Introduction
The Committee of the Illawarra Astronomical Society (IAS) is committed to protecting the privacy of personal information which the organisation collects, holds and administers. Personal information is information which directly or indirectly identifies a person.
Purpose
The purpose of this document is to provide a framework for the Illawarra Astronomical Society in dealing with privacy considerations.
Policy
The Illawarra Astronomical Society collects and administers selected personal information from the Membership Application/Renewal Form. This information is used for the purpose of administering club membership records and for a Contact Details Database used for contacting members for astronomy related events and matters. Members consent to this policy by signing the Membership Application/Renewal Form. The organisation is committed to protecting the privacy of personal information it collects, holds and administers.
The Illawarra Astronomical Society is bound by laws which impose specific obligations when it comes to handling information (Privacy and Personal Information Protection Act 1998 NSW). The organisation has adopted the following principles as minimum standards in relation to handling personal information.
The Illawarra Astronomical Society will
· Collect only information which the organisation requires for its primary function;
· Ensure that members are informed as to why we collect the information and how we administer the information gathered;
· Use and disclose personal information only for our primary functions or a directly related purpose, or for another purpose with the person’s consent;
· Store personal information securely, protecting it from unauthorised access; and
· Provide members with access to their own information, and the right to seek its correction.
Data Quality
The Illawarra Astronomical Society will:
· Take reasonable steps to ensure the information the organisation collects is accurate, complete, up to date, and relevant to the functions we perform.
Data Security and Retention
The Illawarra Astronomical Society will:
· Safeguard the information we collect and store against misuse, loss, unauthorised access and modification.
· Personal information collected for the purpose of Contact Details Database will be stored on a password protected document.
· Hard copies of the Membership Application/Renewal Form stored securely at a located determined by an authorised committee member
Openness
The Illawarra Astronomical Society will:
· Ensure stakeholders are aware of The Illawarra Astronomical Society’s Privacy Statement and its purposes.
· Make this information freely available on the Club’s website http://illawarraastronomicalsociety.hostoi.com/ or a hard copy will be provided on request by the Club’s Secretary.
Access and Correction
The Illawarra Astronomical Society will:
· Ensure individuals have a right to seek access to information held about them and to correct it if it is inaccurate, incomplete, misleading or not up to date.
Making information available to other organisations
The Illawarra Astronomical Society will not:
· Disclose personal information about a person other than in accordance for the intended purpose of the information.
Related Documents
Membership Application/Renewal Form
Contact Details Database
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