Living Languages Privacy Policy

Living Languages is committed to:

• advancing the sustainability of Indigenous languages and increasing the participation of Indigenous peoples in all aspects of language documentation and revitalisation;

• empowering Indigenous peoples to preserve and teach their culture and sustain their communities; and

• contributing to the recognition and celebration of Indigenous peoples’ languages and culture throughout the wider Australian community.

Living Languages recognises that privacy is important and is committed to protecting individuals’ personal and sensitive information in accordance with legislative, regulatory and organisational requirements.

Living Languages (ABN: 24 215 634 040) can be contacted in the following ways:

• Telephone: (03) 7035 3550

• Email: contact@livinglanguages.org.au

• Mail: 552 Victoria Street, North Melbourne, VIC, Australia, 3051

Personal information

This is defined in the Privacy Act as information or an opinion about an identified individual. It includes the individual’s name, dates of birth, gender, contact details, identification information (e.g. drivers licence, Centrelink or Medicare number), financial information (e.g. bank account or credit card details, tax file number), skills, qualifications and work experience, emergency contacts information etc.

Sensitive information

This is a ‘subset’ of personal information and it is defined in the Privacy Act as information or an opinion about an identified individual’s racial or ethnic origin, citizenship or visa status, political opinions, religious beliefs, sexual orientation, health status, genetic information or criminal history screening information.

Living Languages collects information directly from individuals through the use of online forms, email, phone or face-to-face conversation.

Written consent

• Living Languages will request and obtain an individual’s written (or typed) consent before collecting, using, disclosing or distributing personal or sensitive information to a third party.

Storage of personal information

• Living Languages will make sure personal and sensitive information and records are stored securely, to eliminate or avoid misuse, loss, unauthorised access, disclosure, modification or interference by using:

  • Using password-protected electronic files; and

  • lockable filing cabinets for paper records.

Risk management

• Living Languages workers will use Association-managed devices and services, rather than personal ones (e.g. iPads, laptops, email) for transfer of personal information.

• Living Languages will conduct annual audit to ensure the integrity and confidentiality of personal information managed through our programs and systems.

Living Languages will collect and use personal and sensitive information only for the purpose for which it was collected and in accordance with the Privacy Act and the Australian Privacy Principles.

Living Languages collects, uses and stores personal and sensitive information for the purposes of:

• maintaining a current and up to date Register of Members;

• ensuring our services are relevant, appropriate and engaging;

• assisting with the ongoing planning, staffing, monitoring and review of our services.

• selecting and recruiting paid, volunteering and student placement opportunities which support the delivery and promotion of our services;

• providing clients with information about other services that may be applicable or beneficial to them (e.g. advocacy, educational courses etc);

• providing information to supporters and members (via newsletters and facebook);

• accounting for activities and expenses;

• providing evidence when seeking grants and other funding;

• facilitating networking and fundraising opportunities;

• sending updates to donors, supporters and members; and

• complying with our legal and regulatory requirements.

Living Languages will collect and use personal and sensitive information only for the purpose for which it was collected and in accordance with the Privacy Act and the Australian Privacy Principles.

Marketing

• Living Languages will not use or disclose an individual’s personal information for the purpose of direct marketing unless:

  • we collected the information from the person;

  • the person would reasonably expect us to use or disclose their information and data for the purpose of direct marketing;

  • we provide a simple means by which the person may easily unsubscribe from receiving direct marketing communications from us; and

  • the person has not made a specific request to not receive direct marketing communications us.

Third Party Disclosure

• Living Languages may collect personal information about you from third parties or disclose information about you to third parties. Examples include:

  • medical practitioners or emergency services if there is a medical incident or emergency;

  • police and the courts on matters about the disclosure of terrorism or other criminal activity;

  • WHS/OHS regulators;

  • government inquiries/Royal Commissions;

  • third party service providers who assist us in operating our business (e.g. external accountant). Note: These service providers may not be required to comply with our privacy policy. They may be based overseas or use overseas infrastructure (including servers).

• If Living Languages collects personal information about you indirectly, via a third party, because it is unreasonable or impracticable to collect personal information directly from you, we will notify you in advance, or where that is not possible, as soon as reasonably practicable after the information has been collected.

• Living Languages recognises individuals’ rights to access their personal information we hold about them, by making a written request.

• Living Languages will respond to a written request to access personal information within 14 days after the individual’s identity has been verified.

• Living Languages will take reasonable steps to ensure personal information is accurate, complete and up to date and encourages clients and workers to notify us of any errors.

• Living Languages will make sure workshop participants and workers are aware of their right to make a complaint about the way personal information has been handled.

• Privacy complaints should be sent to the CEO in the first instance, by phoning (03) 7035 3551 or emailing contact@livinglanguages.org.au.

• If the complainant is not satisfied with how Living Languages has handled the complaint, it can be directed to the Office of the Australian Information Commissioner by either:

  • completing the online Privacy Complaint Form;

  • emailing to enquiries@oaic.gov.au; or

  • sending a letter to GPO Box 5218 Sydney NSW 2001.

• Privacy complaints can also be sent to the Office of the Victorian Information Commissioner (OVIC) by either:

  • Sending a letter to PO Box 24274, Melbourne Vic 3001; or

  • Emailing to enquiries@ovic.vic.gov.au.