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.


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


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

It is policy that:

  • 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 acccess 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 Privacy Amendment (Enhancing Privacy protection) Act 2012. ARMA will only collect personal information for the purpose of providing services to clients as is necessary to fulfil our contractual obligations

Personal Information and Collection

ARMA may be required to collect the following personal information for the purpose of fulfilling contractual obligations:

  • Full name
  • Email Address
  • State
  • Contact Details

ARMA will collect personal information directly from the person it relates to. ARMA does collect personal information from the ARMA Website. We use a third party to analyse traffic at the website. Information collected through such analysis is anonymous.

When employing staff we will also collect personal information from other third parties such as:

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

ARMA will hold and use the personal information held for the sole purpose of providing and fulfilling a service. We will not disclose any personal information unless:

  • A consent form has been signed by the individual
  • In accordance with any contractual obligations we must adhere to (eg: Government department requests such as Department of Social Services)

Protection of Personal Information

ARMA will take all reasonable steps to ensure that all personal information is held securely and protected from misuse, loss and unauthorised access. This includes:

  • IT Systems requring password access to systems and databases and anti-virus protection in place
  • Secure, lockable filing cabinets
  • Staff training in Privacy and Confidentiality
  • Site Alarm Systems
  • Adhering to the Archives Act 1983 and any contractual obligations with regards to archiving and storage files

 Accessing Personal Information

We will require any member requesting information to verify their identity and to specify what information they require. A fee may be charged for providing access. We will advise them of the likely costs in advance. However, in the case of personal information we collect from our clients for the purposes of providing our services, access to that personal information will usually be the responsibility of the relevant client.

Access to personal information will be controlled at all times . A person requesting the information will be accompanied for the entire time they are in possession of their personal information by the President or Secretary.


Which data is recorded and how is it used?

Each time anyone accesses the ARMA website, that person’s Internet browser automatically transmits the following data to our web server:

  • IP address of the requesting computer
  • The date and time when the website was accessed
  • The name and URL of the file that was called
  • The volume of data that was transmitted
  • Access status (file transmitted, file not found, etc.)
  • Identification data of the browser and operating system you are using
  • Website from which the access was referred (if following a link)
  • This data is collected and stored temporarily in server logs, processed and used for the purpose of enabling the use of the website (establishing a connection), system security and the technical administration of the network infrastructure. The data is not compared with other databases, nor is the data or extracts of it forwarded to third parties.


An individual has the right to erasure, also known as “the right to be forgotten”. The principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued retention or processing.

Information may be deleted from our website or CRM upon request to secretary@arma.net.au. We undertake to perform the deletion within one month (30 calendar days) and will send you a confirmation once the information has been deleted. Wherever possible, we will aim to complete the request in advance of the deadline.


The ARMA website uses Google Analytics, a web analytics service from Google Inc. (“Google”). Google Analytics uses cookies; these are text files that are stored on your computer and enable your use of the website to be analysed. The information generated by the cookie about your use of this website is usually transmitted to a Google server where it is stored. On behalf of ARMA, Google will use this information to evaluate your use of the ARMA website, to compile reports on website activities, and to provide other services associated with the use of the website and the Internet to the ARMA website team. The IP address that is transmitted by your browser as part of Google Analytics is not combined with other data by Google.


What is a “Cookie”? 

On the Internet, and as it pertains to online functionality, a “cookie” is a small piece of information sent by a web server to be stored on a web browser so that it can be read back later from that browser. This becomes useful for having the browser remember specific information about a visitor to a particular website. The cookie is a text file that is saved in the browser’s directory and is stored in RAM while the browser is running. The cookie may also be stored on the computer’s hard drive once a user logs off from that website or web server.

ARMA and Cookies

ARMA is committed to continually improving the experience for people who use the ARMA website. “Cookies” are currently the only way to effectively identify someone in order to provide personalised access to specifically orientated information. By using cookies, ARMA can personalise its website and offer secure, tailored services for each person. Cookies and registration are two methods that ARMA uses to offer features and services that are unavailable to the general public.

