Privacy Policy
BABY GIVE BACK LIMITED
ACN 22 616 236 983
1. Introduction
Baby Give Back (BGB, and in this policy ‘we’, ‘us’ or ‘our’) collects personal information in the course of our charitable work. We are committed to protecting your privacy and to handling your personal information openly, carefully and with respect.
We handle personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs), which set out how personal information must be collected, used, disclosed, stored and accessed. We treat all personal information we hold in line with those principles.
This policy explains what personal information we collect, how we use and protect it, when we might share it, how you can access or correct it, and what to do if you have a concern. By giving us your personal information, you consent to us collecting, holding, using and disclosing it in the ways described in this policy.
2. Purpose
The purpose of this policy is to:
(a) explain how we collect, hold, use and disclose personal information;
(b) show how we meet our commitments under the Privacy Act and the APPs;
(c) protect the privacy, dignity and safety of the families we support, our donors, supporters, volunteers, employees and everyone else we work alongside; and
(d) make it easy for you to access your information, correct it or raise a concern.
3. Scope and applicability
This policy applies to all personal information we hold about the people we interact with, including the families we support, our donors and supporters, the support service agencies we partner with, our BGB employees and BGB volunteers, and other third parties who engage with us. Throughout this policy, ‘you’ refers to the person whose personal information we hold.
This policy also applies to all Workplace Participants, who must handle personal information in accordance with it.
This policy does not cover our handling of employee records that relate directly to a current or former employment relationship, as these are generally exempt under the Privacy Act. It does still apply to tax file number information.
4. Terms and definitions
Australian Privacy Principles (APPs): the 13 principles in Schedule 1 to the Privacy Act that govern how personal information is handled.
Executive Team: the Chief Executive Officer (CEO), the Chief Operations Officer (COO) and the Chief Engagement Officer (CEnO).
Notifiable Data Breaches (NDB) scheme: the scheme under Part IIIC of the Privacy Act that requires us to assess suspected data breaches and, where a breach is likely to result in serious harm, to notify affected individuals and the OAIC.
Office of the Australian Information Commissioner (OAIC): the independent national regulator for privacy in Australia.
Personal information: information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether or not it is true and whether or not it is recorded. Names, addresses, contact details and referral circumstances are all personal information.
Privacy Act: the Privacy Act 1988 (Cth).
Sensitive information: a subset of personal information with stronger protections. It includes health information and information about a person’s racial or ethnic origin, political opinions or associations, religious or philosophical beliefs, membership of a professional or trade association or trade union, sexual orientation or practices, and criminal record.
Workplace Participants: all BGB Board members, BGB employees, BGB contractors and BGB volunteers.
5. Our privacy commitments
We are committed to handling your personal information in a way that is lawful, fair and transparent. Our approach is guided by these commitments:
Privacy by design: We build privacy into our systems and processes from the start. We only collect the personal information we reasonably need, and we are clear about why we are collecting it.
Dignity and safety first: Most of the information we hold is about our donors, supporters, volunteers and employees. It is rare for us to hold information about the families we support, and rare for any of it to be sensitive. Where we do hold such information, we handle it with particular care, because protecting it is a matter of safety, not only privacy.
Security: We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, and we keep it only for as long as we need it.
Your control: We make it easy for you to access your information, correct it, opt out of our communications or raise a concern.
We do not sell or rent your personal information to anyone, including other charities.
6. How we collect personal information
Our usual approach is to collect personal information directly from you, for example through our website, online forms, email, phone calls, meetings, surveys, donations, event registrations and volunteer sign-up.
We do not receive personal information about the families we support from the support service agencies we partner with. We only collect personal information about a family we support if the family contacts us directly to request assistance or to provide feedback. Where we do collect your information from someone else, we take reasonable steps to make sure you know we have it and why.
At or before the time we collect your personal information, we tell you who we are, why we are collecting it, who we usually share it with and how you can access it, correct it or make a complaint. This is usually done through a short collection notice at the point of sign-up, referral, donation or registration.
We may also collect personal information through referrals, marketing and fundraising activities, government bodies, and our website and social media profiles.
7. What information we collect and hold
The personal information we collect depends on how you interact with us. It may include:
(a) contact and identification details, such as your name, address, email and phone number;
(b) financial and payment details, such as bank or card details for donations;
(c) date and place of birth;
(d) employment details and history, for job and volunteer applicants;
(e) records of your enquiries, complaints, correspondence and conversations with us; and
(f) any other information we reasonably need to provide our services or to work with our donors, supporters, volunteers, employees and partners.
We do not receive personal information about families from the support service agencies we work with. We only receive personal information about families we support if a family contacts us directly to request assistance or to provide feedback.
Sensitive information: We generally do not collect sensitive information. The only circumstances in which we would collect sensitive information is if a family contacted us directly to request assistance or to provide feedback, and in the course of doing so provides sensitive information. We only collect sensitive information with your consent, or where the Privacy Act otherwise permits, and we handle it with particular care.
Website information: When you visit our website, we may automatically collect technical information such as your IP address, browser type, device and operating system, the pages you view, and access times. We use this to understand and improve how our website is used.
8. How we hold and protect your information
We store personal information at our premises, and on secured servers and the trusted software platforms we use to run our services.
