Privacy and security policy

Introduction

Engagement for Change (ABN 41 767 267 784 ) (‘we’, ‘us’, ‘our’) is committed to protecting your privacy and the confidentiality of any personal information we collect. We value honesty and transparency and want you to know what we’ll do with your personal information.

We collect, use, disclose and otherwise handle your personal information or sensitive information in accordance with the Australian Privacy Principles (APPs) which are contained in the Privacy Act 1988 (Cth) (Privacy Act).

You indicate that you accept the terms of this Privacy Policy (as amended from time to time) by accessing our website, services or otherwise providing us with your personal information. Please regularly review our Privacy Policy so that you are aware of changes.

What personal information is collected?

The types of personal information or sensitive information we collect about you will depend on the type of dealings you have with us. We have set out in the table below what we collect and in what circumstances.

If you are...	We may collect the following personal information
potential or current client	name organisation (if relevant) contact number email address to assess your eligibility: your organisations commitment to challenging injustice and building collective power including political opinions and affiliations account access credentials (where required to provide services) technical information such as IP addresses and system logs
a subscriber to a Engagement for Change publication	name organisation (if relevant) contact number email address details about the information you access in our publications
attending a professional development or training program or attending another Engagement for Change event	name organisation (if relevant) contact number email address image (by taking a photo or recording the training or event) payment details, which includes debit/credit card number, expiry date, ccv, or any such other payment information (which we cannot access as these details are stored securely by our online payment gateway controlled by a third party) any dietary and accessibility requirements
using an Engagement for Change web application	name, organisation (if relevant) contact number email address details of the web application that you used, so that we can advise you if there is a change to the web application (for example, the application becomes outdated or incorrect due to legislative change)
sending us an enquiry	name organisation (if relevant) contact number email address information about your circumstances details of your query
interacting with us on social media	name (including username) imag together with any details that you provide to us directly or indirectly through social media messages or posts or tags
making a complaint or provide feedback	name organisation (if relevant) contact number email address the details of your complaint the details of the service you received (if any) information collected in any investigation of the matter and details of the resolution of the complaint
applying for a role (paid or unpaid) at Justice Connect, joining our talent pool or expressing interest in a role	the information you include in your application, including your cover letter, resume, contact details and referee reports, qualifications

Sensitive information

The Privacy Act defines ‘sensitive information’ as information relating to racial or ethnic origin, political opinions, religious beliefs or affiliations, philosophical beliefs, membership of a political, professional or trade association, membership of a trade union, health information, genetic information, sexual orientation or practices and criminal record.

We may collect your sensitive information when we have your consent and when the collection is reasonably necessary for us to carry out one or more of our functions or activities. It is impractiable for us to provide services or products with individuals who do not identify themselves or use a psedudonym.

Example of when we collect sensitive information

We require clients to meet our eligibility criteria before we can provide them with a service. This means we often need to collect sensitive information to assess whether they are eligible for our services. This might include for example, information about whether your organisation is working towards challenging injustice and building collective power.

We also need to collect sensitive information when it relates to your scope of work and our delivery of services to you. This might include for example, information about your organisations political opinions.

How is personal information collected?

We collect personal information in a number of ways, including:

through our websites (for example, if you choose to contact us online through our contact us form)
when you apply for a role (paid or unpaid) with us
when you correspond with us (for example by making an enquiry via email or telephone or providing us with instructions)
from hard copy forms
in person (for example, at job interviews and where we meet with you to take instructions)
from referring third parties
from other organisations working in collaboration with us
via social media
at events and forums including any training or workshop we provide

Why is personal information collected and how is it used?

Providing services

assessing whether you meet our eligibility criteria.
determining whether you have any additional needs, such as an interpreter or accessibility requirements.
providing assistance to eligible clients with digital, technical and advisory services.
referring you to an external parties where you request a referral.
account management and technical support
processing payments and invoicing
communicating
meeting legal and regulatory obligations

Advocacy

carrying out system change advocacy work
conducting research and statistical analysis relevant to our activities
promoting us and our activities, including through events and forums
posting or publishing images of individuals who attend our events online or in-person
preparing client stories for use in advocacy work and in promotional activities (including publications) (you will not be identified without your consent)

Education, information, and outreach

providing information or resources
running professional development programs
running community training programs
outreach activities, including community-based activities and online campaigns to promote our services

Research, evaluation, product and service design and development

carrying out research relevant to our work
evaluating our products and services
designing, developing and improving products and services, including digital solutions powered by artificial intelligence

Fundraising

seeking funding and donations
organising fundraising events
reporting to funding providers
thanking donors for their support

General administration

recruiting employees, contractors and volunteers
processing payments
answering queries and resolving complaints
evaluating our work and reporting internally and externally
communicating with you about assistance, services, or products you’ve accessed through us

Who is disclose personal information to?

Personal information may be disclosed to:

To our employees and contractors on a need-to-know basis
To third-party service providers (such as hosting, communications, or payment providers)
Where required or authorised by law

We do not sell personal information.

Direct marketing

Direct marketing is the promotion of goods and services directly to you including through social media, emails, SMS, phone calls and the post. We will only send you direct marketing materials if you would reasonably expect to receive them (such as new resources or service offerings that might be of interest to you) or you have provided us with your consent. If it is impractical to gain your consent, we will always provide a simple means for you to request not to receive the material (‘opt out’), see below.

