The purpose of this document is to describe the management of personal information that is collected, used or disclosed by the Old Scotch Collegians’ Association (OSCA or the Association).
OSCA is committed to meeting the standards of the Australian Privacy Principles (APPs) provided in the Privacy Act 1988 (Cth) when collecting, storing, using and disclosing personal information.
In interpreting this policy it is useful to understand that OSCA is an alumni organisation affiliated to Scotch College (the College), which operates in the context of a network with and between the College and OSCA affiliated alumni clubs and associations. In order to effectively operate as an alumni organisation of the College and within that network, there is at times an exchange or sharing of staff, facilities, data and information between those entities, which in doing so, OSCA will endeavour to meet the standards of the APPs and this policy.
This policy applies to OSCA and its officers and agents in relation to the collection, use and disclosure of personal information collected by OSCA in the course of its functions and activities. OSCA typically collects personal information to assist its activities in:
THE KINDS OF PERSONAL INFORMATION OSCA COLLECTS AND HOLDS
The kind of personal information that OSCA collects and holds includes names, addresses and emails and telephone contact details of:
OSCA will collect sensitive information and health information only where it is reasonably necessary for, or directly related to, its functions and activities and either:
In some cases where OSCA requests personal information about you, if the information is not obtained or provided, OSCA may not be able to process or accept your application for membership, provide you with services or opportunities that OSCA generally provides to its Members or keep you informed of news concerning OSCA and its activities.
HOW OSCA ACCESSES, COLLECTS AND/OR HOLDS PERSONAL INFORMATION
OSCA collects personal information in a number of ways including:
You can unsubscribe from our communications at any time by following the ‘unsubscribe’ option which will be included the emails we send, or by following the contact details provided in this policy.
OSCA requires that its officers, staff, agents and volunteers respect the confidentiality of personal information held by OSCA.
OSCA will take reasonable steps to protect the personal information it holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods.
In the event of an “eligible data breach”, in accordance with the Privacy Act and Privacy Amendment (Notifiable Data Breaches) Act 2017 (Cth), OSCA will investigate and notify you and the Office of the Australian Information Commissioner, in accordance with a required “data breach procedure and response plan.”
If personal information is passed to external organisations acting on behalf of OSCA, OSCA will endeavour to ensure appropriate privacy safeguards are put in place before the release of the information.
THE PURPOSES FOR WHICH OSCA COLLECTS, HOLDS, USES AND DISCLOSES PERSONAL INFORMATION
In addition to the purpose disclosed at the time of collection, OSCA may use and disclose the personal information it collects and holds about its Members or prospective Members for the following purposes:
In relation to personal information about job applicants, contractors and volunteers, OSCA’s primary purpose of collection is to assess and (if successful) to engage the applicant, contractor or volunteer, as the case may be.
The purposes for which OSCA uses personal information about job applicants, contractors and volunteers include:
In some cases where OSCA requests personal information about you as a prospective employee, contractor or volunteer, if the information requested is not obtained, OSCA may not be able to fully assess your suitability for employment, contract work or volunteer work (as the case may be) or be able to employ or engage you.
Unless noted at the time of collection, OSCA will not disclose personal information about an individual to recipients outside Australia without:
Broadly, an individual may request access to any personal information which OSCA holds about them, and access will be provided within a reasonable time. Consistent with the APPs, there are, however, some exceptions where OSCA may refuse you access to your personal information, including to the extent that:
OSCA endeavours to ensure that the personal information it holds is current, accurate, complete, and not misleading. You may seek to update your personal information that OSCA holds. Once notified, OSCA will then take such steps (if any) as are reasonable in the circumstances to ensure that, having regard to the purpose for which the information is held, it is updated and correct. However, if OSCA refuses to correct your personal information as requested by you, it will give you a written notice providing reasons for the refusal and mechanisms available for appeal.
To make a request to access any information OSCA holds about you, or to have any information corrected, please contact:
Old Scotch Collegians’ Association
1 Morrison Street
Hawthorn Vic 3121
+61 3 9810 4359
In this policy document, unless otherwise noted within, capitalised terms have the meaning set out in the Association’s Constitution and as set out below:
Personal information is information or an opinion about an identified individual or an individual who is reasonably identifiable:
Personal information also includes sensitive information and health information.
Sensitive information is personal information that includes information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a professional, trade or political association or union, religious beliefs or affiliations, philosophical beliefs, sexual orientation or practices or criminal record.
Health information is information or an opinion about the health or disability of an individual, the individual’s expressed wishes about the future provision of health services, or a health service provided to the individual, currently or in the future.
You may make a complaint to OSCA if you consider that it has interfered with your privacy because of an alleged breach of any of the APPs in relation to personal information held about you.
A complaint can be made in writing addressed to the Executive Director (per details noted above).
The procedure for a complaint is:
If OSCA determines that there has been a breach of the APPs, it will advise you of any action it intends to take to remedy the breach.
The Executive Director will maintain a record of all complaints and determinations together with a record of any action taken in response to each complaint.
Further information on the privacy legislation is available on www.oaic.gov.au or by contacting:
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001
Privacy Hotline: 1300 363 992
OSCA may change its security and privacy policies at any time by publishing the new version of the policy on its website. OSCA recommends you visit this page occasionally to review policy updates.
This policy was last updated in May 2020.