We take reasonable steps to protect the personal information we hold, including:
(a) restricting access so our people can only reach the information they need for their role;
(b) using unique logins, strong passwords and multi-factor authentication where possible;
(c) holding sensitive documents and information securely;
(d) training our BGB employees in privacy and information security;
(e) requiring the third parties we work with to protect personal information; and
(f) reviewing and monitoring our systems and this policy.
No system can be completely secure, so while we work hard to protect your information, we cannot guarantee it can never be accessed by an unauthorised person.
9. How long we keep your information
We keep personal information only for as long as we need it for the purpose we collected it, or for as long as the law requires us to keep it, such as financial and tax records. When we no longer need it, we take reasonable steps to destroy or de-identify it.
If you ask us to stop contacting you, we keep only the minimum information needed to honour that request. If you later wish to re-engage with us, you may need to provide your details again, as we may no longer hold the information we previously removed.
10. How and why we use and share your information
We use personal information for the main purpose we collected it, which is usually to:
(a) provide clothing, nappies and essentials to the families we support, in partnership with support service agencies;
(b) work with our donors, supporters, volunteers, employees, contractors and partners;
(c) assess applications from people who want to work or volunteer with us; and
(d) meet our legal and reporting obligations.
We may also use your information for related purposes you would reasonably expect, such as inviting you to events, sending you updates about our work and asking for your support.
Keeping support and marketing separate: We do not use the personal information families give us to receive support for fundraising or marketing. We keep service-delivery information separate from our supporter communications.
Marketing and your choices: If you are a donor or supporter, we may contact you about our work, appeals and events, because this is something you would reasonably expect. You can opt out at any time by using the unsubscribe link in our emails or by contacting our Privacy Officer, and we will action your request promptly. We do not use sensitive information for marketing without your consent.
Who we may share it with: We may share personal information with our auditors and professional advisers, government bodies where required, and the service providers who help us operate, such as our data storage, customer, donation and email platforms. When we share information with a service provider, we require them to protect it consistently with the APPs.
We will only disclose personal information without your consent where it is necessary to protect or enforce our legal rights, to prevent or lessen a serious threat to a person’s life, health or safety, or where we are required or authorised by law.
11. Cookies
Our website may use cookies, which are small text files placed on your device. We use cookies to help our website work well, to understand how visitors use it and to improve the content we provide. You can set your browser to refuse or delete cookies, although some parts of our website may then not work as well. Most browsers accept cookies automatically.
12. Storing information overseas
We do not routinely send personal information overseas. However, some of the third-party providers we rely on to run our services, such as our customer, donation, email and cloud storage platforms, may store or process personal information on servers located outside Australia.
Where this happens, we take reasonable steps to ensure the information is handled consistently with the APPs, and in most cases we remain accountable for how it is handled. We will only deliberately transfer personal information overseas where you have consented, where the recipient is bound by privacy protections at least equal to the APPs, or where the Privacy Act otherwise permits.
13. If a data breach happens
We take steps to prevent data breaches, and we are prepared to respond quickly if one happens.
If we suspect a data breach involving personal information, we assess it quickly and always within 30 days. If we decide a breach is likely to result in serious harm, we notify the affected individuals and the OAIC as soon as we can under the Notifiable Data Breaches scheme, and we tell you the steps you can take.
It is rare for us to hold information about the families we support, but where a breach could involve it, we handle the breach with particular care for people’s safety, especially where a family may be affected by domestic and family violence. Our Privacy Officer and Executive Team lead our response to any suspected breach.
14. Dealing with us anonymously
In some situations you can deal with us anonymously or using a pseudonym, for example when making a general enquiry. If you would like to do this, let us know when you first contact us and we will accommodate your request where it is practicable. In many cases, particularly when we are providing support through a referral, we need your personal information to help you.
If you are a donor and would like to give anonymously, you can usually choose this option on our donation platform when you make your gift. If you did not indicate at the time of your donation that you wished to be anonymous, please contact our Privacy Officer and we will help.
You do not have to give us your personal information, but if you do not, we may not be able to provide our services or engage with you.
15. Accessing and correcting your information, and complaints
It is important that the information we hold about you is accurate and up to date, so please contact us if your details change.
Access and correction: You can ask to see the personal information we hold about you, or ask us to correct it, by contacting our Privacy Officer. We will respond within a reasonable time. To protect your privacy, we may need to confirm your identity first. If the information we hold is inaccurate, incomplete or out of date, we take reasonable steps to correct it.
In limited situations we may need to refuse access, for example where it would unreasonably affect another person’s privacy, where it would pose a serious threat to someone’s life or health, where it would prejudice our legal rights, or where the law otherwise allows us to refuse. If we refuse, we explain why in writing and tell you how you can complain. We may charge a reasonable fee to cover the cost of giving access, and we will tell you about any fee before we charge it.
Complaints: If you are concerned that we have interfered with your privacy, please tell us in writing by contacting our Privacy Officer, and we will respond within a reasonable time. If we cannot resolve your concern, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
16. How to find and contact us
We make this policy easy to find. It is available on our website and is linked from the places where you can sign up or give, including our website, our newsletter sign-up form, our donation pages, our email communications and our volunteer registration.
If you have any questions about this policy or the way we handle personal information, or you wish to access or correct your information or make a complaint, please contact:
Privacy Officer: Carly Fradgley, Chief Executive Officer
Postal address: Unit 10/15 John Duncan Court, Varsity Lakes QLD 4227
Phone: 0406 301 329
Email: carly@babygiveback.org
17. Changes to this policy
We may update this policy from time to time. The current version is always available on our website.