Privacy Policy | KASS Seniors

WELCOME TO THE KASS PRIVACY POLICY

KASS is a non-profit organisation supporting seniors and the community.

KASS respects your privacy and understands that personal information must be handled carefully.

KASS aims to handle personal information in accordance with applicable Australian privacy laws and recognised good privacy practices. Where the Privacy Act 1988 and the Australian Privacy Principles apply to KASS, KASS will comply with those requirements.

This Privacy Policy explains:

what personal information KASS may collect;
why KASS may collect it;
how KASS may use and disclose it;
how KASS protects it;
how you can ask to access or correct it; and
how you can contact KASS about a privacy concern.

This Privacy Policy applies to personal information handled through the KASS website, programs, activities, memberships, services, enquiries, assistance requests, donations and other KASS operations.

The KASS Terms of Use explain the general rules that apply when using the KASS website. This Privacy Policy explains how KASS handles personal information.

SECTION 1: WHAT IS PERSONAL INFORMATION?

Personal information is information or an opinion about an identified person or a person who can reasonably be identified.

Examples may include a person’s:

name;
residential or postal address;
email address;
telephone number;
date of birth or age information;
photograph;
location information;
account or KASS reference number; and
details about an enquiry or request for assistance.

Some personal information is classified as sensitive information under Australian privacy law and requires additional care.

Sensitive information may include information about a person’s health, disability, racial or ethnic origin, religious beliefs or other matters protected by applicable privacy law.

SECTION 2: WHAT INFORMATION KASS MAY COLLECT

The kinds of personal information KASS collects will depend on how you communicate with KASS and which KASS programs, activities or services you use.

KASS may collect:

your name;
your email address;
your telephone number;
your suburb and postcode;
your preferred contact method;
your preferred contact time;
details of a general enquiry;
details of an assistance request;
information about the device or technology issue for which you are seeking help;
communication or accessibility preferences;
information about a program, workshop, community forum or event;
volunteer, community partner or sponsorship enquiry details;
donation information;
correspondence between you and KASS;
feedback or complaints;
records relating to a service or support provided; and
technical information about the use of the KASS website.

KASS will only collect information that is reasonably needed for its activities, programs, services or legal requirements.

KASS will not collect a particular type of information merely because it is listed in this Privacy Policy. The information collected will depend on your interaction with KASS and the information reasonably required in the circumstances.

SECTION 3: SENSITIVE INFORMATION AND SECRET ACCOUNT DETAILS

KASS may sometimes need to collect sensitive information about your health, disability, accessibility requirements or other personal circumstances.

KASS will only collect sensitive information where it is reasonably necessary for KASS’s functions or activities and you consent to the collection, or where the collection is otherwise authorised or required by law.

Please do not provide KASS with:

passwords or passphrases;
banking PINs;
authentication or verification codes;
online banking sign-in information;
answers to account security questions;
complete payment card details;
government account passwords; or
remote-access approval codes

through a KASS web form, email, text message or general enquiry channel.

KASS does not need this information to respond to a general enquiry or assistance request.

If remote assistance is available, KASS will explain the approved process and any relevant privacy and security precautions before the session begins.

SECTION 4: HOW KASS COLLECTS PERSONAL INFORMATION

KASS may collect personal information when you:

complete a form on the KASS website;
submit a request for assistance;
contact KASS by telephone, email or another communication channel;
register for or attend a KASS program, workshop, forum or event;
make a donation;
enquire about volunteering or getting involved;
enquire about a community partnership or sponsorship;
provide feedback or make a complaint;
communicate with a KASS team member, contractor or volunteer; or
otherwise provide information directly to KASS.

KASS may also receive personal information from another person or organisation where:

you have agreed to this;
it is reasonably necessary to assist you;
it is unreasonable or impractical to collect the information directly from you; or
the collection is authorised or required by law.

Where practical, KASS will collect personal information directly from you.

If KASS receives personal information that it did not request, KASS will consider whether it could lawfully have collected that information.

Where unsolicited information is not reasonably needed and KASS is not required to keep it, KASS will take reasonable steps to delete or de-identify it.

