policy

Why this policy matters
Privacy matters to democracyCo.

As an organisation who’s work is centred around people, we are committed to ensuring that the personal information of those who participate in our work is managed appropriately and securely.

Collection of personal information
If you have been selected to participate in one of our deliberative processes, the types of information we collect and hold about you includes your name, address, email address and telephone number.

If you have signed up to our Deliberative Army, the personal information you have provided such as name, email address and postcode are securely stored so we can stay in touch with you about our initiatives on an adhoc basis. You can opt out of this at any time by sending an email to [email protected].

Why we collect your personal information
We collect personal information to allow us to select a diverse group of participants, typically by using random stratified sampling techniques.

We will not use or disclose your personal information for any secondary purpose, unless:

that secondary purpose is related to the primary purpose for which we collect that information, and you would reasonably expect the disclosure in the circumstances; and
you have given us your consent.

It is important to note that democracyCo will always seek your consent in writing (via email) before sharing any personal information for a secondary purpose.

How we collect and store information
We collect personal information predominately by purchasing data samples from commercial providers, by using publicly available data sets or through random ‘to the householder’ mail drops through Australia Post.

We also retain information on people who ask to receive our newsletters.  All business data and personal information is stored securely on democracyCo information management systems and are guided by the democracyCo Information Management Policy.

How we make sure your personal information is protected
We take appropriate security measures to protect against unauthorised access to or unauthorised alteration, disclosure, or destruction of your personal information. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorised access to systems where we store personal information.

Personal information is held only for as long as the personal information remains relevant to the purpose for which it was collected.  DemocracyCo computer hardware, information management systems and software that is used to store and manage data is done so under the guidance of the democracyCo Cyber Security Policy. This policy is reviewed annually and in conjunction with an annual IT Audit.

Unsolicited personal information
We do not collect unsolicited personal information. Where we receive unsolicited personal information, we will determine whether it would have been permissible to collect that personal information if it had been solicited. If we determine that collection would not have been permissible, to the extent permitted by law, we will destroy or de-identify that personal information as soon as practicable.

Rights and choices
democracyCo take all reasonable steps to ensure any personal information we collect, use, or disclose is up to date and accurate. If you believe personal information, we hold about you is not up to date or accurate, you may ask us to correct it. You may ask us to provide you with details of the personal information we hold about you, and copies of that information. We will respond to your request and attempt to provide you with the data as soon as we can following receipt of your request.

If you get in touch, we will be happy to let you know what sort of personal information we hold about you, for what purposes, and how we collect, hold, use, and disclose that information. Please direct all request for access and correction to: [email protected]

Complaints
If you consider a breach of the Australian Privacy laws or your rights in relation to privacy has occurred, you may direct your query to us, and we will attempt to resolve your complaint. If you do not consider our response satisfactory, you may contact the Australian Privacy Commissioner at its website or by telephone on 1300 363 992.

For more information
If you would like more information on privacy, please contact us.

Policy authorised by:  E Fletcher   Date: 09/08/2023