1.15 Policy – Privacy
ContentsContents
1.
2.
3.

Purpose .............................................................................................................................................. 1
Scope and exemptions ....................................................................................................................... 1
Policy Statement ................................................................................................................................ 1
3.1
General Requirements ............................................................................................................... 2
3.2
Collection ................................................................................................................................... 2
3.3
Use and Disclosure..................................................................................................................... 2
3.4
Storage ....................................................................................................................................... 3
3.5
Destruction and De-Identification ............................................................................................. 3
3.6
Data Quality ............................................................................................................................... 4
3.7
Data Security and Retention ...................................................................................................... 4
3.8
Openness ................................................................................................................................... 4
3.9
Access and Correction ............................................................................................................... 4
3.10
Making Information Available to Other Organisations ......................................................... 4
4. Responsibilities .................................................................................................................................. 4
4.1
Compliance ................................................................................................................................ 4
4.2Reporting ................................................................................................................................... 4
5. Related Documents ............................................................................................................................ 5
6. Definitions .......................................................................................................................................... 5
7. Proviso ................................................................................................................................................ 5
8. Approval and Review Details ............................................................................................................. 6

1.

PurposeThe purpose of this document is to provide a framework for the Zoo and Aquarium
Association in dealing with privacy considerations. When dealing with personal information
we observe our obligations under the Privacy Act 1988 (Cth) and comply with the AustralianPrivacy Principles, as well as other relevant State legislation. This policy sets out how we willcollect, use, store, disclose and de-identify personal information.

2.

Scope and exemptions

This Policy applies to all Association operations and activities.

3.

Policy Statement

The Zoo and Aquarium Association is committed to protecting the privacy of personal
information which the association collects, holds and administers. Personal information is
information which directly or indirectly identifies a person.

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11.15 Policy – Privacy

3.1

General Requirements

The Zoo and Aquarium Association collects and administers a range of personal information
for the purposes of running an Association. The Association is committed to protecting theprivacy of personal information it collects, holds and administers.
The Zoo and Aquarium Association recognises the essential right of individuals to have theirinformation administered in ways which they would reasonably expect – protected on one
hand and made accessible to them on the other.
The Zoo and Aquarium Association is bound by laws which impose specific obligations whenit comes to handling information. The organisation has adopted the following principles
contained as minimum standards in relation to handling personal information.
The Zoo and Aquarium Association will:a) Collect only information which the organisation requires for its primary function;b) Ensure that stakeholders are informed as to why we collect the information and how
we administer the information gathered;c) Use and disclose personal information only for our primary functions or a directlyrelated purpose, or for another purpose with the person’s consent;d) Store personal information securely, protecting it from unauthorised access; ande) Provide stakeholders with access to their own information, and the right to seek its
correction.

3.2

Collection

The Zoo and Aquarium Association will:a) Only collect information that is necessary for the performance and primary functionof the Association.
b) Notify stakeholders about why we collect the information and how it isadministered.
c) Notify stakeholders that this information is accessible to them.
d) Collect personal information from the person themselves wherever possible.
e) If collecting personal information from a third party, be able to advise the person
whom the information concerns, from whom their personal information has beencollected.
f) Collect Sensitive information only with the person’s consent. (Sensitive information
includes health information and information about religious beliefs, race, gender andothers).
g) Determine, where unsolicited information is received, whether the personal
information could have collected it in the usual way, and then if it could have, it willbe treated normally. (If it could not have been, it must be destroyed, and the person
whose personal information has been destroyed will be notified about the receipt
and destruction of their personal information).

3.3

Use and Disclosure

The Zoo and Aquarium Association will:© Zoo and Aquarium Association Australasia

21.15 Policy – Privacya) Only use or disclose information for the primary purpose for which it was collectedor a directly related secondary purpose.
b) For other uses, the Association will obtain consent from the affected person.
c) In relation to a secondary purpose, use or disclose the personal information only
where:
o a secondary purpose is related to the primary purpose and the individual
would reasonably have expected us to use it for purposes; oro the person has consented; oro certain other legal reasons exist, or disclosure is required to prevent serious
and imminent threat to life, health or safety.
d) In relation to personal information which has been collected from a person, use thepersonal information for direct marketing, where that person would reasonablyexpect it to be used for this purpose, and the Association has provided an opt out
and the opt out has not been taken up.
e) In relation to personal information which has been collected other than from theperson themselves, only use the personal information for direct marketing if theperson whose personal information has been collected has consented (and theyhave not taken up the opt-out).
f) State in the Association’s privacy policy whether the information is sent overseas
and further will ensure that any overseas providers of services are as compliant withprivacy as the Association is required to be.
g) Where for a legal or other reason we are not required to provide a person withaccess to the information, consider whether a mutually agreed intermediary would
allow sufficient access to meet the needs of both parties.
h) Make no charge for making a request for personal information, correcting theinformation or associating a statement regarding accuracy with the personalinformation.