SECTION 5: WHY KASS COLLECTS PERSONAL INFORMATION

KASS may collect, use and hold personal information to:

respond to enquiries;
assess and respond to requests for assistance;
communicate with you about a request or service;
provide information, education, programs and community support;
arrange appropriate assistance or referrals;
manage registrations for programs, workshops, forums or events;
manage volunteer and community participation;
process and record donations;
communicate with donors and supporters;
manage community partnership and sponsorship enquiries;
improve KASS resources, programs and services;
maintain appropriate administrative records;
respond to feedback and complaints;
protect the safety, security and proper operation of the KASS website;
detect or respond to suspected misuse, fraud, scams or privacy and security incidents;
meet legal, regulatory and reporting requirements; and
carry out the activities of KASS as a non-profit organisation.

KASS will not use personal information for an unrelated purpose unless you consent or the use is otherwise permitted or required by law.

SECTION 6: IF YOU DO NOT PROVIDE PERSONAL INFORMATION

You may browse general information on the KASS website without identifying yourself.

You may also ask KASS whether it is possible to communicate anonymously or by using another name. This may not always be practical, particularly where KASS needs to contact you, provide assistance, issue a receipt or maintain a legally required record.

If you do not provide information that is reasonably needed, KASS may be unable to:

respond fully to your enquiry;
contact you about your request;
assess the assistance you need;
register you for a program or activity;
process a donation or provide a receipt;
manage a volunteer or partnership enquiry; or
provide the requested service or support.

KASS will explain where information is required and, where practical, identify information that is optional.

SECTION 7: WEBSITE FORMS AND ASSISTANCE REQUESTS

KASS website forms may ask for information needed to respond to an enquiry or assistance request.

This may include your contact details, suburb, postcode, preferred contact method, preferred contact time and a description of the assistance you need.

Please provide only information that is reasonably relevant to your request.

Do not include passwords, banking PINs, authentication codes, complete payment card details or other secret account information in a KASS form.

Submitting an assistance request does not guarantee that a particular service, appointment, referral or outcome will be available. KASS will use the submitted information to review and respond to the request.

Where appropriate, a KASS website form will include a short privacy collection notice explaining:

why the information is being collected;
whether providing the information is optional or required;
how the information will normally be used or disclosed;
what may happen if the information is not provided; and
where you can read this Privacy Policy.

SECTION 8: DONATIONS AND PAYMENT INFORMATION

KASS may collect information needed to record and manage donations, including:

the donor’s name;
contact details;
donation amount;
donation frequency;
receipt information;
an optional message to KASS; and
whether the donor wishes to be publicly identified.

Where an online donation is processed directly through an external payment provider, the provider may collect and process payment information under its own privacy policy and terms.

Information about how payment details are handled will be provided through the relevant donation or payment process.

If you choose to remain anonymous publicly, KASS will not publicly identify you in connection with the donation.

KASS or its payment provider may still need to collect and retain information for payment processing, receipts, accounting, fraud prevention, record-keeping or legal compliance.

SECTION 9: WHEN KASS MAY DISCLOSE PERSONAL INFORMATION

KASS may disclose personal information where reasonably necessary to:

respond to your enquiry or assistance request;
arrange a service, referral or other support requested by you;
work with a service provider supporting KASS operations;
process a donation or payment;
operate, maintain or secure the KASS website and related systems;
obtain professional advice;
respond to a serious threat to health or safety;
investigate suspected fraud, misuse or unlawful activity;
respond to a privacy or security incident;
comply with a legal requirement; or
protect the legal rights and interests of KASS or another person.

Organisations that may receive information could include:

technology and website service providers;
communication and email service providers;
secure storage providers;
payment processors;
professional advisers;
government bodies or emergency services where legally required or reasonably necessary;
community organisations or service providers involved in an agreed referral; and
other providers supporting KASS programs and operations.

KASS will not sell personal information.

Where appropriate, KASS will seek your consent before referring you to another organisation or sharing information that identifies you.

SECTION 10: THIRD-PARTY SERVICE PROVIDERS

KASS may use external organisations to provide website hosting, email, data storage, communications, payment processing, website security, analytics or other operational services.

These providers may handle personal information on behalf of KASS or collect information directly through their services.

