Your privacy is important
This statement outlines the Health Coaches Australia & New Zealand (HCANZA) policy on how we use and manage the personal information provided to or collected by us.
What kind of personal information does HCANZA collect and how does HCANZA manage it?
The type of information HCANZA collects and holds includes (but is not limited to) personal information, including sensitive information, about members, prospective members, suppliers, conference and educational programs delegates, staff and other individuals who interact with HCANZA.
This information may include a person’s name, address, phone number, email address, bank account details, credit card details, photograph and signature. The full details of personal information that HCANZA collects can be identified in the forms that we ask you to fill out for membership.
Personal information you provide
HCANZA generally collects personal information held about an individual by way of phone calls, forms (including application forms, registration forms), meetings, etc. You do have the right to seek to deal with us anonymously or using a pseudonym. However, in almost every circumstance, it will not be practicable for us to deal with you or provide any services to you except for the most general responses to general enquiries unless you identify yourself.
Personal information provided by other people
In some circumstances, HCANZA may be provided with personal information about an individual from a third party, for example: concerning employee records
How will HC ANZA use the personal information you provide?
HCANZA will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.
- to provide membership services and benefits and maintain membership and service/benefits records;
- to assist, support, provide and improve continuing professional development and education and training;
- to enable planning, policy and service development and to market, advertise or otherwise promote HCANZA, including to inform individuals of events, special offers or additional services provided by HCANZA;
- to monitor, deal with, report and investigate potential misconduct;
- to appropriately interact with government and regulatory bodies;
- to implement, monitor and maintain quality assurance processes and systems,
- to procure funding, donations or other support for the activities of HCANZA;
- to enable internal administration, training, assessments and reviews;
- to provide or undertake any of the other activities referred to in this Policy; and
- to conduct or facilitate research or surveys for purposes related to HCANZA and one or more of the above activities.
Concerning direct marketing
HCANZA will use your personal information for direct marketing purposes where you have provided that information, and/or, you are likely to expect direct marketing. Only then will you be sent direct marketing that will also contain an opt-out facility. If we use your personal information obtained from elsewhere, we will still send you direct marketing information where you have consented, and this will also contain an opt-out facility. We will always obtain your consent to use sensitive information as the basis for any of our direct marketing.
Job applicants, staff members and contractors
In relation to personal information of job applicants, staff members and contractors, HCANZA’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.
The purposes for which HCANZA uses personal information of job applicants, staff members and contractors include:
- for insurance purposes;
- for human resource purposes;
- consultants who provide services or undertake activities in conjunction with or in association with HCANZA; and
- to satisfy HCANZA’s legal obligations.
Where HCANZA receives unsolicited job applications, these will be managed in accordance with the Unsolicited Personal Information requirements of the Privacy Act.
HCANZA also obtains personal information about volunteers who assist HCANZA in its functions or conduct associated activities, such as to enable HCANZA and the volunteers to work together generally and on specific projects, on committees or working parties.
Marketing and fundraising
HCANZA treats marketing and seeking donations for the future growth and development of HCANZA as a crucial area of business. Personal information held by HCANZA may be disclosed to an organisation that assists in HCANZA’s fundraising.
Who might HCANZA disclose personal information to?
HCANZA may disclose personal information, including sensitive information, held about an individual to:
- government departments;
- people providing services to HCANZA, and
- anyone you authorise HCANZA to disclose information to.
Information requests from members regarding other members
Information requests from the public regarding members
Sending information overseas
HCANZA will not send personal information about an individual outside of Australia and New Zealand without:
- obtaining the consent of the individual (in some cases this consent will be implied); or
- otherwise complying with the Australian Privacy Principles and the New Zealand Privacy Principles or other applicable privacy legislation.
- We do use overseas providers of IT services, including cloud services.
How does HCANZA treat sensitive information?
In referring to ‘sensitive information’, HCANZA means:
information relating to a person’s racial, ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; and health information about an individual.
Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and security of personal information
HCANZA’s staff and volunteer board are required to respect the confidentiality of personal information and the privacy of individuals.
HCANZA has in place steps to protect the personal information HCANZA holds from misuse, loss, unauthorised access, modification, interference or disclosure by use of various methods including password-protected access rights to computerised records.
Updating personal information
HCANZA endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by HCANZA by contacting the Privacy Officer of HCANZA at any time.
The Australian Privacy Principles require HCANZA not to store personal information longer than necessary.
You have the right to check what personal information HCANZA holds about you.
Under the Commonwealth Privacy Act and the Health Records Act, an individual has the right to obtain access to any personal information which HCANZA holds about them and to advise HCANZA of any perceived inaccuracy. There are some exceptions to this right set out in the applicable legislation. To make a request to access any information HCANZA holds about you, please contact the Privacy Officer in writing at firstname.lastname@example.org.
HCANZA may require you to verify your identity and specify what information you require. Although no fee will be charged for accessing your personal information or making a correction, HCANZA may charge a fee to retrieve and copy any material. If the information sought is extensive, HCANZA will advise the likely cost in advance.
How long will HCANZA keep my information?
HCANZA will not keep personal information that is no longer required, and it will be de-identified or destroyed. In many circumstances, however, it will be kept for marketing purposes, as you will have consented to that with us.
Enquiries and privacy complaints
If you would like further information about the way HCANZA manages the personal information it holds, please contact the Privacy Officer. If you have any concerns, complaints or you think there has been a breach of privacy, then also please contact the Privacy Officer who will first deal with you usually over the phone. If we then have not dealt satisfactorily with your concerns, we will meet with you to discuss further. If you are not satisfied with our response to your complaint within 30 days from this meeting then you can refer your complaint to the Office of the Australian Information Commissioner via email: email@example.com; tel: 1300 363 992; fax: +61 2 9284 9666 or to the Office of the Privacy Commissioner (NZ) – www.privacy.org.nz