3.4

Storage

The Zoo and Aquarium Association will:a) Implement and maintain steps to ensure that personal information is protected frommisuse and loss, unauthorised access, interference, unauthorized modification ordisclosure.
b) Before the Association discloses any personal information to an overseas recipient
including a provider of IT services such as servers or cloud services, establish thatthey are privacy compliant. The Association will have systems which provide
sufficient security.
c) Ensure that the Association’s data is up to date, accurate and complete.

3.5

Destruction and De-Identification

The Zoo and Aquarium Association will:a) Destroy personal information once is not required to be kept for the purpose forwhich it was collected, including from decommissioned laptops and mobile phones.

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31.15 Policy – Privacyb) Change information to a pseudonym or treat it anonymously if required by theperson whose information the Association holds and will not use any government
related identifiers unless they are reasonably necessary for its functions.

3.6

Data Quality

The Zoo and Aquarium Association will take reasonable steps to ensure the information it
collects is accurate, complete, up to date, and relevant to the functions it performs.

3.7

Data Security and Retention

The Zoo and Aquarium Association will:a) Permanently de-identify personal information where reasonable and possible; andb) Destroy personal information once there is no longer a legal or business need for us
to retain it.

3.8Openness

The Zoo and Aquarium Association will:a) Ensure stakeholders are aware of its Privacy Policy and its purposes.
b) Make this information freely available in relevant publications and on theAssociation’s website.

3.9

Access and Correction

The Zoo and Aquarium Association will ensure individuals have a right to seek access toinformation held about them and to correct it if it is inaccurate, incomplete, misleading ornot up to date.

3.10

Making Information Available to Other Organisations

The Zoo and Aquarium Association can release information to third parties where it isrequested by the person concerned.

4.

Responsibilities

4.1

Compliance

The ZAA Board is responsible for adopting and reviewing this policy.
The Association’s Member Support and Operations Manager is responsible for theimplementation of this policy, for monitoring changes in Privacy legislation, and for advisingon the need to review or revise this policy as and when the need arises.

4.2

Reporting

There are no reporting requirements for this Policy.

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41.15 Policy – Privacy

5.

Related Documents

This policy is to be read in conjunction with the following policies, procedures and guidelinesof the Association:

6.

(a)

Constitution(b)

Code of Conduct(c)Member Policy

Definitions

In this policy, unless the context requires otherwise:
Board means the board of management of the Association.
Board Member means a member of the Association’s Board.
Code of Conduct means the Association’s Code of Conduct, setting out thestandards of ethical and professional practice and conduct for Applicable Persons.
Committee means a committee of the Board established in accordance with clause
33 of the Association’s Constitution.
Constitution means the constitution of the Association, as amended from time totime.
Executive Director means the Executive Director of the Association.
Member means a member of the Association, as defined in the Association’s
Membership Policy, and may include an employee, officer or agent of a Member ofthe Association.
Organisation means an unincorporated entity, or an entity incorporated underCommonwealth, State or Territory legislation.
Subscriber means a subscriber of the Association, as defined by the Association’s
Subscribers Policy.
Association means the Zoo and Aquarium Association Inc. (ABN 71 836 556 156).

7.

Proviso

The intent of this policy is to provide a framework for the majority of activities undertaken
by Association members/subscribers. Any issue/concern which arises that is not covered bythis policy, but falls within the purpose of the policy, will be included and addressed by theAssociation Board, or their delegate, in the best interest of the Association and its
membership.

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8.

Approval and Review Details

Approval History

Details

Approval Authority

Association Board

Relevant Committee
and/or Stakeholders

Relevant advisory committee and/or Stakeholders

Original Approval Date07/02/2020

Last Review Date

07/02/2020

Next review date

07/02/2025

This document should be reviewed within five (5) years of the date of approval or last review.

Amendment History
Approved / Amended /Rescinded / Reviewed

Authority

Date[DD/MM/YY]© Zoo and Aquarium Association Australasia

Description / Notes

6