Privacy Policy

Your privacy is important 

This statement outlines The Zoe Thomas Foundations policy on how it uses and manages personal information provided to or collected by it. 

The Zoe Thomas Foundation supports the Australian Privacy Principles contained in the Commonwealth Privacy Act and is compliant with the Privacy Amendment (Enhancing Privacy Protection) Act 2012. 

The Zoe Thomas Foundation may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to The Zoe Thomas Foundation’s operations and practices and to make sure it remains appropriate to the changing legal environment. 

What kind of personal information does The Zoe Thomas Foundation collect and how is
collected? 

The type of information The Zoe Thomas Foundation collects and holds includes (but is not limited to) personal information, including sensitive information, about:

• Identifying details such as name and, at times, date of birth.

• Contact details including address, email, telephone number and mobile number.

• Eligibility to participate in our programs and activities.

• The progress of participants in our programs and activities.

• Payment details for donations.

• Use of our online services such as newsletters opens and website visits.

Personal Information you provide:

The Zoe Thomas Foundation will generally collect personal information held about an individual by way of forms, meetings and telephone calls. You do have the right to seek to deal with us anonymously or using a pseudonym, but in almost every circumstance it will not be practicable for us to deal with you or provide any services to you except for the most general responses to general enquiries, unless you identify yourself. 

Personal Information provided by other people: 

In some circumstances, The Zoe Thomas Foundation may be provided with personal information about an individual from a third party, for example, our members, our volunteers or other supporters of the Foundation.

In relation to employee records: 

Under the Privacy Act the Australian Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to The Zoe Thomas Foundation’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between The Zoe Thomas Foundation and employee.

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How will The Zoe Thomas Foundation use the personal information you provide? 

The Zoe Thomas Foundation will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.

In relation to direct marketing, The Zoe Thomas Foundation will use your personal information for direct marketing where you have provided that information and you are likely to expect direct marketing: only then you will be sent direct marketing containing an opt-out. If we use your personal information obtained from elsewhere, we will still send you direct marketing information where you have consented and which will also contain an opt-out. We will always obtain your consent to use sensitive information as the basis for any of our direct marketing.

Job applicants, staff members and contractors:

In relation to personal information of job applicants, staff members and contractors, The Zoe Thomas Foundation’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be. 

The purposes for which The Zoe Thomas Foundation uses personal information of job applicants, staff members and contractors include: 

• For insurance purposes;

• To establish an employee record and undertake core HR functions, including preparation of

• employment contracts and payroll;

• For management of any workplace injuries and pre-employment checks;

• For emergency contact;

• For remuneration payment;

• For performance reviews and succession planning;

• To satisfy The Zoe Thomas Foundation’s legal obligations.

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Where The Zoe Thomas Foundation receives unsolicited job applications these will usually be dealt with in accordance with the unsolicited personal information requirements of the Privacy Act.

Volunteers: 

The Zoe Thomas Foundation also obtains personal information about volunteers who assist The Zoe Thomas Foundation in its functions or conduct associated activities, such as to enable the Foundation and the volunteers to work together.

Who might The Zoe Thomas Foundation disclose personal information to? 

The Zoe Thomas Foundation may disclose personal information, including sensitive information, held about an individual to: 

• government departments; 

• people providing services to the Foundation; and 

• Anyone to whom you authorise the Foundation to disclose information. 

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Sending information overseas: 

The Zoe Thomas Foundation will not send personal information about an individual outside Australia without:

• Obtaining the consent of the individual (in some cases this consent will be implied); or 

• Otherwise complying with the Australian Privacy Principles or other applicable privacy legislation. 

We do use overseas providers of IT services including servers and cloud services.

How does The Zoe Thomas Foundation treat sensitive information? 

In referring to ‘sensitive information’, The Zoe Thomas Foundation means: 

“information relating to a person’s racial ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; and health information about an individual”.

Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law. 

Management and security of personal information 

The Zoe Thomas Foundation’s staff are required to respect the confidentiality of personal information and the privacy of individuals. 

The Zoe Thomas Foundation has in place steps to protect the personal information the Foundation holds from misuse, loss, unauthorised access, modification, interference or disclosure by use of various methods including locked storage of paper records and pass-worded access rights to computerised records. 

Updating personal information 

The Zoe Thomas Foundation endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the Foundation by contacting the Manager of Privacy of The Zoe Thomas Foundation at any time. The Zoe Thomas Foundation does not store personal information longer than necessary consistent with the Australian Privacy Principles. 

You have the right to check what personal information The Zoe Thomas Foundation holds about you. 

An individual has the right to obtain access to any personal information which The Zoe Thomas Foundation holds about them and to advise the Foundation of any perceived inaccuracy, consistent with the requirements of the Commonwealth Privacy Act. There are some exceptions to this right set out in the applicable legislation. To make a request to access any information The Zoe Thomas Foundation holds about you, please contact the Manager of Privacy in writing. 

The Zoe Thomas Foundation may require you to verify your identity and specify what information you require. Although no fee will be charged for accessing your personal information or making a correction, The Zoe Thomas Foundation may charge a fee to retrieve and copy any material. If the information sought is extensive, The Zoe Thomas Foundation will advise the likely cost in advance. 

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How long will The Zoe Thomas Foundation keep my information?

Under our destruction and de-identification policies, your personal information that is no longer required will be de-identified or destroyed. In many circumstances, however it will be kept for marketing purposes, as you will have consented to that in writing with us.

Enquiries and privacy complaints

If you would like further information about the way The Zoe Thomas Foundation manages the personal information it holds, please contact the Manager of Privacy. If you have any concerns, complaints or you think there has been a breach of privacy, then also please contact the Manager of Privacy who will first deal with you usually over the phone. If we then have not dealt satisfactorily with your concerns we will meet with you to discuss further. If you are not satisfied with our response to your complaint within 30 days from this meeting then you can refer your complaint to the Office of the Australian Information Commissioner via:

email:  enquiries@oaic.gov.au
tel: 1300 363 992
fax:  +61 2 9284 9666