Date: PIF National Board approved 27 October 2021
Ratified: 24 February 2015; to be reviewed tri-annually
Key contact: Company Secretary
Personal Information collected by the Foundation
The Foundation will collect personal information in the course of its fundraising and charitable activities.
The Foundation will collect information that personally identifies individuals including details such as name, email address, home address, telephone number, date of birth, gender, age, occupation or information regarding how and why you are involved with the Foundation..
The Foundation will collect and hold personal information in a fair and lawful manner, and not in an intrusive way.
How personal information is collected
Personal information may be provided to the Foundation through: entry into competitions; attendance at Foundation events; subscribing to our newsletter; sending ‘contact us’ messages or other correspondence through the Foundation website; or through advertising, research and direct marketing.
In certain cases, the Foundation may collect personal information from publicly available sources and third parties, such as suppliers, contractors, business partners and direct marketers. If we collect personal information about you from a third party we will, where appropriate, request that the third party inform you that the Foundation is holding such information, how PIF will use and disclose the information, and that you may contact the Foundation to gain access to and correct and update the information.
How your personal informationis held
PIF holds personal information as either secure physical records, electronically, or in cloud storage.
PIF maintains appropriate physical, procedural and technical security for our offices and information storage facilities to prevent any misuse, interference, loss, unauthorised access, modification, or disclosure of personal information.
PIF urges individuals to contact PIF immediately if they become aware or have reason to believe there has been any unauthorised use of their personal information.
PIF will destroy or de-identify personal information once it is no longer needed for a valid purpose or required to be kept by law.
It is not the intention of PIF to disclose your personal information to overseas recipients.
If in future we do propose to disclose personal information overseas, we will do so in compliance with the requirements of the Privacy Act. We will, where practicable, advise you of the countries in which any overseas recipients are likely to be located.
If you do not want us to disclose your information to overseas recipients, please let us know.
Why personal information is collected
The collection of personal information is required to enable PIF to:
- offer and provide an individual with PIF’s services;
- manage and administer goods and services, including account keeping procedures;
- communicate with individuals, including (but not limited to), emailing tax invoices, dispatch and tracking information, returns and exchange authorisations;
- comply with PIF’s legal and regulatory obligations; and
- otherwise to manage PIF’s business.
Individuals do not have to supply PIF with their personal information, however, if the individual chooses not to then PIF may be unable to provide services to that individual.
Use and disclosure of personal information
PIF uses personal information it collects for advertising and direct marketing purposes in order to inform individuals about its fundraising and charitable activities. To improve its services, PIF may disclose the personal information it collects to third parties engaged by PIF to perform functions or provide products and services on its behalf such as: processing credit card information; mail outs; debt collection; event management; marketing; research; and advertising.
Individuals who do not want their personal information shared with other parties should e-mail the PIF Privacy Officer clearly stating they do not provide consent for PIF to disclose their personal information .
The Foundation may disclose personal information (even if an individual does not consent) if it is required or authorised to do so by law, or, if it is reasonably necessary in its opinion to protect the rights or property of the Foundation or any third party or to avoid injury to any person.
Marketing is important to the Foundation’s continued success as a fundraiser in order to support its projects. The Foundation therefore likes to stay in touch with supporters to let them know about the Foundation’s activities. The Foundation may provide information about new products, services and promotions which may be of interest to an individual. The Foundation will not disclose personal information to third parties for marketing purposes without consent. An individual may opt out at any time if they no longer wish to receive direct marketing messages from the Foundation. An individual can make this request by unsubscribing from all future marketing messages by following unsubscribe links included in each marketing email or by contacting the Foundation’s Privacy Officer.
Accessing and correcting personal information
The Foundation will use all reasonable endeavours to keep personal information it holds accurate, complete and up-to -date.
Individuals may contact the Foundation if they would like to access the personal information the Foundation holds about them in which case the Foundation will provide a complete list of the personal information the Foundation holds about them within a reasonable period of receipt of the request. In some cases, the Privacy Act allows the Foundation to decline to provide access. If the Foundation does decline access, we will give you reasons in writing. Individuals may contact the Foundation’s Privacy Officer to request to correct any of their personal information that is inaccurate, incomplete or out-of-date, or to request that their personal information be deleted. The Foundation will endeavour to correct or delete the personal information within a reasonable period of receipt of the request. The Foundation is not obliged to correct any personal information if we do not agree that it requires correction and may refuse to do so. If we refuse a correction request, we will provide a written notice stating our reasons for refusing.
The Foundation may require identification to be provided before providing copies of personal information or correcting any personal information. The Foundation may charge its reasonable costsin attending to any enquiries regarding personal information.
Mandatory Data Breach Reporting
The Foundation is required to comply with the mandatory data breach notification requirements as set out in the Privacy Act which came into effect from 22 February 2018.
Contactingusand complaints procedure
Attention: Privacy Officer
Phone: 1800 313 116
Postal Address: Suite 5, Level 2, Grafton Bond Building, 201 Kent Street, Sydney NSW 2000
The Company Secretary has been appointed as the Privacy Officer and will promptly acknowledge any complaints received and provide an outline of the process and timeframes for responding to the particular complaint. We take all complaints seriously, and will use reasonable endeavours to resolve the complaint within 30 days after receipt, where possible.
If you are dissatisfied with the handling of your complaint, you may contact the Office of the Australian Information Commissioner.
Office of the Australian Information Commissioner
Phone: 1300 363 992
Postal Address: GPO Box 5218, Sydney NSW 2001
This updated policy was adopted by the Property Industry Foundation Board at the Board meeting held on [27 October 2021].
This policy will be reviewed before October 202