Privacy Statement - November 2017
Wentworth Falls Garden Club
Affiliated with Garden Clubs Australia INC
www.wentworthfallsgardenclub.com
This document sets out how WFGC may collect, hold and use personal information, which can be used to identify that individual.
1 The collection of Personal Information
WFGC Constitution
Section 3.1 of the WFGC Constitution states that, ‘Membership is to be open to all individuals who accept the objects and rules of the Club and complete the application form for membership.’
Section 3.2 of the WFGC states that, ‘A register of current members shall be kept showing their name, address, email address and contact number, and the date membership began and ceased.’
The Membership Officer collects and keeps the paper application forms and lists the information electronically on a database. Payment made by the prospective member is collected by the Treasurer. A receipt is issued in the form of a membership badge by the Membership Officer.
2 The Use and Disclosure of Personal Information
WFGC will only disclose your personal information to certain members of the committee who need to be able to contact you for a variety of reasons.
3 Management of Personal Information
Security of personal information is important to WFGC. We protect the information we hold from misuse, loss, unauthorized access, modification or disclosure. Security measures include strict confidentiality requirements of our committee members and general membership.
WFGC may disclose your personal information to the extent that it is required to do so by law.
4 How Personal Information can be Accessed
Confidentiality Requirements of the Committee
5 Resolving Privacy Issues and Complaints
The Executive will meet to consider any complaint by a member regarding security concerns and privacy issues when it is deemed appropriate and necessary to do so.
Wentworth Falls Garden Club
Affiliated with Garden Clubs Australia INC
www.wentworthfallsgardenclub.com
This document sets out how WFGC may collect, hold and use personal information, which can be used to identify that individual.
1 The collection of Personal Information
WFGC Constitution
Section 3.1 of the WFGC Constitution states that, ‘Membership is to be open to all individuals who accept the objects and rules of the Club and complete the application form for membership.’
Section 3.2 of the WFGC states that, ‘A register of current members shall be kept showing their name, address, email address and contact number, and the date membership began and ceased.’
The Membership Officer collects and keeps the paper application forms and lists the information electronically on a database. Payment made by the prospective member is collected by the Treasurer. A receipt is issued in the form of a membership badge by the Membership Officer.
2 The Use and Disclosure of Personal Information
WFGC will only disclose your personal information to certain members of the committee who need to be able to contact you for a variety of reasons.
3 Management of Personal Information
Security of personal information is important to WFGC. We protect the information we hold from misuse, loss, unauthorized access, modification or disclosure. Security measures include strict confidentiality requirements of our committee members and general membership.
WFGC may disclose your personal information to the extent that it is required to do so by law.
4 How Personal Information can be Accessed
Confidentiality Requirements of the Committee
- The Membership Coordinator will maintain the Membership Register. It will be updated after the November General Meeting each year. The register of current members will contain the name, address, email address (where available) and contact phone number. The Assistant Membership Officer will also have access to the Membership Register.
- The Executive (President, Vice President, Secretary and Treasurer) and the Tours and Functions Coordinator will have access to the register.
- The Catering Coordinator will be given a list of current members’ names and phone numbers. Volunteers’ names will appear in the newsletter each month, without phone numbers.
- The Rosters Coordinator will be given contact phone numbers by members themselves when they sign up to offer assistance. Volunteers’ names will appear in the newsletter each month, without phone numbers.
- Members who volunteer their gardens for rambles will only have the address written on the map given to members at the meeting, not in the newsletter.
- The Membership Coordinator will send the Executive and Tours & Functions Officer an updated email each month listing current membership details. The Catering Coordinator will receive a phone numbers only list.
- Members standing down from the committee are asked to delete membership details from their files.
- Committee members are requested to use passwords to access their computers.
5 Resolving Privacy Issues and Complaints
The Executive will meet to consider any complaint by a member regarding security concerns and privacy issues when it is deemed appropriate and necessary to do so.