Australian Philanthropic Services (ACN 155 905 829) (APS, we, us, our) is committed to protecting your privacy. This policy outlines how we collect and handle your personal information in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth) (Privacy Act). It also contains information on what to do if you have questions, concerns or complaints.
Types of personal information we collect
In the course of our activities, we collect a range of personal information about our clients, supporters, subscribers, visitors to our website and other people with whom we interact. This information may include your name and date of birth, address and contact details, your IP address and email address, your organisation and position title, payment and financial details and information about any previous interactions you may have had with APS.
How we collect your personal information
The main way we collect information is when you give it to us. For example when you apply to use our services such as establishing a foundation with us, donate to us, browse the website, provide feedback or contact us on our website or by phone, subscribe to our newsletters or respond to our surveys, emails or event invitations. We may also collect information from other sources such as your adviser(s) and through publicly available records and databases.
In the course of delivering our services, we may also collect information about your philanthropic motivations and experiences in order to better support you in your giving. This may include information about you or your family including personal history, health, background, religious or spiritual beliefs, sexuality, or gender. Some of this information may be considered sensitive information under the Privacy Act. Such sensitive information will only be collected directly from you and only with your consent. This information is only used internally to assist you with your grantmaking processes.
We may also collect information about your affiliation with certain organisations, such as professional associations, which will be solely used for compliance purposes and given to government agencies as required by law.
Where you log into the online client portal (through the link on the APS website via ‘Client Access’), we will collect more specific information about your log in and will also be tracking any activities that you undertake whilst you are logged in. This information is specific to your log in and therefore your personal information will be collected through the online client portal.
Use and disclosure of your personal information
APS only collects personal information that is reasonably necessary to operate our business, provide you with our services and to help us engage with you.
We use your information to:
- carry out our business activities;
- provide you with support and our services, including completing and lodging reports to comply with regulatory obligations in relation to your foundation;
- process your donation(s) and grants;
- conduct marketing and social functions;
- respond to your comments and questions; and
- keep you up-to-date with other initiatives or opportunities that we think may interest you.
APS may disclose some of this information to service and software providers who provide services to us in connection with our activities. For example, secure payment gateways, secure data storage providers, accounting and audit providers, mail distribution providers that send our communications, our professional advisers and other organisations that are involved in the provision of our services.
We may also disclose your personal information to third parties such as regulatory bodies, including the Australian Securities and Investments Commission (ASIC), the Australian Taxation Office (ATO) and the Australian Charities and Not-for-profits Commission (ACNC), to meet regulatory and reporting obligations in relation to your foundation, and to law enforcement agencies where such disclosure is required or authorised by law.
In some circumstances, we may disclose your personal information overseas, for instance where we use service or software providers that may process and store your personal information overseas. However, we will only do so if we reasonably believe that the overseas entity is subject to the same or similar privacy laws to those in Australia, if such use or disclosure is required or authorised by or under an Australian law or if you have consented to us disclosing your personal information to that overseas entity.
We may use your personal information to promote and market our services and events to you, including by email or post. If you do not wish to receive marketing communications from us, you may unsubscribe at any time by clicking the unsubscribe link in the email or by using the contact details below.
Storage of information
We keep personal information in physical and electronic records, at our premises and the premises of our third-party service providers, which may include storage in the cloud.
The security of your personal information is important to us and we take reasonable steps to ensure that all personal information we hold is protected from misuse, interference and loss and from unauthorised access, modification or disclosure. Such reasonable steps include firewalls, password access and secure servers, and ensuring all communications made online via our website are secure.
When we no longer need your personal information and we are not required to keep it to comply with any laws, we will take reasonable steps to ensure the information is destroyed or de-identified.
You can choose to deal with us anonymously, however, you may need to provide your personal information in order to receive our services. You will also need to provide your personal information where it is required by law to do so.
Accessing or correcting your information
We strive to make sure the personal information that we hold is accurate, up-to-date, complete and relevant. You can request access to your personal information and update or correct the information we hold about you by using our contact details below.
We will always provide you with access to your personal information that we hold except in certain circumstances set out in the Privacy Act. Where we refuse access, we will provide you with a written statement with our reasons for doing so. We may seek to recover reasonable costs associated with providing you with access to or correction of your personal information.
Enquiries and complaints
If you have any questions, concerns or complaints about how we handle your personal information, please email or call us using the contact details below. If you make a complaint, APS will acknowledge that your complaint has been received, let you know who will be handling your matter and give you an estimate of when we can provide a response. If you are not satisfied with our response to your complaint you can make a formal complaint to the Office of the Australian Information Commissioner via their website at https://www.oaic.gov.au/, by emailing firstname.lastname@example.org or calling 1300 363 992.
Telephone: +61 2 9779 6300