1. ABOUT THIS POLICY
- This Privacy Policy (Policy) applies to the Trustee for Freddy Bear Foundation and FreddyMatch IP Pty Ltd which operates the FreddyMatch website (together, "FreddyMatch", "we", ”our" or "us"), and describes how FreddyMatch collects, handles and protects the privacy of your personal information.
- FreddyMatch is a charitable organisation that helps match organisations and volunteers based on their unique interests, skill sets, location and availability using an in-house algorithm. FreddyMatch supports organisations to find more volunteers by reducing the time and money cost of finding and managing volunteers, particularly focused on helping the 38,000 smaller charities in Australia.
- We are committed to protecting your privacy and understand the importance of protecting your personal information. This Policy outlines the types of personal information that we usually collect, the purposes for which we collect and use it, to whom we disclose it, how we hold and keep it secure and your rights in relation to your personal information, including how to complain and how we deal with complaints.
- In this Policy, personal information means any information or opinion about an identified individual or an individual who is reasonably identifiable, whether true or not. It does not include information that is de-identified.
- This Policy does not apply to the personal information of our employees.
- We may change this Policy from time to time, by posting any changes on our website or notice board. All changes will take effect immediately after being posted on our website or notice board.
- The Privacy Act 1988 (Cth) allows businesses like FreddyMatch, who would otherwise not be covered, to choose to be treated as an organisation subject to the Australian Privacy Principles (APPs). FreddyMatch are committed to good privacy practice, which is why we have voluntarily opted to be covered by and operate under the Privacy Act 1988 (Cth). For more information see: Opting in to the Privacy Act | OAIC.
2. TYPES OF PERSONAL INFORMATION WE COLLECT
- The types of personal information we collect about you depends on the dealings you have with us, and may include:
- name, address, email address and phone number;
- the name of the organisation you work for and your professional title;
- any information you provide about your personal or business affairs;
- any financial or credit card information;
- your interests and preferences; and
- any other information you provide while interacting with us.
- If you are applying for a job with us, we may also collect your:
- employment history and qualifications;
- academic records;
- references;
- medical information;
- personal alternative contact details;
- superannuation fund details; and
- criminal history record.
- If you use our services, we may also collect your:
- languages spoken;
- whether you are from a non-English speaking background;
- whether you have a disability;
- Centrelink benefits information;
- gender;
- whether you are Aboriginal or Torres Strait Islander;
- blue card;
- driver license; or
- visa status.
3. DEALING WITH US ANONYMOUSLY OR USING A PSEUDONYM
- Where possible and lawful, you may interact with us anonymously or using a pseudonym. For example, if you contact us with a general question we will not record your name unless we need it to adequately handle your question.
- However, for many of our functions and activities we usually need your name, contact information and other details to enable us to provide our services or products to you.
4. WAYS WE COLLECT YOUR PERSONAL INFORMATION
- We may collect personal information from or about you in different ways, including:
- from you directly when you interact with us, eg from our discussions with you, when you complete a form, your emails and your interaction with our website;
- through third parties with whom we interact in order to provide our services;
- through feedback you provide;
- through any responses you provide to surveys and/or promotions; and
- through communications with our customer support team.
- If you apply for a job or contract position with us, 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 in Australia;
- police agencies to obtain your criminal history record;
- academic institutions;
- consulting medical practitioner;
- superannuation fund provider;
- your current or previous employers; or
- your referees.
- You may request that we delete any personal information that we hold about you at any time (noting that this may mean we are unable to provide our services to you if you do so) by completing out Cancellation Form available by emailing hello@freddymatch.org. Please note that if you provide us with this request, it may affect our ability to provide services to you.
5. COLLECTION OF INFORMATION VIA OUR WEBSITE
- When you visit our website, we may also use 'cookies' or other similar tracking technologies that help us track your website usage and remember your preferences. Cookies are small files that store information on your computer, mobile phone or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser but our website may not work as intended for you if you do so.
- 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.
- Our web pages may contain electronic images, known as web beacons. These electronic images enable us to count users who have visited certain pages on our website. Web beacons are not used by us to access your personal information, they are simply a tool we use to analyse which web pages are viewed, in an aggregate number.
