Privacy Policy

At Pass the Snacks Geelong Incorporated (ABN 75 271 232 587) (“we”,” us” and “our”) we value your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, store, and protect your personal data, as well as your rights and choices regarding your information.

What is Personal Information?

Personal information is any information or opinion (whether true or not, and whether recorded in a material form or not) that can be used to identify you, such as your name, address, email, phone number, health details, and other information that is directly related to you. It may include sensitive information, such as health or financial information, depending on the context.

What Personal Information Do We Collect?

The personal information which we collect from you may include:

Contact Information: Name, address, email address, phone number.
Demographic Information: Age, gender, preferences, and other details.
School or Other Agency/Organisation Information: Details of any schools, agencies or organisations you are associated with.
Health Information: Dietary requirements or allergies.
Payment Information: Bank details or payment card information (if applicable).
Usage Data: Information about how you use our website, including browsing behaviour, IP address, and location data.
Other voluntarily provided information: any additional information that you provide to us through our website, social media, surveys, and questionnaires, by phone or in-person, which is relevant to our services.

By voluntarily providing us with personal information and where information is collected using a collection notice that references this Privacy Policy, you consent to our collection, use, disclosure, and storage of your personal information in accordance with this policy.

How Do We Collect Your Personal Information?

We collect your personal information in the following ways:

Directly from You: When you provide us with your personal details through forms, surveys, or direct communication (e.g., email or phone calls).
Through Our Website: When you use our website, we collect information through cookies and similar technologies (as detailed in the "Website and Cookies" section).
From Third Parties: We may receive personal information from third parties with your consent or in connection with services we offer, for example from a participating school.

How Do We Use Your Personal Information?

We use personal information for purposes in connection with our services, including the following purposes:

Providing Services: including the planning and delivery of our charitable and fundraising services.
Improving Our Services: To enhance our offerings and improve experiences for our service users.
Marketing and Communication: To send you updates, offers, and information that may be of interest to you, if you have opted-in to receive such communications.
Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements.
Internal Operations and Administration: To operate and improve the functionality of our website and systems.

Health Information and Other Sensitive Information

In some cases, we may collect sensitive personal information, such as health-related data. This information is handled with the highest level of care, in compliance with relevant privacy and data protection laws. We will only collect and use sensitive information with your explicit consent or as required by law and will limit the collection of any sensitive personal information to the minimum amount required to perform our services.

To whom do we disclose Your Personal Information?

Your personal information may be disclosed to the following to carry out our services:

Employees and volunteers: engaged directly by us to provide our services.
External support services: other service providers, agencies and not-for-profit organisations that provide support services, professional advisors and consultants, funders, financiers and commercial suppliers of goods and other services.

Researchers: to conduct research studies regarding food insecurity and the impact of our services.

We will always endeavour to disclose de-identified Personal Information in the first instance, where appropriate.

How Do We Protect Your Personal Information?

We take reasonable steps to ensure that your personal information is protected from unauthorised access, disclosure, alteration, or destruction. These steps include:

Encryption: Using encryption technologies to safeguard sensitive data.
Access Control: Limiting access to personal information to only those employees or third parties who require it to perform their job duties.
Data Security: Implementing security measures such as anti-virus software, firewalls, secure servers, and regular audits.

While we take these measures, please note that no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information to the best of our ability.

When your personal information is identified as no longer required for the purpose for which it was obtained, we will take reasonable steps to permanently de-identify or destroy your personal information form our systems, unless we are required to retain your personal information to comply with applicable laws, for example record-keeping obligations.

Website and Cookies

When you visit our website, we collect certain information through the use of cookies and similar tracking technologies. This includes:

Cookies: Small files placed on your device to enhance your browsing experience and collect usage data.
Analytics: We use analytics tools to monitor website traffic and improve the user experience.

You can manage or disable cookies through your browser settings. However, please note that disabling cookies may impact your experience on our website.

Our website or social media may contain links to other websites or platforms, which may use their own cookies to collect information from you. By clicking any of these links, you accept we are not responsible for your data and privacy protection.

Your Data Protection Rights

You have certain rights regarding your personal information, including:

Access: You can request access to the personal information we hold about you.
Correction: You can request the correction of any inaccuracies in your personal information.
Deletion: You can request the deletion of your personal information, subject to certain legal restrictions.
Objection: You can object to the processing of your personal information under certain circumstances.
Data Portability: You may request a copy of your personal information in a structured, commonly used, and machine-readable format.
Withdrawal of Consent: You can withdraw any consent you have given for the processing of your personal information, where applicable.

To exercise any of these rights, please contact us using the information provided below.

Concerns or Complaints

If you have any concerns or complaints about how we handle your personal information, or if you believe that we have not complied with relevant data protection laws, please contact us at:

hello@passthesnacksgeelong.org.au

http://www.passthesnacksgeelong.org.au

We will investigate your concerns and take appropriate steps to address them. We will endeavour to respond to your concern or company within fourteen days of receipt. If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

This Privacy Policy is effective as of 31 March 2025. We may update this policy from time to time, so please check back periodically to stay informed about how we protect your personal information.