Opting out

You can opt out of receiving marketing communications from us by:

advising us if you receive a marketing call (or a direct message on social media) that you no longer wish to receive these calls (or messages)
using the settings of each social media platform to control the content you receive
using the unsubscribe facility that we include in our commercial electronic messages (such as email and SMS) to opt out of receiving those messages
contacting us by email at office@engagementforchange.com.au or by phone on 0404 123 123.

Cookies

When you access our websites, we or our third-party service providers may use “cookies”.

We may also gather your IP address as part of our business activities and to assist with any operational difficulties or support issues with our services. This information does not identify you personally.

What are cookies?

Cookies are small data files stored in your device’s memory that do not, of themselves, identify individuals personally but do identify devices.

What cookies do we use and why?

Cookies help us to provide customised services and information. For example, to allow us to:

maintain the continuity of your browsing session;
remember your details and preferences when you return;
use Google Analytics and Tag Manager to collect information such as demographics and interests, visits to our websites, length of visit and pages viewed and interaction with YouTube videos you access from our site;
use All-In-One Security (AIOS) and WP Super Cache to collect temporary, anonymised information such as session storage; and
tailor our advertising through advertising networks such as Google Ads and Meta Audience Network on other websites, or on social media platforms such as Meta or LinkedIn.

We generally use cookies on our websites for the following purposes:

Where necessary: These cookies are necessary for the basic functions of the website, and the website will not work in its intended way without them. These cookies do not store any personally identifiable data.
Functionality: These cookies help to perform certain functionalities. For example, recognising a user that has visited the website before, or remembering any preferences previously selected, such as preferred language or location.
Analytics: These cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics the number of visitors, bounce rate, traffic source, etc.
Performance: These cookies are used to understand and analyse the key performance indexes of the website which helps in delivering a better user experience for visitors.
Advertisement: These cookies are used to provide visitors with customised advertisements based on the pages they have visited before and analyse the effectiveness of the ad campaign.

Third party cookies

When you visit our website, you may receive cookies that are set by third parties. For example, you may receive a cookie set by Google Analytics.

We do not control the setting of these third-party cookies, so we suggest you might wish to check the third-party website for more information about their use of cookies and how to manage them.

Dislosure of personal information to overseas recipients

We may disclose or store your personal information to our contracted information technology service providers that are hosted offshore or in cloud. You agree that we may disclose your personal information in this manner, notwithstanding that privacy laws in such countries may differ. We will take reasonable steps to ensure that any overseas recipients of your personal information will abide by the Australian Privacy Principles.

Storage and security of the information

We hold personal information in electronic formats. This personal information is retained only for as long as necessary to fulfil the purposes for which it was collected, or as required by law or contractual obligations. The security of your personal information is important to us and when storing and handling your personal information.

The steps we take to ensure the personal information we collect and hold is protected from misuse, interference and loss, as well as unauthorised access, modification or disclosure include:

website protection measures (such as encryption, firewalls and anti-virus software)
access restrictions to our computer systems requiring multi-factor identification (such as login and password protection)
personell confidentiality obligations
training and implementation of workplace policies and procedures that cover access, storage and security of information.
using the latest SSL (secure sockets layer) encryption technology to process any financial transactions.

While we strive to protect the personal information and privacy of users of our website, no data transmission over the internet can be guaranteed to be 100% secure and any information that you disclose online is disclosed at your own risk. If you are concerned about sending your information over the internet, you can contact us by phone (details under ‘Contact’).

Access and correction to personal information

Individuals may request access to or correction of personal information we hold about them by contacting us using the details below.

We will take reasonable steps to correct your personal information if we are satisfied that, having regard to the purpose we hold your information, that it is inaccurate, out of date, incomplete, irrelevant, or misleading. If we have provided your personal information to third parties, we will also notify them of the correction if you ask us to do so, unless it is impracticable or unlawful.

If your personal information changes, we would appreciate you notifying us as soon as practicable, and we will ensure our records are corrected to be current and up to date. Requests to update your personal information should be made to us by email, post or phone using the details provided under the ‘Contact’ heading below. Note that we will need to verify your identity before processing your request. We will endeavour to respond to your request within 30 days.

If we do not agree with your request to access or correct your information, we will provide you with written reasons for our decision and information about the ways that you can make a complaint.

Contact

If you have any questions or feedback about this policy or the way in which we handle personal information you can contact us on the details below. You can also request a hard copy of this policy using the details below.

Privacy Officer, Engagement for Change
Email: office@engagementforchange.com.au
Telephone: 0404 123 123

Complaints

If you have a complaint about how we have collected or handled your personal information, please contact our Privacy Officer using the details provided under the heading ‘Contact.’

If you have a privacy complaint, you can get in touch with us via phone or email.

We will endeavour to respond to your complaint within 30 days of receipt of your complaint (while complex cases may take longer to resolve, we will keep you updated on the progress of your complaint).

If you are unhappy with our response, you can refer your complaint to the Office of the Australian Information Commissioner (see details below).

Office of the Australian Information Commissioner
Online: www.oaic.gov.au/about-us/contact-us
Phone: 1300 363 992 (Australia) or +61 2 9284 9749 (International)
Email: enquiries@oaic.gov.au
Fax: +61 2 9284 9666
Post: GPO Box 5218 Sydney NSW 2001