Privacy Policy

Purpose

This document describes ARMA’s policy regarding the collection, use, storage, disclosure of and access to personal information in relation to the personal privacy of past and present Group Members (including their individual members) and Committee Members of the Association.

Scope

This policy applies to personal information collected by ARMA concerning Members (including any Group member’s individual memberships).

Policy Statement

The Commonwealth Privacy Act 1988 requires organisations to comply with the Australian Privacy Principles (APPs). ARMA is committed to the Australian Privacy Legislation in the way it collects, uses, secures and discloses personal information.

• The collection and use of personal information must relate directly to the legitimate purposes of ARMA.
• Individuals must be aware of, or informed of, the purposes for which personal information is obtained.
• ARMA will take all reasonable measures to ensure that the personal information it receives and holds is up to date.
• ARMA will take all reasonable measures to store personal information securely.
• Individuals and Groups are entitled to have access to their own records, unless prevented by law.
• Third party access to personal information may only be granted in accordance with privacy principles and ARMA policy and procedure.
• ARMA will amend records shown to be incorrect.
• ARMA is bound by the Privacy Act 1988, which includes the Privacy Amendment (Enhancing Privacy Protection) Act 2012.

Personal Information and Collection

Types of Personal Information Collected

• Full name
• Email Address
• State
• Contact Details

ARMA collects personal information directly from the person it relates to. ARMA also collects data from the ARMA website through third-party traffic analysis, which is anonymous.

Personal Information from Third Parties

When employing staff, ARMA may collect information from:

• Current and/or previous employers
• Referees as nominated by the individual
• Working with Children Checks
• Police Checks

Disclosure of Personal Information

ARMA will not disclose personal information unless:

• A consent form has been signed by the individual.
• It is required to fulfil contractual obligations (e.g., government department requests).

Protection of Personal Information

ARMA takes all reasonable steps to secure personal information through:

• Password-protected IT systems and anti-virus software.
• Secure, lockable filing cabinets.
• Staff training in Privacy and Confidentiality.
• Site alarm systems.
• Compliance with the Archives Act 1983 and contractual obligations for file storage.

Accessing Personal Information

Members must verify their identity and specify the information required. A fee may be charged, with prior notice of costs. For client-collected information, access responsibility lies with the client.

Access to information is supervised by the President or Secretary during the review.

Privacy and Internet Technologies

Data Recorded

When accessing the ARMA website, the following data is collected:

• IP address
• Date and time of access
• File name and URL accessed
• Volume of data transmitted
• Access status
• Browser and operating system identification
• Referring website

This data is used temporarily for website operation, security, and network administration. It is not shared with third parties.

User Data Deletion

Individuals have the right to request the deletion of personal data. Requests can be sent to secretary@arma.net.au. ARMA will confirm deletion within 30 calendar days.

Use of Google Analytics

ARMA uses Google Analytics to collect website usage data via cookies. This data is used to analyze and improve services. IP addresses are not combined with other Google data.

Use of Cookies

What is a Cookie?

A cookie is a text file stored in the browser that remembers information about a website visit. Cookies may also be saved to the hard drive.

ARMA and Cookies

ARMA uses cookies to provide secure, personalised website features. IT analytics may collect demographic data, browser types, IP addresses, pages visited, and activity.

This data is used for personalising content and services. ARMA treats personal information confidentially and does not share it with third parties.

Controlling Cookies

Browser settings can control cookies. Disabling cookies may limit functionality. For more information, refer to browser help documentation.

Use of Social Media Plug-ins

ARMA integrates Facebook, Google+, Instagram, Twitter, LinkedIn, and YouTube. Plug-ins allow sharing content and streamlined logins.

Incorporation of YouTube Videos

YouTube videos are embedded on the ARMA website. Interacting with these videos shares usage data with YouTube and may be used for marketing purposes. Users must log out of Google to prevent association with their Google profile.

See the Google Privacy Policy for more details.

Newsletters

Subscriptions to newsletters require a valid email address and confirmation via double opt-in. The MailPoet platform is used for distribution.

No data is shared with third parties. Subscriptions can be canceled anytime via links in the emails.

Complaints Provision

Complaints of policy breaches must be submitted in writing to ARMA’s Secretary within six months of awareness. Complaints are handled under ARMA’s Complaints Policy and Procedure.

ARMA complies with the Freedom of Information Amendment (Reform) Act 2010.