1. Purpose
1.1 This Privacy Policy details the different ways Spence Club Incorporated gathers, uses, discloses and manages member data in accordance with the Privacy Act 1988 (Cth) (Act).
1.2 Spence Club Incorporated (Association) respects your privacy and is committed to protecting your privacy. The Association understands the importance you attach to information that identifies you (your ‘personal information’) and we want to help you protect it.
1.3 We are committed to supporting the Act and the Australian Privacy Principles (APPs). This Privacy Policy explains how we handle information that we learn about you when you submit any personal information to us or our associated entities in person, by mail or email or by visiting our website.
1.4 This Privacy Policy appears on our website at https://www.spenceclub.com.au/ and we will also provide a copy of this Privacy Policy to anyone who makes a request, free of charge.
2. Scope
2.1 This Privacy Policy applies to board members, committee members and general members of the Association as well as speakers and non-members who attend events held by the Association.
3. How do we collect personal information from you?
3.1 We will only collect personal information, which you have voluntarily provided to us or consented to us collecting the information. We may collect personal information about you in a variety of ways, for example:
- When you visit or use our website;
- When you use our social media;
- When you attend events;
- When you join the Association; and
- When you apply for Board or Committee positions with us.
3.2 From time to time, you may be able to visit our website or deal with us anonymously or by pseudonym. However, we require certain personal information to be able to provide you with the services and information you request. If you do not provide us with certain personal information, we may not be able to provide you with access to those services or respond to your request.
4. What type of personal information do we collect?
4.1 Under the Act, personal information is defined to mean information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.
4.2 The type of personal information we may collect from you includes (but is not limited to):
- names, address, email, phone numbers and job titles;
- date of birth and gender;
- educational qualifications and employment history; and
- information in documents such as passport or driver’s licence.
5. How do we use your personal information?
5.1 The Association will use the information you supply for the purpose of providing you with service(s) in accordance with our constitution.
5.2 We may also use the information we collect for our internal business and management processes (for example, membership management), monitoring and improving our website, keeping you informed of Association news, and for any other purposes that would be reasonably expected by you.
5.3 The Association may also use your personal information for the purpose of advising you about our services. If you do not want to receive marketing material from us, you can unsubscribe by contacting us as detailed below:
- For electronic communications, you can click on the unsubscribe function in the communication;
- For hard copy communications, you can email the Association via enquiries@spenceclub.com.au informing us that you wish to unsubscribe.
6. How do we disclose your personal information?
6.1 Your personal information will only be disclosed to those members of the Association related to the agreed provision of services. Depending on the nature of the engagement, we may need to disclose your personal information to third parties which may include service and content providers (for example online ticketing), or contractors and advisors.
6.2 The Association shall not knowingly provide personal information to any third party for any other purpose without your prior consent unless ordered to do so by a law enforcement body, court of law or other governmental or regulatory body or agency.
6.3 The Association may store, process or back-up your personal information on servers that are located overseas (including through third party service providers). The privacy laws in other countries might not be the same as in Australia. However, where the Association provides your personal information to third parties overseas, the Association will take such steps as are reasonable to ensure that your information is handled and stored in accordance with Australian privacy laws and this Privacy Policy.
7. Access to your personal information
7.1 You can request us to provide you with access to personal information we hold about you by sending us an email: enquiries@spenceclub.com.au (no spam please).
7.2 We may allow an inspection of your personal information in person, or provide copies or a summary of relevant documents, depending on what is the most appropriate in the circumstances. Any charge we make for providing access will be reasonable and will not apply to lodging a request for access. Your request to access your personal information will be dealt with in a reasonable time.
7.3 Note that we need not provide access to personal information if a request is frivolous, or where to provide access would pose a threat to health or public safety, unreasonable interference with another person’s privacy, or be a breach of the law. If we refuse access, we will provide you with reasons for doing so.
8. Accuracy and correction
8.1 To enable us to keep our records properly, please notify us if you believe that any information we hold about you is inaccurate, incomplete or out of date and we will take reasonable steps, in the circumstances, to ensure that it is corrected. You can notify us by sending us an email: enquiries@spenceclub.com.au (no spam please).
9. Our security procedures
9.1 The Association takes your privacy very seriously. We will take reasonable steps in the circumstances to protect any personal information you provide to us from misuse, interference or loss and unauthorised access, modification and disclosure.
9.2 Please be aware that the transmission of data over the internet is never guaranteed to be completely secure. It is possible that third parties not under the control of the Association may be able to access or intercept transmissions or private communications without the Association’s permission or knowledge. The Association takes all reasonable steps, in the circumstances, to protect your personal information. However, we cannot ensure or warrant the security of any information you transmit to us. Such transmissions are done at your own risk.
10. Identifiers
10.1 We will not adopt as our own, any government identifiers you may provide to us such as name, date of birth etc.
11. Links to other sites
11.1 The Association’s website may provide links to other sites for you to access. You should be aware that these other sites are not subject to this Privacy Policy or our privacy standards and procedures. You will need to contact them directly to ascertain their privacy standards.
12. Collecting data
12.1 The Association’s website may deposit “cookies” in a visitor’s computer. Cookies are pieces of information that a website transfers to an individual’s hard drive for record keeping purposes. Cookies are only sent back to the website that deposited them when a visitor returns to that site.
12.2 Cookies make it easier for you by saving your preferences while you are at our site. We never save personal identifiable information in cookies. Most web browsers are initially set up to accept cookies. You can, however, reset your browser to refuse all cookies or to indicate when a cookie is being sent.
13. Changes to our Privacy Policy
13.1 This information relates to our current Privacy Policy. From time to time, we may vary this policy for any reason. We will publish any changes on this website.
13.2 By continuing to use our website and continuing to provide us with your information, you confirm your acceptance of these changes. This Privacy Policy was last amended in September 2023.
14. Complaints resolution
14.1 The Association is committed to providing a fair and responsible system for the handling of complaints from parties whose personal information we hold. If you have any concerns regarding the way we have handled your privacy, please send us an email: enquiries@spenceclub.com.au (no spam please). We will address any concerns you have through our complaints handling process and we will inform you of the outcome of your complaint within a reasonable timeframe.
14.2 If after receiving our response, you still consider that your privacy complaint has not been resolved, you may refer your concerns to the Office of the Australian Information Commissioner at www.oaic.gov.au
15. Disclaimer
15.1 By using the Association’s website or voluntarily providing information to us in any way, you will be deemed to have consented to us maintaining, using and disclosing your personal information in the way described in this Privacy Policy and agree to all the terms and conditions of this Privacy Policy.
15.2 If you do not agree with the terms of this Privacy Policy, please do not use the website or otherwise provide us with your personal information.
