Privacy policy
Shelter NSW supports the information privacy principles embodied in the Privacy Act 1988 (Cwlth). Shelter is not covered by this Act (because our annual turnover is too small) but implements the national information privacy principles as good practice.
General business practice
Shelter collects names and addresses because it is necessary for an activity of its business to do so. We will not sell, rent or otherwise pass on to any third party the contact details voluntarily given by customers or research subjects. We keep records up-to-date and delete inaccurate records from them, on an ongoing basis. We do not use numeric identifiers for any individual, though the membership register is in an electronic database program that auto-generates a record number. We protect contact data we hold from misuse and loss and from unauthorized access, modification or disclosure. We use latest versions of anti-virus software and update virus definitions on a weekly basis to minimize the chance of email address lists being raided by hackers. Individuals may choose not to identify themselves when entering transactions with us, by for example using a pseudonym. We will not transfer personal information about an individual to anyone outside Australia. We collect no sensitive information on individuals.
We will apply the information privacy provisions contained in section 14 of the Privacy Act (Cwlth) to Shelter’s management of personal information on members, customers, suppliers, and other stakeholders.
Our policy on data collection from individuals is fully contained in this document, which is a public document.
Member register
We are required by NSW law, as an incorporated association, to keep a register of members. The Shelter Constitution requires the register to show the name, address, date of commencement of membership, and date of termination of membership, for each member. This member register is in an electronic database program that auto-generates a record number. A member may view their record on-screen during office hours or get a printout of their record, by arrangement with the secretariat.
Email addresses and e-lists
We keep email address lists for distribution of information to members and identified stakeholders. These lists are only used to notify members and addressees of Shelter NSW activities (e.g. e-bulletin, notice of upcoming Shelter event).
The Spam Act (Cwlth) 2003 (at section 16) prevents Shelter from sending emails to people (members, customers and other stakeholders) about the services we provide where those emails are not solicited by the recipient.
No one is put on our e-lists unless they ask to be, themselves. We include an ‘opt in’ checkbox on our membership application/renewal form and the registration forms for events. We do not harvest other people’s e-lists to gather email addresses for our e-lists or records.
In line with the Spam Act (at sections 17-18), emails we send about our services include Shelter’s name, street address, and phone number. They also give an email address which the recipient can use to unsubscribe to the e-list.
Our e-lists are not available for promoting activities of third parties: we reject requests of other persons/individuals to email notices of their events to people on our e-lists.
Bulk e-mailouts to members, customers and others are done using an email client software’s BCC facility.
We will give an email address of an individual member or stakeholder to someone requesting it from us only where we have firm reason to believe the person would not object to us doing so.
Social research
When Shelter undertakes social research we prepare a project information statement. This includes information on the project aims; how a respondent is being asked to participate, e.g. interview/focus group; matters that will be covered in an interview/focus group; how the research data/findings will be used; and anonymity and confidentiality. This statement is given to all participants (research subjects/respondents).
Anonymity refers to the capacity of others to identify respondents as a source of quotations and/or information in published analyses that use interview and focus group data. Respondents may choose to not have any direct quotes attributed directly. If they choose not to be so identified, giving them a coded identity in transcripts will protect their identity, so that if they are quoted the quote is attributed to this coded identity. However, a respondent might be able to identify anonymously coded pieces of text in reports and papers, even where their identity is disguised. Consequently, we cannot guarantee their anonymity.
Information given by respondents is treated as confidential unless consent is given to the contrary. We guarantee the confidentiality of data in terms of security of access and storage, as distinct from use in reports, conference papers and journal articles. Once (if) transcription has occurred, an audiotape will be erased. Any names used during an interview will be replaced by pseudonyms. Contact details will be kept separately from a transcribed interview. Computer files will be kept secure and accessible only to the researcher. If an interview is transcribed a respondent will have the option of viewing it. If they choose to see it, they will have four weeks to make any changes to it. After they see and return a transcript, they will no longer be consulted about direct quotations from the interview.
Website
The Shelter website’s web server automatically collects data about visitors’ use of the site – as most web servers do. These data are of general information about things like time spent each session, browser type, referring domains, referring search engines, and continent of your network location. The data are aggregated for all visitors – the reports Shelter gets do not identify the activities on the site of any particular individual. We do no other invisible processing of data from your computer, e.g. our site does not collect cookies. No data on individual visits or visitors to the site are given to any partner, sponsor, client or other third party, in any circumstance.
The Shelter website has links to other websites. We are not responsible for the privacy practices or the content of those sites.
Staff records
Shelter must keep certain records on its employees, under the Industrial Relations Act 1996 (NSW) (at section 129) and Industrial Relations (General) Regulation 2001 NSW (at sections 9-13). Employees may access their individual record. The information privacy provisions contained in section 14 of the Privacy Act (Cwlth) will apply to Shelter’s management of personal information on employees and contractors.
Complaints
Complaints about breaches of this policy should be made in the first instance to the Executive Officer, or, if more appropriate, to the Secretary, of the association. Contact information for those persons is available on the association’s website.
Policy adopted by Shelter NSW board, 24 March 2005.
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Updated
19-Apr-2010
Shelter NSW