Privacy Policy

Privacy Policy

1. Introduction

The Alannah & Madeline Foundation (ABN 96 514 115 810) including Dolly’s Dream (‘the Foundation / we / us / our’) is strongly committed to protecting the privacy of your personal information. We are subject to the Privacy Act 1988 (Cth), including the Australian Privacy Principles.

The purpose of this policy is to outline:

• the type of information that we may collect about you; and
• the purposes for which we will hold, use and/or disclose your personal information.

This Privacy Policy applies to the Foundation’s services and activities including:

• our fundraising activities;
• Children Ahead Program;
• Trauma Consultancy Service (TraCS);
• eSmart Schools;
• eSmart Digital Licence+ ;
• eSmart Media Literacy Lab; and
• Dolly’s Dream.

2. What is personal information?

‘Personal information’ is any information or opinion about an identified individual or an individual who is reasonably identifiable (regardless of whether the information or opinion is true or not or whether it is recorded in a material form or not).

‘Sensitive information’ is a subset of personal information. It is given a higher level of protection because of its sensitive nature. It includes health information, as well as personal information that is about an individual’s:

• racial or ethnic origin
• political opinions
• membership of a political association, a professional or trade association, or trade union
• religious beliefs or affiliations
• philosophical beliefs
• sexual orientation or practices, or
• criminal record.

3. What personal information do we collect?

The types of personal information we collect depends on the dealings you have with us.

We may collect and store personal information such as:

• identifying information about you (for example, your name, email address, gender, phone number, address, the name of the organisation you work for, your interests and preferences);
• in the case of a participating child, details of that child’s gender, year of birth, school, year level, student identifiers, names of teachers and key contacts, and student email address;
• if you are an authorised school staff member or representative, your job title and school contact details;
• information, including sensitive information, about you and/or your child or children’s social, educational and financial circumstances, health and wellbeing and/or requirements for assistance and support, including:
  • cultural background;
  • lived experiences;
  • Learning module results data (including overall module scores, levels of achievement on student outcomes and how students interact with the modules);
• and information about your, or your child’s, current and previous engagements with us, including involvement in any of our activities and programs.

If you engage financially with us, we may also store your tokenised credit card information, bank account details or donation history in accordance with law.

If you are applying to work or volunteer with the Foundation, we may require additional information such as your work history, qualifications, criminal record check, relevant medical information, personal alternative contact details, references, and Working With Children check.

4. What happens if I do not provide this information?

We may be unable to process your donation (including providing a receipt), verify or respond to your enquiry, provide you or your child with the requested information or service, or offer you employment/volunteer opportunities (as applicable).

Where lawful and practical, you may communicate with the Foundation anonymously or using a pseudonym. For example, if you contact us with a general question, we will not require that you provide us with your name. However, for many of our functions and activities, we may need your name, contact and information to be able to communicate with you. If you do not wish to provide this information, it may impact how we can assist, respond or otherwise communicate with you.

5. Ways we collect your personal information

The Foundation may collect personal information in different ways including:

• from you directly when you interact with us (in person, over the telephone, by email), through the Foundation website located at www.alannahandmadeline.org.au or through one or more of the other websites operated by the Foundation, including:
  • esmart.org.au
  • esmart.amf.org.au
  • digitallicenceplus.org
  • portal.digitallicenceplus.org
  • medialiteracylab.org.au
  • portal.medialiteracylab.org.au
  • dollysdream.org.au
  • fundraise.dollysdream.org.au o amfraffles.com.au
  • support.alannahandmadeline.org.au
• from publicly available sources
• through third parties with whom we interact, including:
  • your family members or other significant persons;
  • your legal advisor or any other authorised representative;
  • third parties who operate databanks or conduct, or assist the Foundation to conduct, fundraising or marketing activities or for purposes related to the Foundation’s activities, functions, or specific programs.

However, we only collect personal information about a participating child if that information is provided to us by:

• the child’s parent or legal guardian, or
• an educational organisation representative, providing we have consent from the child’s parent or guardian permitting us to collect, use and disclose the child’s information for the purposes set out in this Privacy Policy (but not including direct marketing).

We will seek consent before collecting any personal information about your child from a third party, unless it is unreasonable or impracticable for us to do so, or it is not required by law.

If you are applying to work or volunteer with the Foundation, we may also collect personal information about you from third parties and publicly available sources including:

• recruiters;
• government departments to verify your entitlement to work;
• police agencies to obtain your criminal history record;
• academic institutions; and
• your referees.

When you visit any of the Foundation websites we may also use ‘cookies’ or other online browsing tracking technologies such as Facebook tracking pixels or Google Tag Manager Analytics. These cookies collect IP addresses, browser details, dates and times of requests and browser identity. These services help us track your website usage and remember your preferences.

Whilst we do not use browsing information to identify you personally, we may record certain information about your use of our website, such as which pages you visit, the time and date of your visit, search engine referrals and the internet protocol address assigned to your computer to provide aggregate, anonymised user behaviour and engagement data.

We use Google Analytics features based on Remarketing, Google Analytics Demographics, and Interest Reporting. These features use first-party and third-party cookies to inform and optimise content based on your past visits to any of the Foundation’s websites.

Google Analytics informs us of how visitors use our site based on your browsing habits, so that we can improve our sites to make it easier for you to find the information you are seeking. Google also receives this information as you browse our site and other websites on the Google Display Network using Remarketing.

In addition:

• third-party vendors, including Google, show our ads on sites across the Internet, and
• we and third-party vendors, including Google, use first-party cookies (such as the Google Analytics cookie) and third-party cookies (such as the DoubleClick cookie) together to inform, optimise, and serve ads based on someone’s past behaviour to our website.