Before engaging a provider that will handle personal information, KASS will take reasonable steps appropriate to the circumstances to assess the provider’s privacy and security practices.

Where appropriate, KASS may use contractual requirements, access controls, confidentiality obligations, retention limits and deletion requirements to help protect personal information.

KASS will periodically review relevant arrangements where reasonable and appropriate.

The use of an external provider does not mean that KASS controls every aspect of that provider’s services, systems or privacy practices.

External providers may have their own privacy policies and terms. You should review the relevant provider’s privacy information where you deal directly with that provider.

SECTION 11: OVERSEAS DISCLOSURE AND STORAGE

Some technology, website, email, storage, payment or support providers used by KASS may store or process information outside Australia.

The countries involved will depend on the providers used by KASS and their data-hosting arrangements.

Where Australian privacy law requires it, KASS will take reasonable steps in connection with the overseas disclosure of personal information.

KASS will review this section when its service providers and data-hosting arrangements are confirmed and will provide further information where required and reasonably practical.

SECTION 12: COOKIES, WEBSITE INFORMATION AND AUTOMATED SYSTEMS

The KASS website may use cookies and similar technologies.

A cookie is a small file placed on a device when a person visits a website.

Depending on the website’s configuration, cookies may be used to:

support essential website functions;
remember website preferences;
improve website performance;
understand how visitors use the website;
identify technical problems; and
help protect the website from misuse.

Depending on the website’s configuration, KASS or its service providers may collect technical information such as:

browser type;
device type;
operating system;
pages visited;
approximate location based on an internet connection;
the website that referred you to the KASS website;
date and time of access; and
internet protocol address.

KASS will ensure that its published cookie and analytics information reflects the tools operating on the website.

Where appropriate, the KASS website may provide a cookie notice or cookie settings.

You may be able to control some cookies through your browser or choices provided on the website. Disabling essential cookies may affect how the website operates.

KASS will assess whether any computer program uses personal information to make, or substantially and directly assist in making, a decision that could significantly affect a person’s rights or interests.

If KASS uses such a system, KASS will update this Privacy Policy to explain the kinds of personal information used and the kinds of decisions made or informed by the system, as required by applicable law.

SECTION 13: COMMUNICATIONS, UPDATES AND FUNDRAISING

KASS may send information about its programs, services, community activities, events, resources, fundraising or other non-profit activities where:

you have agreed to receive it;
you would reasonably expect the communication; or
the communication is otherwise permitted by law.

Where required, KASS communications will explain how you can unsubscribe or ask not to receive further optional communications.

You may contact KASS at any time to ask KASS to stop sending optional promotional or fundraising communications.

KASS may still send necessary messages relating to an active enquiry, assistance request, donation, registration, complaint or other interaction.

SECTION 14: HOW KASS PROTECTS PERSONAL INFORMATION

KASS will take reasonable steps to protect personal information against:

loss;
misuse;
interference;
unauthorised access;
unauthorised disclosure; and
unauthorised alteration.

Depending on the information and systems involved, security measures may include:

restricting access to authorised team members, contractors and volunteers;
using passwords, multi-factor authentication and other appropriate access controls;
maintaining secure systems;
keeping appropriate records;
providing privacy and security guidance;
reviewing access when roles change;
using suitable service providers;
applying confidentiality requirements where appropriate; and
responding promptly to suspected privacy and security incidents.

No website, email service, storage system or internet transmission can be guaranteed to be completely secure.

SECTION 15: KEEPING INFORMATION ACCURATE

KASS will take reasonable steps to ensure that the personal information it uses or discloses is accurate, current, complete and relevant.

Please contact KASS if your information changes or if you believe that information KASS holds about you is inaccurate, out of date, incomplete, irrelevant or misleading.

SECTION 16: HOW LONG KASS KEEPS PERSONAL INFORMATION

KASS will keep personal information only for as long as it is reasonably needed for the purpose for which it was collected or as required by law.

The length of time may depend on:

the type of information;
the reason it was collected;
whether a request, service or complaint remains active;
financial and record-keeping requirements;
safety, insurance or legal requirements; and
the need to establish, exercise or respond to a legal claim.

