To protect privacy and security of all registered participants
Aussie Action Abroad Ltd may amend this policy from time to time, to ensure it meets new legal requirements and reflects how and why we use your personal data. Please do check occasionally to see if you are happy with any changes.
This policy applies if you are a supporter of Aussie Action Abroad Ltd (donor, partner school, volunteer, employee, trustee), visit our website, email, call or write to us, or engage with us on social media.
We will never sell your personal data and will only share it with organisations we work with when it is necessary. We will always ask for your permission before we do this.
Who we are
Aussie Action Abroad builds on 40 years of adventure provision, under the banner of The Duke of Edinburgh’s Award in Victoria, and nearly 20 years of focused adventure, strengthening the existing partnerships, projects and relationships in Nepal.
We provide opportunities for participants of all backgrounds and ages to undertake community development activity with communities that have identified needs, desires and issues of concern, that effect the future lifestyle of their people.
Aussie Action Abroad is a non-sectarian, humanitarian organisation that has a strong underlying ethos of understanding, care and love for people in our world, enabling them to strengthen values, build their skills and strive for a better future
What personal data do we collect?
Personal data is any information which identifies you, or which can be identified as relating to you personally, for example, name, address, phone number, email address. We only collect personal data that we need.
You may give us personal data when you interact with us, for example, as a participant on an expedition, making a donation, supporting one of our programs, participating in a fundraising event, volunteering or working for/with us, subscribing to updates via our website, engaging with us via social media, or by corresponding with us (by phone, email or post).
This personal data we collect may include your name, title, address, date of birth, age, gender, school/college/university attended, employment status, demographic information, email address, telephone numbers, personal description, photographs, attitude and opinions.
When you make a donation to us we may need to collect financial information to set up a standing order, or to find out if your donations are eligible for gift-aid.
Donations made this way are subject to the data protection and privacy policies of the fundraising platforms themselves – we recommend you read these if you have any concerns.
Personal data created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by donating, volunteering or participating in a fundraising event. If you decide to donate to us then we’ll keep records of when and how much you give to a particular program/project.
Information we generate
Occasionally we may conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you.
Information from third parties
We may sometimes use third parties (e.g. MailChimp) to capture some of your data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with the associated requirements.
We do not buy anonymous external data from third parties.
Sensitive personal data
Aussie Action Abroad recognises that certain kinds of personal information should be considered ‘Sensitive Personal Data’. This includes: racial or ethnic origin, political opinions, religious or philosophical beliefs and physical and mental health. Aussie Action Abroad collects this sensitive personal data as related to safe and healthy activity on an Expedition but there may be other occasions when we are required to do so, for example, if you are applying to volunteer/ work with us, or take part in a marathon/other sporting event. We will always store this information securely and will not share it with anyone without your consent.
We may collect extra information about Volunteer Leaders (e.g. references, criminal records checks, passport & visa information, details of emergency contacts and travel plans, medical conditions etc.). This information will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Children’s personal data
Occasionally we may communicate with children aged under 18 if they express an interest in fundraising for us or involvement in an expedition, and this will entail collecting their personal data. We will never knowingly send marketing communications to people under the age of 13. If a young person aged between 13 and 17 wishes to fundraise for us, we will always try to include a responsible adult our communication with them, for example a parent or teacher.
How we use your personal data
Your privacy is important to us, so we’ll always keep your details secure. We’ll only use your personal data on relevant lawful grounds as permitted.
Your personal data may be collected and used to help us deliver our charitable activities, help us raise funds, or support your school partnership. Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with us, our website and social media channels.
We’d like to use your details to keep in touch, to let you know about our work and how you can get involved. We believe that your support of Aussie Action Abroad in the past means that you would want us to continue to keep you updated about our work, programs that you support, and details of our upcoming fundraising events / campaigns. As long as you’re happy with the ways you’re hearing from us, there’s nothing you need to do. But if you do want to make any changes to how we keep touch, or no longer wish to hear from us, please let us know.
Most of our newsletters and fundraising appeals are sent via MailChimp, which you can unsubscribe from at any time. Alternatively, you can email us at email@example.com
We will never share your information with anyone outside of Aussie Action Abroad without your permission, unless under a legal obligation to do so. In certain circumstances we may ask to share your personal information with our project partners in Nepal, for example, if you are volunteering / working for us
Please be aware that Nepal does not have the same level of data protection controls as in Australia.
Fundraising events and appeals
From time to time, we may invite you to support our work by making a donation or getting involved in fundraising activities. We’ll also send you updates on the impact that you make by supporting us in this way, unless you tell us not to.
If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim gift aid where you’ve told us you’re eligible and thank you for your supporting us. If you interact or have a conversation with us, we’ll note anything relevant and store this securely on our systems.
If you tell us you want to fundraise to support our cause, we’ll use the personal information you give us to record your plans and contact you to support your fundraising efforts.
If you’ve told us that you’re planning to, or thinking about, leaving us a gift in your will, we’ll use the information you give us to keep a record of this – including the purpose of your gift, if you let us know this. If we have a conversation or interaction with you (or with someone who contacts us in relation to your will, for example your solicitor), we’ll note these interactions throughout your relationship with us, as this helps to ensure your gift is directed as you wanted.
The Australian Charities Commission rules require us to be assured of the provenance of funds and any conditions attached to them. We follow a due diligence process which involves researching the financial soundness, credibility, reputation and ethical principles of donors who’ve made, or are likely to make, a significant donation to Aussie Action Abroad. As part of this process we’ll carry out research using publicly available information and professional resources. If this applies to you, we’ll remind you about the process when you make your donation.
Management of Volunteer Staff
In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants, and volunteers. This ‘sensitive’ personal data may include, but isn’t limited to, information relating to health and criminal convictions.
We need to use your personal data to manage your work (paid or unpaid) with us, from the moment you enquire to the time you decide to stop working with us. This could include: contacting you about a role you’ve applied for or we think you might be interested in, supporting & facilitating your work with us, arranging salaries or payment of expenses, and recognising your contribution.
Cookies and links to third party websites
Links to other websites
Storage of information
Who has access to my information?
All personal information is held and processed securely. Your information may be accessed by AAA staff and board members, all of whom have received data protection training. Information generated through our website is accessible to our service. We may sometimes use other third parties (e.g. MailChimp,) to capture some of your data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with the requirements of GDPR. Please check their privacy policies if you have any concerns.
If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may have a legal obligation to disclose your personal information.
How long do we hold your information?
We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.
Subject Access Rights
You have the right to read a copy of the personal information we hold about you. If you would like to request a copy of your personal information, please write to us at to firstname.lastname@example.org
You will be asked to provide the following details:
- The personal information you want to access;
- Where it is likely to be held;
- The date range of the information you wish to access
We will also need you to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.
Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex.
What to do if you’re not happy
In the first instance, please talk to us directly so we can try to resolve any problem or query.
Review and Consultation
This policy will be reviewed in 2 years or from time to time when there are changes in legislation or regulation that may affect this policy.