If you would like to opt-out of customised Google Display Network services you can use Ad Settings https://myadcenter.google.com/customize. You can also use the Google Analytics opt-out browser add-on https://tools.google.com/dlpage/gaoptout.

6. What do we do with your personal information?

Your personal information is held and used to:

• provide you with the information and services you have requested and associated administrative tasks;
• provide you and/or any child participating in our programs with information and services which the Foundation considers to be appropriate in accordance with our purpose;
• deliver our eSmart digital learning programs (including Digital Licence+ and eSmart Media Literacy Lab), including by:
  • activating and providing you with access to those programs;
  • issuing a participating child with a ‘Digital Licence’ or ‘Certificate of Achievement’ following successful completion of the applicable digital learning modules; and
  • responding to enquiries about the provision of our programs, including product-related customer service.
• process donations and payments that you may make to the Foundation, or assist you in your fundraising activities for the Foundation;
• contact you to respond to an enquiry, or provide you with information or services you have requested;
• process any application you make for employment or volunteering opportunities;
• manage, monitor and conduct the Foundation and its activities including the specific programs;
• obtain feedback for the purposes of evaluating and improving our products or services, which may involve sending voluntary customer surveys from time to time;
• for direct marketing by the Foundation and affiliated organisations in relation to our services and activities and the services and activities of other ‘for purpose’ organisations;
• preparing de-identified data for internal and external reporting purposes (including to funders), including Child Online Safety Index, and our DQ Institute Impact Portal;
• investigating and taking appropriate action in relation to an identified potential or serious threat or risk to you, other customers, our staff, or members of the public; and
• comply with our legal obligations, resolve any disputes and enforce our agreements and rights with third parties.

We may also use your personal information to provide you with information about the Foundation or invite you to donate. We might do this by sending you our newsletter (via post or email) or other information, or by telephoning you. If you do not wish to receive this type of contact from us, please use the ‘opt out’ or ‘unsubscribe’ option contained in the relevant communication, let us know if we telephone you, or contact our Privacy Officer.

7. Disclosure of your personal information

With your consent, we may disclose your personal information (but not sensitive information) to third parties for the purpose of marketing directly to you about:

• our services and activities; and
• the services and activities of other like-minded ‘for purpose’ organisations.

You can request not to receive direct marketing communications from us, and for us not to disclose your personal information to third parties at any time by contacting our Privacy Officer [link].

We may also disclose your personal information to:

• third party service providers who work with us or provide services to us and you;
• other organisations which partner with us to help our cause; and
• your financial institution where this is required for direct debit or credit card transactions.

Other than as described above, we will not use or disclose personal information about you, or your child or children, to any third party unless:

• you, or your authorised representative, provide your consent to the use or disclosure; or
• it is required or authorised by law, including under the Australian Privacy Principles.

Sometimes the Foundation is involved in partnerships or funding arrangements which require that it disclose data to third parties. Usually this involves reporting information which will be de-identified.

8. Direct Marketing

You can opt out of receiving direct marketing communications at any time by contacting our Privacy Officer [link to details], or clicking on the ‘unsubscribe’ link included in marketing communications. We will process your request as soon as practicable.

9. Sharing outside of Australia

We primarily store your personal information in Australia. However, your personal information may be stored in cloud or other types of networked or electronic storage, including overseas, including the United States of America.

Prior to disclosing personal information overseas, we will take steps to ensure your personal information will be afforded the level of protection required of us and our service providers in accordance with applicable data protection laws and current legally recognised data transfer mechanisms.

Overseas organisations may be required to disclose information we share with them under an applicable foreign law.

10. Protecting the privacy of the children and families we assist

The Foundation’s purpose is to empower children and young people to be safe. The privacy of the children and families we assist is of the utmost importance. The Foundation will only collect, handle and disclose personal information in accordance with this policy and privacy laws.

Some legislation requires or authorises the Foundation to collect or disclose personal information without consent including (but not limited to):

• Health Records Act 2001 (Vic)
• Data Protection Act 2014 (Vic)
• Privacy Act 1988 (Cth)
• Family Violence Protection Act 2008 (Vic)
• Child Wellbeing and Safety Act 2005 (Vic)
• Children, Youth and Families Act 2005 (Vic).

Some examples of situations where the Foundation is required or authorised by law to collect or disclose personal information without consent include:

• if the Foundation reasonably believes a child is in need of protection from physical injury or sexual abuse, the Foundation is usually required to report that information to a child protection agency and/or police;
• if the Foundation reasonably believes it is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, the Foundation may collect, use or disclose information for that purpose;, or
• if the Foundation receives a valid request for information by way of subpoena or by other legal mechanism, the Foundation is generally required to respond.

Names and photographs used on our website are always used with consent. Sometimes, subject names will have been changed to protect privacy.

The Foundation’s Child Safe Policy is available on our website [link].

11. Keeping your information safe

The Foundation takes your privacy seriously. We may hold your personal information in different ways, including in physical (hard copy) or electronic form. We take all reasonable and appropriate steps to protect your personal information from misuse, interference and loss, as well as unauthorised access, modification or disclosure. This includes the secure storage of any electronic documents within Australia and storage of paper files in secure locations such as locked filing cabinets. The Foundation will not disclose your personal information to overseas recipients unless you request that we do so, or we are required by law to do so.

We will only keep your personal information for as long as we require it:

• for the purposes of providing access to our services;
• for our business operations;, or
• in accordance with, and for the purposes of, applicable laws.

12. Access to, and correction of, your personal information

We endeavour to ensure that the personal information collected from you is up to date, accurate and complete.

You may request access to, or correction of, the personal information held by the Foundation about you or your child. To do this, please contact our Privacy Officer in writing on the details below. We will respond to your request promptly, generally within 30 days.