Privacy Policy
Section 1: Privacy Statement
Protecting your personal information is essential to SASVic’s mission to promote rights, recovery and respect of people impacted by sexual violence.
SASVic has designed the YourSay platform so that people can submit an idea to the platform while providing SASVic with the minimum amount of personal information possible.
When a person submits an idea to the YourSay platform, SASVic will be collect the following personal information:
- Name
- Email address
When a person registers to be added to the pool for random panel selection, SASVic will collect the following information:
A. Personal information:
- Name
- Email address
- Age
- Postcode
- Phone number (optional)
B. Sensitive information (optional)
- Gender
- Aboriginal and/or Torres Strait Islander status
- Disability status
- Cultural and linguistically diverse status
This information will be used and safeguarded in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy outlines how the Sexual Assault Services Victoria Inc (SASVic) will collect, use, disclose, and safeguard your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Section 2: Personal Information
What is Personal Information? “Personal information” has the meaning given in the Privacy Act 1988 (Cth). In general terms, it refers to any information or opinion about an individual who is identified or reasonably identifiable. The YourSay platform collects the following personal information:
- Name
- Email address
- Age
- postcode
- phone number (optional)
Section 3: Sensitive information
What is Sensitive Information? “Sensitive information” is a subset of personal information that is subject to stricter handling requirements under the Privacy Act. It includes information or opinions about an individual’s:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Membership of a trade union or professional association
- Sexual orientation or practices
- Visa or immigration status
- Criminal record
- Health or disability status
Section 4: Collection and Use of Personal and Sensitive Information
We collect and hold your personal and sensitive information for the purpose of:
- you establishing an account so that you can submit an idea to the YourSay platform; and/or
- you registering to be a part of the pool for random panel selection.
Your personal and sensitive information will not be published on the YourSay website.
SASVic may contact you via email regarding the YourSay initiative. You will not be contacted by email by SASVic for reasons beyond the YourSay initiative unless you consent to such.
Section 5: Disclosure of Personal Information to Third Parties
We may disclose your personal information to third parties to support our functions, including advocacy, service delivery, and organisational operations. Under this policy, your personal information can only be disclosed to:
- Our staff members for internal purposes
- Third-party contractors or service providers who assist us with IT systems, website hosting, communications, and administrative support.
Where information is shared with third parties, we take reasonable steps to ensure they maintain the confidentiality of your personal information and use it only for the purposes for which it was disclosed. The third parties we work with are located within Australia. We will not sell, rent, or trade your personal information to any third party. We will not disclose your sensitive information without your express consent, unless required or authorized by law.
Section 6: Storage and Security of Personal and Sensitive Information
We are committed to ensuring that the personal information we collect is stored securely and protected from misuse, interference, loss, and unauthorised access, modification, or disclosure.
How we store your information Your personal and sensitive information will be stored on a physical dedicated server in Australia. We take daily data backups which are stored on physical dedicated servers in Australia.
Access to personal and sensitive information is restricted to authorised personnel only.
Retention and disposal
When your personal or sensitive information is no longer needed for the purpose for which it was collected, we will take reasonable steps to destroy or permanently de-identify it. However, some information may be retained for a minimum period as required by law or funding agreements.
Section 7: Your Rights and Controlling Your Personal and Sensitive Information
We respect your rights to access, control, and correct your personal and sensitive information. You have the following options available to you:
Choice and Consent By providing personal and sensitive information to us, you consent to its collection, use, and disclosure in accordance with this Privacy Policy.
Access and Correction You may request access to the personal and sensitive information we hold about you at any time. We will provide access unless there is a legal reason to withhold it. If you believe any information we hold is inaccurate, incomplete, or outdated, you may request a correction. If we do not agree with the correction, we will add a note to your record indicating your disagreement.
We may require identification before releasing or amending your information. Most requests will be handled free of charge, though a reasonable fee may apply if the request involves substantial effort.
Restricting Use You may choose to restrict the collection or use of your personal or sensitive information.
Information from Third Parties If we receive personal information about you from a third party, we will protect it as described in this Privacy Policy. There may be circumstances in which we may require you to provide personal information about someone else to us, including, but not limited to instances which support our functions and activities, such as developing a case study or quoting a person. In such cases, you must provide the person’s written consent to do so.
Section 8: Website
Our website information is stored physical dedicated servers in Australia. This is supported by daily backups that are stored on physical dedicated servers in Australia.
Cookies Cookies are small summary files placed on your computer or device which enable website owners to automatically recognise your computer and greet you each time you visit their website. We do not use cookies on our website to track or store personal information. However, when we embed content from third-party websites (such as YouTube), cookies from those platforms may be placed on your device. Third-Party Links
Our website may contain links to other websites operated by third parties. These websites are not governed by this Privacy Policy, and we are not responsible for their privacy practices or content. We recommend reviewing the privacy policies of any external websites you visit.
Section 9: Data breaches
A data breach happens when personal information that is held by SASVic has been lost or accessed or disclosed without authorisation. Such as when a device is lost or stolen, a database is hacked, or personal information is mistakenly given to the wrong person. If we suspect a data breach, we will:
- analyse if an incident has or is occurring
- assess the scope, impact and severity of the incident
- implement a resolution plan
- identify and notify affected stakeholders
- confirm when the incident has been resolved.
We will also notify the Office of the Australian Information Commissioner (OAIC) if a data breach involving personal information is likely to result in serious harm to one or more individuals or we have not been able to prevent the likely risk of serious harm with remedial action.
Section 10: Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, organisational practices, or the way we engage with individuals and communities. Any changes to this Privacy Policy will be published on our website. We encourage you to check our website periodically to ensure you are aware of the most current version.
Section 11: Related Documents
This Privacy Policy should be read in conjunction with the following documents and standards, where applicable:
- Privacy Act 1988 (Cth)
- Australian Privacy Principles
- Any applicable grant or funding agreements
Section 12: Complaints and Contact Information
If you have any questions about this privacy policy, any concerns or wish to make a complaint regarding the treatment of your privacy or a possible breach of your privacy or the Australian Privacy Principles, please contact: Email: ContactUs@sasvic.org.au Postal Address: Level 1. 351 Elizabeth Street Melbourne VIC 3000
We will treat your requests or complaints confidentially. Our representative will contact you within a reasonable time after receipt of your complaint to discuss your concerns and outline options regarding how they may be resolved. We will aim to ensure that your complaint is resolved in a timely and appropriate manner.
If you are dissatisfied with our response, please email our Chief Executive Officer: Kathleen Maltzahn – Kathleen.maltzahn@sasvic.org.au You also have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC) by phoning 1300 363 992 or by emailing enquiries@oaic.gov.au.