PC Users Group (ACT) Incorporated and the Australian Privacy Act
Our policy for your privacy is based upon the Australian Privacy Act 1988, and guided by the Australian Privacy Principles (APPs) of March 2014. When you contact the “PC Users Group (ACT) Incorporated”, hereafter referred to as PCUG, provide information to PCUG, or interact with PCUG websites in the pcug.org.au and tip.net.au domains, we will protect your privacy and help you maintain control over the information that you provide to PCUG.
How we collect and store your personal information
When you fill out paper or electronic forms and submit them to PCUG via post, email or World Wide Web, you provide personal information such as your name, address, phone number(s), email address(es), concessional status and account type to PCUG. This enables PCUG to provide various services to you, as detailed below. Note that the PCUG does not collect any personally sensitive information, as defined in the Privacy Act, from you.
This information is stored in our electronic databases, which are updated as information is received. Paper archives are held for up to seven years, and then securely destroyed. Electronic records of all members, current and past, are kept as required by the ACT Associations Incorporation Act and Regulations. The PCUG does not retain credit card information, and if provided as part of a payment is destroyed after use.
How we use your personal information
In the case of information provided when joining or renewing membership of the PCUG, we use this information to:
- update your PCUG membership record details,
- send you a renewal notice and receipt,
- send you information about PCUG events and activities,
- send you information pertaining to related organisations,
- inform you of member benefits and special offers made to PCUG members,
- identify you as a current member.
In the case of information provided when registering for PCUG events and activities, we use the information to:
- register you as someone authorised to attend the event or activity
- issue a receipt for payment,
- inform you of future PCUG events and activities.
In the case of mailing list subscriptions, we use this information to:
- email you the postings to the mailing list you subscribe to,
- support management of the mailing list you subscribe to.
In the case of information provided when volunteering or employed to support PCUG operations, we use the information to:
- identify you as a volunteer or employee,
- manage information relevant to the roles you undertake,
- maintain all records required by law relating to you activities supporting PCUG operations.
The PCUG will normally use a member’s PCUG email address when contacting them by email to provide information such as that noted above. Other supplied contact details are used if this is not available.
When you seek services from PCUG by joining or renewing membership, applying to attend an activity or event, subscribing to a mailing list, or apply as a volunteer or employee, it is PCUG’s understanding that you consent to your personal information being collected, stored, used and disclosed as necessary for the purpose of providing services as stated above.
Use and disclosure
PCUG will use and disclose your personal information only for the purpose that the information was provided to PCUG in the first place, i.e. to provide member benefits, event registration, mailing list emails, or support PCUG operations.
PCUG will endeavour to collect and use information that is accurate, complete, up to date, and relevant to the functions performed. The quality of data will be confirmed on member renewal and whenever else it is practical to do so.
PCUG will take all reasonable steps to protect your information from misuse, loss, unauthorised access, modification or disclosure. The PCUG databases, backups, and archives are held on secure servers under PCUG management and control. All volunteers and employees with access to personal information covered by this policy are required to comply with it.
Access and correction of personal information
As a member or visitor, you have the right to seek access to your personal information held by PCUG. Some of your member account details may be viewed in the User Services area on our secure web server. You also have the right to provide corrections to that personal information. Requests for access to, or correction of, your personal information should be addressed to the PCUG, using the contact details provided on the PCUG website, or by phone call to the PCUG. This will be provided in a reasonable time frame. On receipt of a complaint concerning PCUG’s handling of your personal information, the Secretary and ‘Office’ volunteers will attempt to resolve the complaint within 10 business days, but this time frame may be extended if further information is required from the complainant and/or any involved third-party, or when the volunteers are not available. We will then send you the suggested resolution for your complaint.
If the complaint is not resolved to your satisfaction, you may refer it to the PCUG committee. If you are still not satisfied with the response, you may refer the complaint to the Office of the Australian Information Commissioner.
Cross Entity Data flows
As an Australian Incorporated body, there are no other entities that have direct access to the databases that PCUG operates upon. This information will not be shared beyond PCUG, except as required by law.