a) Heartbeat Victoria Council Inc ABN 76 073 229 523 (Heartbeat Victoria, we, us or our) is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) (Privacy Act) and the Health Records Act 2001 (Vic) (Health Records Act) in relation to the management of personal information.
2. What is personal information?
a) When used in this Policy, “personal information” has the meaning given to it in the Privacy Act. Generally, it means any information or an opinion that could be used to identify you. Personal information includes “health information” as defined in the Health Records Act.
3. What personal information do we collect?
a) The information that we may collect from you includes your name, address, age or date of birth, telephone number, workplace details, email address or the amount you have donated to Heartbeat Victoria. In some cases, with your consent (for example, if you apply to register as a Heartbeat Victoria member or volunteer), we may also collect health information about you, such as your
b) If you order certain resources, or make a donation to us, you may also provide credit card details and other information which will allow us to process your request and make the transaction.
c) We may also collect:
i. your preferences for receiving further information about our programs, campaigns or activities;
ii. additional types of personal information such as title, department name, company information or marketing spend; and
iii. demographic information and unique identifiers in order to provide you with a more personalised experience or to verify your passwords.
d) The choice of how much information you provide to us is yours, but if you want to register as a member of our website, make a donation, or otherwise participate in our programs and events, we require certain information from you in order to provide those services.
e) Where practicable, you will be given the option of interacting with us anonymously or using a pseudonym if you feel more comfortable dealing with us that way. Wherever practicable, we will collect personal information from you directly, rather than from another person or source.
4. How do we collect personal information?
a) We may collect your personal information if you:
i. deal with us directly over the phone or via our support service;
ii. have contact with us in person;
iii. interact with us online, including through our websites, mobile applications and social media pages (such as Facebook, Twitter, YouTube, Instagram and LinkedIn. The owners or operators of the relevant social media sites may also handle your personal information for their own purposes and have their own privacy policies that you should consider); and
iv. apply for a position with us (either as an employee, volunteer or as a contractor).
b) This collection may be required to allow you to:
i. register for website membership;
ii. make a donation;
iii. receive information from us;
iv. apply to hold a fundraising event;
v. register to use forums;
vi. register as a Heartbeat Victoria member;
vii. register as a volunteer;
viii. order resources;
ix. receive information about or become involved in our programs, campaigns or other initiatives;
x. use our mobile applications; and
xi. work with us.
i. has authorised you to provide their personal information to us; and
5. Collecting personal information through our websites
b) We may log IP addresses (that is, the electronic addresses of computer or mobile devices connected to the internet) to analyse trends, administer websites, track users movements and gather broad demographic information.
c) Our websites may use marketing automation tools that send emails using a number of different services. Each service uses tracking technologies primarily to understand what subjects are interesting to you by monitoring whether their emails are opened and links are followed. This information is then used to improve the emails that are sent to you and to improve our offerings to you.
6. How does Heartbeat Victoria Council Inc. use your personal information?
a) The personal information you provide to us may be used by us for the following purposes:
i. to allow you to obtain access to the interactive components of our mobile applications and websites (including the online forums and our campaign websites);
ii. to publish materials that you post to the interactive components;
iii. to provide you with the information, resources or merchandise you have requested;
iv. to involve you in programs, campaigns, research, activities or other initiatives undertaken by Heartbeat Victoria and its branches, affiliates or contractors and service providers;
v. to show your name and the amount of any donation or sponsorship you may make on our website (unless you choose a private or anonymous donation);
vi. for the marketing and research purposes of Heartbeat Victoria and its branches, affiliates, contractors or service providers;
vii. for internal administrative purposes;
viii. to update our records and keep your contact details up to date;
ix. for research, advice and information, including for benchmarking purposes;
x. to send you emails about our programs, campaigns or activities if you have agreed to receive our emails (you will be provided with an opportunity in each email to decline to receive any further emails from us by unsubscribing – if you are registered as a member of our websites, you can also edit your email preferences via your member account);
xi. in the case of marketing automation, to improve the emails that are sent to
you and to improve the services that are offered to you;
xii. to assess any application from you to work with us; and
xiii. if you lodge a complaint with us, to process and respond to your complaint.
b) If you access the interactive components of our mobile applications and websites (including online forums), only your display name will be shown online. We recommend that you do not post information online that may identify you or anyone else such as address, email address or phone number details. If you do post personal information online, your personal information may be identified, recovered and displayed by internet search engines and other third parties.
c) Regardless of where in the world you reside, Heartbeat Victoria may transfer your data to Australia and process and store it there.
d) Other than for the purposes described above, we will not use your personal information without your prior consent.
7. Security of your personal information
a) We take reasonable steps to ensure the security of all information we collect, including that the information is protected from misuse and loss and from unauthorised access, modification or disclosure. For example, your personal information is maintained in a secure environment, which can be accessed only by authorised personnel. However, no data transmission over the internet or information stored on servers accessible through the internet can be guaranteed to be fully secure.
b) In addition, we will take reasonable steps to destroy or de‐identify your personal information once we no longer need it.
8. Disclosure of personal information
i. Heartbeat Victoria branches and affiliates;
ii. contractors and service providers who perform services on our behalf, such as information technology service providers (including service providers who may be located in Victoria, in other parts of Australia, or overseas);
iii. marketing service providers; and
iv. professional advisors (such as accountants, auditors and lawyers).
b) We may also disclose your personal information if:
i. you have consented to the disclosure;
ii. where disclosure is necessary to prevent injury to life or health; or
iii. it is required or authorised by or under an Australian law or a court/tribunal order.
c) We only disclose your health information for the purposes for which you gave it to us, for a directly related purpose you would reasonably expect, or if you give us your consent.
d) If you post material to the interactive components and it is health information, we will disclose it by publishing it to website users.
e) Some of our contractors and service providers may transfer and store your personal information outside Australia. You acknowledge and agree that we are not obliged to take steps to ensure overseas recipients to your personal information comply with the Privacy Act or the Health Records Act.
9. Accessing, correcting and deleting personal information
a) You may request access to your personal information collected by us, and ask that we correct or delete that personal information by contacting us and we will endeavour to respond within 30 days of receipt of your request. If we refuse to give you access to, correct, or delete your personal information (as requested), we will notify you in writing setting out the reasons.
10. Complaints about your privacy
a) If you believe your privacy has been breached or you have a complaint about how we have handled your personal information, please contact us in writing. We will endeavour to respond to each complaint within a reasonable period of us receiving the complaint (usually within 30 days).
b) If you are not satisfied with our response, then you may lodge a formal complaint with the Office of the Australian Information Commissioner (for more information, please see www.oaic.gov.au).
c) If your complaint relates to your health information you may lodge a complaint with the Victoria Health Services Commissioner (for more information, please see www.health.vic.gov.au/hsc/)
b) This Policy was last updated in May 2017
How to contact us
Attention: The Privacy Officer
Heartbeat Victoria Council Inc.
P.O. Box 144
Parkville Vic 3052