To measure site activity and provide a better experience, ARMA may allow our IT analytical service providers to compile information from the cookies, web beacons or other technologies on our websites, which may include information about your visit (such as demographic data, browser type, IP address, pages visited, activities conducted on the page and the day and time of your visit). We may also use this information to develop personalised content and appropriate advertising based on your visits over time on ARMA websites.

ARMA will treat any personally identifiable information that is gathered on this site as confidential. It will not be shared, bartered or sold to ANY third party.

How can the use of “Cookies” be controlled or turned off?

Cookies can be controlled through browser settings. While not used on ARMA, Flash cookies can be disabled or deleted in the Flash player application. Be aware that setting the cookies controls to be too restrictive, or declining cookies altogether, may affect your ability to use certain features of the ARMA website, including accessing member-only areas. Please refer to your browser Help instructions to learn more about cookies and other technologies and how to manage their use. If you elect to refuse or delete cookies, you will need to repeat this process if you use another computer, or change browsers.


We have integrated the following social media platforms into the ARMA website: Facebook, Google+, Instagram, Twitter, LinkedIn and YouTube.

The integration of these social media platforms allows you to link your ARMA website account to an active social media account, which allows you to login and interact in a streamlined one-click solution, as well as to quickly share content from the ARMA website to any of these social media platforms.

The plug-ins give you the opportunity to interact with the social networks and others so we can improve our offering and make it more interesting and engaging to you.


We have incorporated YouTube videos into our online offering which are stored on https://www.youtube.com and can be played directly from the ARMA website, as well as the YouTube website.

If you are signed in to Google and watch a YouTube video or click on the YouTube logo via the ARMA website, YouTube receives the information that you have interacted with the YouTube video, and the data is allocated directly to your Google account. YouTube stores your data on your usage profile and uses this for the purpose of advertising, market research and/or to design its website to meet the needs of users. Such an assessment is carried out especially to provide appropriate advertisements (even for users who are not signed in), in order to inform other users of the social network about your activities on our website.

If you do not want to allow YouTube to target your Google account and profile with video usage via the ARMA website, you will need to sign out of your Google account before you activate YouTube videos. Additionally, any marketing / advertising which is seen in the YouTube videos which are embedded in the ARMA website, are customised and published from YouTube, not ARMA.

For additional information about the purpose and scope of data collection and its processing by YouTube, refer to the Google privacy policy: https://policies.google.com/privacy?hl=en-AU&gl=au.


We give you the option of subscribing to our newsletter on our website. We use this newsletter to inform you about our offerings at regular intervals. To receive our newsletter, you have to provide us a valid e-mail address. All other data that you transmit to us in the course of registering for the newsletter is voluntary and has no influence over the option of obtaining the newsletter, other than validating who you are if you contact us via telephone.

When you subscribe to our newsletter, we will store your IP address and the date and time of your registration. We will then verify the e-mail address that you specify when you register by sending a separate e-mail as part of what is called the double opt-in procedure, to ensure that you actually are the owner of the specified e-mail address. If a third party has misused your e-mail address and used your data without your knowledge to register for the newsletter, we will delete this data after 24 hours. If you confirm to us that you actually are the owner of the specified e-mail address, we will store your data and use it for the purpose of sending you our newsletter.

Our newsletters and email-outs use the MailPoet email platform to distribute bulk email on our behalf, they do not read or access the email contents or any personal information when we use this service. The data is not forwarded to other third parties. You can cancel your subscription to our newsletter at any time. For details regarding this, please refer to the confirmation e-mail and each individual newsletter.


Any person who on reasonable grounds believes that ARMA has breached this policy may complain in writing to ARMA’s Secretary specifying details of the alleged breach:

It is requested that the written complaint be forwarded within six (6) months of the time the complainant first became aware of the breach. If a complaint is received after this time, ARMA may not be able to investigate the complaint.

Complaints will be investigated in line with ARMA’s Complaints Policy and Procedure.

ARMA adhere’s to the Freedom of Information Amendment (Reform) Act 2010.