The Australian Museum Foundation Limited (ABN 62 115 165 449) (“AMF”) is a not-for-profit, separate legal entity that exists solely to raise funds to support the Australian Museum Trust (trading as the Australian Museum or “AM”). The AMF is committed to handling your Personal Information appropriately and this policy outlines our ongoing obligations to you in respect of how we collect, use, disclose, store, and manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
What is Personal Information and why do we collect it?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include (but are not limited to): names, addresses, email addresses, phone numbers, accessibility information (which may be Sensitive Information as described below).
This Personal Information is obtained directly from you, and from third parties such as the Australian Museum, when:
- you interact electronically with the Australian Museum’s website and provide your Personal Information through its webpages about fundraising.
- you donate to the AMF or AM.
- you sign up online, by correspondence or when visiting the Australian Museum to receive newsletters, information about upcoming fundraising events or other fundraising-related news.
- you email AM staff or telephone the Australian Museum to enquire about donating to the AMF or AM, fundraising, or fundraising events held by the AM or AMF.
- you enter competitions designed to promote fundraising for the AMF or AM.
- you or your organisation does business with the AM or AMF such that AM staff invite them, on behalf of your organisation, to attend an AM or AMF event (a purpose of which is to fundraise)
- AM staff use publicly available sources of information (including, but not limited to, the ACNC register) indicating you or your organisation’s philanthropic or charitable purpose to compile a profile about you and contact you regarding the AM or AMF’s fundraising activities.
- Identifiable images of you attending AM or AMF events where photographers are present, unless you advise AM staff at the event that you do not wish for your image to be used for the AM or AMF’s fundraising, publicity or reporting purposes.
- The AM website contains links to other sites. The AM and AMF are not responsible for the privacy practices or the content of such websites.
We collect your Personal Information for the primary purpose of seeking donations, processing those transactions, and contacting you in the event of any difficulty in processing them. Where you have elected to be acknowledged in relation to your gift, your Personal Information will be used to provide that acknowledgement as appropriate. We also provide you with updates about how the funds raised have been utilised by the AM and other AM and AMF’s fundraising initiatives, events, and activities you may want to attend.
Your Personal Information is also used for secondary purposes closely related to the primary purpose and in other circumstances where you would reasonably expect such use or disclosure. For example, including you in mailing lists for general AM e-newsletters, special offers at the AM, ticketed events and programs, education programs and scientific updates. We may also collect anonymised aggregated statistics (which do not identify individuals) using your Personal Information in order to better understand our donor base and optimise our fundraising initiatives.
You may unsubscribe from general marketing lists at any time by using the ‘unsubscribe’ link contained at the bottom of each electronic communication or by contacting us in writing with the details set out below.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information, such as accessibility information or medical conditions, will be used by us only:
- for the primary purpose for which it was obtained - to ensure that any attendance at the Australian Museum takes into account any accessibility requirements you may have or communicating any dietary preferences to a catering company in the event you attend a catered AM or AMF event
- for a secondary purpose that is directly related to the primary purpose, being to report (on an anonymised basis) about our accessibility programs, collect user feedback about our accessibility initiatives and uptake
- with your consent; or where required or authorised by law.
Similarly, your Personal Information collected by us is shared with the AM and other third parties who provide services to the AM to enable it to operate AM’s payment systems, AM’s customer relationship management and other functions.
Disclosure of Personal Information
Your Personal Information may be disclosed in a number of circumstances including the following:
- to the AM where provision of that Personal Information allows the AM to operate the functions of the AMF
- to third parties where those third parties facilitate the operations of the AM and by extension, the operations of the AMF
- to other third parties where you expressly consent to the use or disclosure; and
- where required or authorised by law.
Security of Personal Information
Your Personal Information is stored on the AM’s systems in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. Where the AM engages such contractors and service providers to handle your Personal Information, those entities are responsible for complying with applicable laws governing how personal information is to be handled and the AM requires that those organisations and service providers agree to keep your information secure, use it only for the purpose for which it has been provided, handle it in accordance with the AM’s directions and return it to the AM or destroy all copies of it when they have finished, unless they are required by law to retain it.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.
The AM and AMF will not sell or receive payment for licensing or disclosing your Personal Information.
Access to your Personal Information
You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.
The AMF will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information.
In order to protect your Personal Information against unauthorised access, we may require you to provide us with additional identification information from you to verify your identity before releasing the requested information.
Maintaining the Quality of your Personal Information
It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
Australian Museum Foundation – Privacy
(02) 9320 6216