6. PURPOSES FOR WHICH WE COLLECT, USE AND DISCLOSE PERSONAL INFORMATION
- We collect your personal information for the following purposes:
- to provide our services;
- to manage and conduct our business;
- to offer or promote our products and services;
- to obtain feedback;
- to better understand your needs;
- to help us manage, develop and enhance our products and services, including our websites and applications;
- to consider your suitability for employment; and
- to comply with our legal obligations, resolve any disputes and enforce our agreements and rights with third parties.
7. DISCLOSURE AND USE OF YOUR PERSONAL INFORMATION
- We may use your personal information for any of the purposes set out in clauses 6 and 8.
- In the course of providing our products and services to you, we may disclose your personal information with the following:
- third parties in order to provide our services, for example our officers, insurers, agents, suppliers or sub-contractors and organisations with which we match volunteers;
- organisations we contract to provide services on our behalf such as software suppliers and mail houses;
- anyone to whom part of all of our assets or businesses are transferred or sold;
- our professional advisers, including lawyers, accountants and auditors; and
- government agencies, regulatory bodies and law enforcement agencies, or other similar entities.
- If you choose to apply to a volunteering opportunity with one of the volunteer organisation we match you with, we will make reasonable efforts to inform you of the particular personal information which will be shared with that organisation.
- We do not make any guarantees as to the privacy practices of any matched organisations, individuals should consult the privacy policies of any external volunteer organisation if you choose to share your personal information with them.
- We do not currently disclose your personal information overseas.
- Your personal information may also be disclosed between the FreddyMatch entities (i.e the Trustee for Freddy Bear Foundation and FreddyMatch IP Pty Ltd which operates the FreddyMatch website).
8. DIRECT MARKETING
- We may use your personal information to identify a product or service that you may be interested in or to contact you about available volunteer work, events and or promotions. We may, with your consent where required, use the personal information we have collected about you to contact you from time to time whether by phone, email, SMS or mail to tell you about new volunteer placements, products or services and special offers that we believe may be of interest to you.
- You can withdraw your consent to receiving direct marketing communications from us at any time by unsubscribing from the mailing list by clicking the link in the marketing communication or by contacting us using the details at the end of this Policy.
9. COLLECTION AND USE OF PERSONAL INFORMATION OF CHILDREN
- Certain individuals using our in-house algorithm to seek volunteer opportunities with organisations may be under 18 years of age. In these circumstances, we will collect personal information about individuals under 18 years of age.
- If you indicate that you are under 15 years of age when completing an application to use our in-house algorithm, you will be required to obtain consent of a parent or guardian to the collection and use of your personal information before we will collect and store any of your personal information. As part of our process of obtaining parent or guardian consent, prior to sharing any of your information with third parties (in accordance with section 7.2(a) of this policy), we will make best efforts to provide details to the relevant parent or guardian as to the types of your personal information that will be shared with third parties.
- Where we collect personal information about an individual who is under 18 years of age, we will do so in accordance with this Policy, including in respect to the purposes, use, disclosure and storage of that information.
10. STORAGE
- We store your personal information in hard copy and electronically. Electronic information is stored by a third party storage provider.
11. ACCESS TO AND CORRECTION OF YOUR INFORMATION
- You have the right to request access to, or correction of, the personal information we hold about you at any time by contacting hello@freddymatch.org. A small administrative fee may be payable for the provision of information. We may need to verify your identity before responding to your request. If we decide to refuse your request, in most circumstances we will tell you why in writing within a reasonable period of the request being made.
12. COMPLAINTS
- You can make a complaint in writing to hello@freddymatch.org or to 120 Tallai Road, Tallai, Queensland 4213. We will respond to you within a reasonable period of time to acknowledge your complaint and inform you of the next steps we will take in dealing with your complaint.
- If you are unsatisfied with FreddyMatch's handling of any privacy complaint you may escalate the issue by lodging a complaint with the Office of the Australian Information Commissioner through its website.
13. CONTACT US
- If you have a question or comment regarding this Policy or wish to request to access or correct your personal information or make a complaint, please contact us at hello@freddymatch.org.
Dated: 8th November 2024