APANA^® Privacy Policy

(Last updated  - 30 December 2003)

1. Introduction

This policy governs the use and disclosure by APANA of personal information of its members, and outlines how its members can access that information.

2. Information that APANA will collect

2.1. Membership information

APANA collects or maintains the following personal information about its members:

1. Name

2. Address

3. Telephone numbers

4. Email address

This information will be collected with your knowledge and participation. If you choose not to provide this information, APANA may decline to accept your membership. It will not normally be possible for you to deal with APANA anonymously.

2.2. Network activity information

In addition the following, potentially personally identifying information may be collected by particular Regions or Member Access Sites:

1. Username and password

2. Dates and times of logins.

3. IP addresses assigned to logins.

4. Proxy server requests including date, time and resource requested.

5. Header information from email sent and received.

This information may be collected without your specific knowledge or participation, by automated means in the course of your use of APANA's network, but will only be collected by fair and lawful means and not in an unreasonably intrusive manner.

3. Sensitive information

APANA will not collect information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, or details of health, disability or sexual activity or orientation, unless compelled to do so by law.

4. Purposes for which information is collected

The personal information collected by APANA may be used for the following purposes:

1. To comply with the requirements of its Rules and of the Associations Incorporation Act 1981 (Vic);

2. To administer its network;

3. For any other purpose for which you would reasonably expect your personal information to be used by APANA; and

4. For any other purpose authorised by the National Privacy Principles set out in the Privacy Act 1988.

5. Disclosure of your personal information

Your personal information may be disclosed in the following circumstances:

1. To other members as required by the Associations Incorporation Act 1981 (Vic);

2. To authorised officers of APANA and their agents for the purpose of administering APANA's network;

3. Under compulsion of law, for example if a warrant or court order is received;

4. To lessen or prevent a serious and imminent threat to an individual's life or health;

5. To you or with your consent; or

6. For any other purpose authorised by the National Privacy Principles set out in the Privacy Act 1988.

Otherwise APANA will use its reasonable endeavours to avoid the disclosure of your personal information, save that aggregated demographic information may be disclosed so long as the information is unable to identify you or any other individual.

6. Accessing your personal information

6.1. How to request access to personal information

You can contact APANA to request a copy of your personal information by emailing the Secretary at secretary@apana.org.au. The Secretary shall attend to your request on a confidential basis within 14 days of the request being received.

6.2. Fees for access to personal information

No fee will be levied for access to information described in clause 2.1 above. A fee may be levied for access to information described in clause 2.2 above, which is to be determined by the Regional Committee responsible for providing that information, or if no Regional Committee is responsible then by the Management Committee, in their reasonable discretion.

6.3. Refusal of access

Access to your personal information may be refused if:

1. providing access would pose a serious and imminent threat to life or health of a person;

2. providing access would create an unreasonable impact on the privacy of others;

3. the request is frivolous and vexatious;

4. denial of access is authorised or required by law; or

5. for any other reason authorised by the National Privacy Principles set out in the Privacy Act 1988.

7. Data quality

APANA will use its reasonable endeavours to ensure the accuracy and quality of the information collected about you. Should personal information that you know APANA has collected about you change, it is your responsibility to bring the changes to APANA's attention which you may do by email to the Secretary at secretary@apana.org.au.

8. Data security

APANA will endeavour to keep your personal information as secure as reasonably possible. Without limitation, membership information may only be accessed from within the APANA network on a secure Web server, and your full membership details are only available to be accessed and modified by authorised officers using unique usernames and passwords.

9. Amendments to Privacy Policy

APANA may amend the terms applying to the use of your personal information at any time, subject to informing you of the amendments by publishing the revised policy on its Web site.