Privacy Policy

What is personal information?

Personal information is any information that identifies you or could reasonably identify you.

Personal information includes “sensitive information”, such as information about your health, religion and sexual orientation.

What kinds of personal information do we collect and hold?

The personal information we collect and hold may include:

• Your name;
• Contact details, including your email address and phone number;
• Bank details; and
• Any information contained in an employment application you submit to us.

We will usually only collect personal information when we genuinely need it to provide a service to you or otherwise carry out our activities, such as running an event.

What kinds of personal information do we collect in our programs?

When you participate in one of our programs, we may collect specific information to help us understand and measure the effectiveness and impact of our programs. This may include:

• Your name and basic demographic details, such as age, year level and school name;
• Your responses to surveys completed before and after the program; and
• Feedback, reflections or learning outcomes relating to your participation.

We collect this information directly from you, typically through digital or paper-based surveys. Because we aim to measure change over time, this data may be identifiable but will be treated as strictly confidential.

Any data shared with third parties, such as project partners or research collaborators, will be fully de-identified and presented only in aggregated formats that do not identify individual participants.

How do we collect personal information?

We may collect personal information in the following ways:

• Directly from you when you provide it to us in the course of our dealings with you, for example, when you participate in our programs, make an enquiry or complaint, or apply for a position with us; or
• From third parties, such as our service providers, sponsors, recruitment consultants, previous employers and other persons who may provide information to assist us in deciding whether to make you an offer of employment or engage you under a contract.

How do we hold personal information?

We will use our reasonable endeavours to protect and maintain the security of your personal information from unauthorised use, disclosure or access. Our officers, employees, agents and contractors are required to keep information shared with them by us confidential.

Any personal information we hold is stored securely on our internal servers, which are encrypted to help protect your privacy. Access is generally limited to persons who need to know that information, such as our staff who help us deliver services to you.

Despite our reasonable endeavours, we cannot guarantee the absolute security of any personal information transmitted to us via email or the internet, as these methods of communication are always susceptible to risk. Personal information disclosed by you to us using these methods is provided at your own risk.

Our website may link to external sites that are not operated by us, such as Google Forms. Please be aware that we have no control over the content or practices of these sites, including how your personal information may be handled by their operators. We do not accept responsibility or liability for the privacy practices of third parties.

Why, how and to whom do we use and disclose your personal information?

We may use and disclose personal information to persons outside FMN for the following purposes:

• To provide you with our services, such as registering you for an event;
• To deal with an enquiry or complaint that you might make to us or in connection with our services;
• To facilitate your attendance at an event that we host or sponsor;
• For fundraising and marketing purposes;
• To carry out our business activities, including record-keeping, risk management, training, billing, accounting and auditing;
• To monitor, develop and improve our business, including the operation of our website;
• To inform you of our services, events and other matters that we consider may be of interest to you. You can opt out of receiving these communications by using the contact details set out below or following the opt-out instructions provided in our communications;
• To consider any application for a job or position that you make with us; and
• Where we are legally required to do so.

We may disclose your personal information for any of the above purposes to the following third parties:

• Our service providers, such as event photographers, payment processors and IT providers, and business associates, such as mentors and sponsors;
• Our legal and other advisers in relation to any actual or potential claim or other matter affecting us;
• Our insurers in relation to any actual or potential claim or other matter affecting us; and
• Government departments, regulatory bodies and law enforcement agencies where we are required to do so by law.

Do we disclose personal information to overseas recipients?

As at the date of this Privacy Policy, we are not likely to disclose your personal information to any overseas recipients.

If, in the future, we propose to disclose personal information overseas, we will do so in accordance with the requirements of the Privacy Act. Where practicable, we will let you know the countries in which any overseas recipients are likely to be located.

If you do not want us to disclose your information to overseas recipients, please let us know using the contact details set out below.

Accessing or correcting your personal information

You can access the personal information we hold about you by contacting us using the contact details below.

Sometimes, we may not be able to provide you with access to all of your personal information. Where this is the case, we will explain why. We will otherwise do our best to provide you with access to your personal information within a reasonable period after receiving your request. We may charge a reasonable fee for providing access where permitted by law.

If you think that any personal information we hold about you is inaccurate, you can contact us and request that the information be corrected using the contact details below.

Complaints

If you wish to make a complaint about the way your personal information is handled by FMN, you can contact us using the contact details set out below.

Please provide your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you within a reasonable period of time.

If you believe that we have not handled your complaint satisfactorily, information about making a privacy complaint is available from the Office of the Australian Information Commissioner (OAIC).

You can contact the OAIC through www.oaic.gov.au, by post at GPO Box 5218, Sydney NSW 2001, or by email at enquiries@oaic.gov.au.

Contacting us

For further information about our Privacy Policy or privacy practices, to access or correct your personal information, or to make a complaint, please contact us using the details below.

Privacy Officer