Privacy Policy
1. About this policy
1.1 This Privacy Policy (Policy) applies to the Chinmaya Mission Charitable Operating Trust t/a Chinmaya Mission Australia (ABN 63 224 595 801) (Chinmaya, we, us, our), and describes how Chinmaya collects, processes and protects the privacy of your personal information.
1.2 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 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.
1.3 We will treat your personal information in accordance with this Policy, and applicable legislation including the Privacy Act 1988 (Cth) and the Spam Act 2003 (Cth).
1.4 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.
1.5 We may change this Privacy Policy from time to time, by publishing changes on our website.
2. Dealing with us anonymously or using a pseudonym
2.1 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.
2.2 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.
3. Types of personal information we collect and purposes for collecting this information
3.1 The types of personal information we collect about you depends on the dealings you have with us. We have set out in the table below further information about the types of personal information we collect and the purposes for doing so.
3.2 If we cannot collect all the information we have requested from you, we may not be able to provide our products or services to you.
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Individuals about whom we collect personal information
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Types of personal information
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Purpose for collecting this information
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People (including children) who attend our courses or classes, whether in person or online
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Name
Contact details
Gender
Date of birth
School year
Allergies medication
COVID-19 vaccination status
Emergency contact name
Emergency contact relationship
Emergency contact number
Medical consent
Doctor/GP name
GP contact number
Medicare number
Private health fund name
Private health fund membership number
Marketing consent
Number of children
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· Providing our services
· Processing registration and attendance at classes
· Corresponding with individuals
· Identifying a product or service of interest, and contacting about a service, product, event or promotion
· Managing and conducting our business
· Addressing emergency protocols in case of medical or other emergencies (where classes are held on-premise)
· Complying with laws and regulations for activities and events on premise such as in case of medical emergency and working with children, including the Child Protection (Working with Children) Act 2012 (NSW), Child Protection (Working with Children) Regulation 2013 (NSW) and Child Protection Legislation Amendment Act 2015 (NSW)
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Customers who purchase products online
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Name
Contact details
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· Providing our services and products
· Corresponding with individuals
· Identifying a product or service of interest, and contacting about a service, product, event or promotion
· Managing and conducting our business
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Volunteers
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Name
Contact details
Gender
Date of birth
Allergies medication
COVID-19 vaccination status
Emergency contact name
Emergency contact relationship
Emergency contact number
Medical consent
Doctor/GP name
GP contact number
Medicare number
Private health fund name
Private health fund membership number
Skills
Profession
Volunteering interests
Marketing consent
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· Providing our services
· Processing registration and attendance at classes
· Corresponding with individuals
· Managing and conducting our business
· Addressing emergency protocols in case of medical or other emergencies (where classes are held on-premise)
· Complying with laws and regulations for activities and events on premise such as in case of medical emergency and working with children, including the Child Protection (Working with Children) Act 2012 (NSW), Child Protection (Working with Children) Regulation 2013 (NSW) and Child Protection Legislation Amendment Act 2015 (NSW)
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Professional contacts and other third parties
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Name
Contact details (including email address)
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· Corresponding with individuals
· Managing and conducting our business
· Identifying a product or service of interest, and contacting about a service, product, event or promotion.
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4. Ways we collect your personal information
4.1 We may collect personal information from or about you in different ways, including:
(a) from you directly when you interact with us, eg from our discussions with you, your participation at our events or classes, when you complete a form, when you email us, and when you interact with our website;
(b) through third parties with whom we interact in order to provide our services or collect donations; and
(c) publicly available sources, including social media.
4.2 Where you purchase a product or service from us via our website, we do not collect or store credit card information. We use a third party payment gateway facility to capture and process credit card information.
5. Collection of information via our website
5.1 When you visit our website, we may 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.
5.2 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, the time spent on any page of the Website, search engine referrals and the internet protocol address assigned to your computer.
5.3 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. Direct marketing
6.1 We may use your personal information to identify a product or service that you may be interested in, or to contact you about an event or promotion. We may, with your consent, use the personal information we have collected about you to contact you from time to time whether by phone, email, social media or SMS to tell you about new products or services and special offers or events that we believe may be of interest to you.
6.2 You can withdraw your consent to receiving direct marketing communications from us at any time by contacting us using the details below.
7. Disclosing your personal information
7.1 In the course of providing our products and services to you, we may disclose your personal information with the following:
(a) authorised members of the Chinmaya administration team;
(b) third parties in order to provide our services;
(c) organisations we contract to provide services on our behalf, including software suppliers;
(d) anyone to whom part of all of our assets or businesses are transferred or sold;
(e) our professional advisers, including lawyers, accountants and auditors; and
(f) government agencies, regulatory bodies and law enforcement agencies, or other similar entities.
7.2 Some of these organisations may be located outside of Australia, for example, our software suppliers are located in India.
8. Security and storage
8.1 We store your personal information electronically. We may combine the information we hold about you across multiple databases, for example to identify products or services that may be relevant to you.
8.2 Information is stored by a third party storage provider. We take all reasonable and appropriate steps (including organisational and technological measures) to protect your personal information from misuse, interference and loss, as well as unauthorised access, modification or disclosure.
9. Accessing and correcting your information
9.1 We will endeavour to ensure that the personal information collected from you is up to date, accurate and complete.
9.2 You may request access to, or correction of, the personal information we hold about you at any time by contacting us using the details below. We will need to verify your identity before responding to your request. Subject to any applicable exceptions or requirements, we will provide you with access to the personal information you request within a reasonable time and usually within 28 days. If we decide to refuse your request, we will tell you why in writing and how to complain.
10. Complaints
10.1 You can make a complaint in writing to us using the details below. 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.
10.2 If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (
OAIC) via the OAIC website,
oaic.gov.au.
11. Contact us: If you have a question or comment regarding this Policy or wish to make a complaint or exercise your privacy rights, please email us at
IT@chinmaya.com.au.
Dated: November 2021