KASS will maintain internal retention and disposal arrangements appropriate to the personal information it holds.

When personal information is no longer required, KASS will take reasonable steps to delete or de-identify it, unless the information must be retained by law.

SECTION 17: ACCESSING YOUR PERSONAL INFORMATION

You may ask for access to personal information KASS holds about you.

You may make an access request using the KASS contact details referred to in Section 24.

KASS may need to confirm your identity before providing access. This helps prevent personal information from being given to the wrong person.

KASS will respond within any period required by applicable law and otherwise within a reasonable time.

In some circumstances, access may be limited or refused where permitted or required by law.

If KASS refuses an access request, KASS will provide its reasons where required and explain any available complaint process.

SECTION 18: CORRECTING YOUR PERSONAL INFORMATION

You may ask KASS to correct personal information that you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

You may make a correction request using the KASS contact details referred to in Section 24.

KASS may need to confirm your identity and the information to be corrected.

KASS will take reasonable steps to consider and respond to the request within any period required by applicable law and otherwise within a reasonable time.

If KASS refuses a correction request, KASS will provide its reasons where required and explain any available complaint process.

SECTION 19: PRIVACY COMPLAINTS

If you believe KASS has not handled your personal information appropriately, you may make a privacy complaint using the KASS contact details referred to in Section 24.

Please provide enough information for KASS to understand:

what happened;
the personal information involved;
when the issue occurred;
any steps already taken; and
the outcome you are seeking.

KASS may need to confirm your identity where the complaint requires KASS to discuss or disclose personal information.

KASS will acknowledge and assess your complaint and respond within any period required by applicable law and otherwise within a reasonable time.

KASS may contact you if additional information is needed to investigate the complaint.

If you are not satisfied with KASS’s response, and the Office of the Australian Information Commissioner has jurisdiction over the matter, you may be entitled to make a complaint to the Office of the Australian Information Commissioner.

SECTION 20: DATA BREACHES

A data breach may occur when personal information is lost or is accessed or disclosed without authorisation.

KASS will assess suspected data breaches and take reasonable steps to:

contain the incident;
protect affected information;
reduce the risk of harm;
investigate what occurred;
take appropriate remedial action; and
reduce the risk of a similar incident occurring again.

Where KASS is covered by the Notifiable Data Breaches scheme and has reasonable grounds to believe that an eligible data breach has occurred, KASS will notify affected individuals and the Office of the Australian Information Commissioner as required by law.

KASS will maintain procedures appropriate to its operations for responding to privacy and security incidents.

SECTION 21: LINKS TO OTHER WEBSITES

The KASS website may contain links to government agencies, community organisations, charities, non-profit organisations, businesses and other external websites.

External websites are operated independently of KASS. KASS does not control their content, availability, privacy practices or security.

This Privacy Policy does not apply to personal information handled by an external organisation.

External websites may have their own privacy policies, cookies, terms and information-handling practices.

Please review the privacy information provided by an external website before providing personal information.

SECTION 22: CHANGES TO THIS PRIVACY POLICY

KASS may update this Privacy Policy when:

its programs, activities or services change;
its website or technology changes;
its information-handling practices change;
its service providers change;
legislation or regulatory guidance changes; or
new privacy or security risks are identified.

The latest version will be published on the KASS website.

The date at the top of this page will show when this Privacy Policy was last updated.

Where appropriate, KASS may also notify affected people of a significant change through another reasonable communication method.

SECTION 23: APPLICABLE PRIVACY LAWS

KASS will handle personal information in accordance with privacy laws that apply to its activities.

Depending on KASS’s operations and legal obligations, this may include the Privacy Act 1988, the Australian Privacy Principles and other applicable Commonwealth, state or territory requirements.

KASS also aims to follow recognised good privacy practices where a particular legal requirement may not apply.

SECTION 24: CONTACT KASS

If you have a privacy question, wish to request access to or correction of your personal information, or want to make a privacy complaint, please contact KASS using the contact details provided on the KASS website.

If you have difficulty accessing or understanding this Privacy Policy, you may ask KASS for assistance or request the policy in another reasonably available format.

KASS Privacy Policy