This policy explains what information we collect, why we collect it, and how we protect your details. If you ever have questions, you’re welcome to ask.
Who We Are
Nillumbik Reconciliation Group Inc. (NRG) collects and manages personal information to administer our group, activities, and membership.
What Information We Collect
We collect personal information through membership forms, online contact forms, newsletters, event registrations, and payment systems. This may include your name, contact details, payment information, and any details you provide in communications with us.
Website Data and Cookies
We use cookies and third-party tools (including Google Analytics) to understand and improve website use. These tools may collect anonymised usage or technical data when you visit our site.
Photographs, Video, and Testimonials
We may record or photograph events or receive testimonials from members. Consent is always sought before publishing personal images, videos or testimonials in our communications, on our website or social media.
How We Use Your Information
Your information is used only for the aims and administration of NRG:
- Managing association membership and events
- Sending newsletters and important notifications
- Processing payments (including recurring payments via Stripe)
- Complying with legal obligations
Disclosure of Information
We do not share your personal information outside NRG except when required to run our systems (web hosting, newsletter services, or third-party tools e.g., Stripe, Paid Memberships Pro), or if required by law, or with your explicit consent.
Register of Members
Current members may inspect the register of members in person, by arrangement, under supervision. The register contains only the required details: name, postal address, email (if provided), the date membership started, and ceased (if former member). The committee may withhold details if there is a privacy, safety or misuse risk. Members may not photograph, copy, or export these records unless the committee approves.
Data Storage and International Hosting
Some data, including website and mailing list storage, may be held by external technology providers with infrastructure outside Australia. These providers are selected for their privacy and security standards.
Access and Corrections
You may contact the Secretary at any time to access or request correction of your personal information. We aim to respond promptly and always according to the law.
Retention and Deletion
We retain records of past and present members, including names and membership dates, as required by law and to preserve the history and continuity of our community. Additional information may be retained for legitimate administrative, archival, or reconciliation purposes. We will not use former members’ information for marketing or contact without their express consent, and any individual may request access to or correction of their records at any time. If you have concerns about being identified as a former member, please contact the Secretary to discuss your options.
Children’s Privacy
We do not knowingly collect personal information from minors or offer membership to children.
Making a Privacy Complaint or Reporting a Breach
If you believe your privacy has been breached, or if you have concerns about how your personal information is handled, please contact the Secretary in writing as soon as possible. We will promptly investigate your complaint and respond, usually within 30 days. If you are dissatisfied with our response, you may refer your complaint to the Office of the Victorian Information Commissioner (OVIC): www.ovic.vic.gov.au. In the event of a serious data breach, we will notify affected individuals and, where required, report the breach to the relevant authorities.
Contact
For all privacy requests, please contact the Secretary through the details provided on our website.