of an enforcement body:
(i) the prevention, detection, investigation, prosecution or punishment of criminal offences,
(ii) breaches of a law imposing a penalty or sanction or breaches of a prescribed law; the enforcement of laws relating to the confiscation of the proceeds of crime; the protection of the public revenue; the prevention, detection, investigation or remedying of seriously improper conduct or prescribed conduct; the preparation for, or conduct of, proceedings before any court or tribunal, or implementation of the orders of a court or tribunal.
6. DATA QUALITY
Birds SA will take reasonable steps to make sure that the personal information it collects, uses or discloses is accurate, complete and up-to-date.
7. SECURITY OF YOUR PERSONAL INFORMATION
7.2 Birds SA will take all reasonable steps to destroy or permanently de-identify personal information if it is no longer needed for any purpose for which the information may be used or disclosed.
7.3 Birds SA IT systems and third-party IT systems (Member Jungle, Stripe, Xero) are password protected.
8.1 Birds SA has set out in this document its policies on the management of personal information and will send out a hardcopy of this policy to anyone who asks for it.
8.2 On request, Birds SA will take reasonable steps to let the person know, generally, what sort of personal information Birds SA holds, for what purposes, and how it collects, holds, uses, and discloses that information.
9. ACCESS TO YOUR PERSONAL INFORMATION
9.1 If Birds SA holds personal information and sensitive information about an individual, Birds SA will generally provide the individual with access to the information on request by the individual.
9.2 Where providing access would reveal evaluative information generated within Birds SA in connection with a commercially sensitive decision-making process, Birds SA may give the individual an explanation for the commercially sensitive decision rather than direct access to the information.
9.3 An individual can request access to, and/or request the correction of personal information held by Birds SA. Such a request can be made by writing to or emailing the Secretary (see section 12 of this Policy for details).
9.4 If Birds SA holds personal information about an individual and the individual is able to establish that the information is not accurate, complete and up-to-date, Birds SA will take reasonable steps to correct the information accordingly.
9.5 Birds SA will provide reasons for denial of access or a refusal to correct personal information.
Wherever it is lawful and practicable, individuals will have the option of not identifying themselves when dealing with Birds SA. For example, donations made to Birds SA can be made anonymously.
11.1 When you visit Birds SA website, certain information may be collected such as browser type, operating system and others. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service.
11.2 Birds SA’s site may from time-to-time have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites. Please be aware that we are not responsible for the privacy practices of other such websites. We encourage our users to be aware, when they leave our website, to read the privacy statements of each and every website that collects personal identifiable information.
12. COMPLAINTS ABOUT PRIVACY
If you have any complaints about our privacy practices, please feel free to send in details of your complaints to The Secretary (firstname.lastname@example.org) with the subject line “Privacy”. We take complaints very seriously and will respond shortly after receiving written notice of your complaint.
14. DATE IMPLEMENTED
21 November 2022