Privacy Policy

Purpose

Future Solutions Foundation Ltd (FSF) respects the privacy of individuals and is committed to protecting the personal information entrusted to us. This Privacy Policy explains how FSF collects, holds, uses and discloses personal information, how we protect that information, and how individuals can access or correct their personal information or make a privacy complaint.

FSF handles personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable. FSF also seeks to apply appropriate privacy and confidentiality practices as part of its broader governance and safeguarding responsibilities.

Scope

This Privacy Policy applies to personal information collected and held by FSF in connection with our activities, programs, services and operations. This may include personal information relating to:

  • people who participate in or receive FSF programs, services or assistance;
  • children and young people;
  • parents, guardians, carers and family members;
  • donors, supporters and members of the community;
  • employees and prospective employees;
  • volunteers;
  • contractors and consultants;
  • directors and committee members;
  • representatives of partner organisations and service providers;
  • people who make enquiries, complaints or reports; and
  • people who visit or interact with our website and other digital services.

Additional confidentiality, safeguarding, contractual or legal requirements may apply to particular information.

What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. Depending on a person’s relationship with FSF and the nature of our activities, the personal information we collect and hold may include:

  • name, date of birth and other identifying information;
  • residential or postal address;
  • email address and telephone number;
  • emergency contact details;
  • information about parents, guardians, carers or family members;
  • information provided when applying for or participating in an FSF program, activity or service;
  • information relating to an enquiry, referral or request for assistance;
  • employment, professional or educational information;
  • employment or volunteer application information;
  • donation, transaction and payment information;
  • correspondence and communications with FSF;
  • photographs, video or audio recordings where appropriate;
  • information relating to complaints, incidents or safeguarding matters;
  • website usage and technical information; and
  • other personal information reasonably necessary for FSF’s activities and functions.

FSF seeks to collect only the personal information that is reasonably necessary for its functions and activities.

Sensitive information

Some personal information is classified as sensitive information under the Privacy Act. Depending on the nature of FSF’s activities and services, this may include information about an individual’s health, racial or ethnic origin, religious beliefs or other information classified as sensitive information under applicable privacy law. FSF will only collect sensitive information where it is reasonably necessary for our functions or activities and:

  • the individual has consented to its collection; or
  • the collection is otherwise permitted or required by law.

We recognise that information concerning children, young people and people experiencing vulnerability may require particular care, regardless of whether the information is legally classified as sensitive information. Sensitive information will only be accessed, used and disclosed where appropriate and authorised.

Children and young people

FSF is committed to protecting the privacy, safety and wellbeing of children and young people. Where FSF collects personal information about a child or young person, we will take reasonable steps to ensure that the collection and handling of that information is appropriate having regard to the person’s age, circumstances and capacity. Where appropriate, FSF may seek the consent or involvement of a parent, guardian or authorised representative.

There may be circumstances where FSF collects, uses or discloses information without parental or guardian consent where this is permitted or required by law, including where necessary to respond to a serious safety or safeguarding concern. Access to personal information about children and young people will be restricted to people who have a legitimate need to access that information. FSF’s handling of information concerning children and young people should also be read in conjunction with its applicable child safeguarding policies and procedures.

How we collect personal information

FSF will generally collect personal information directly from the individual concerned or, where appropriate, from their parent, guardian, carer or authorised representative. We may collect personal information when an individual:

  • contacts FSF;
  • completes an application, registration or other form;
  • applies for or participates in a program, service, activity or event;
  • makes an enquiry or requests assistance;
  • makes a donation or other payment;
  • applies for employment or volunteering;
  • communicates with us by telephone, email, online, post or in person;
  • makes a complaint or raises a concern;
  • participates in an evaluation, survey or feedback process;
  • subscribes to communications;
  • visits or interacts with our website; or
  • otherwise provides information to FSF.

In appropriate circumstances, FSF may also collect personal information from third parties, including referral organisations, government agencies, partner organisations, service providers, parents, guardians, carers or other authorised persons. We may also receive information from publicly available sources where appropriate and lawful.

Anonymity and pseudonymity

Where practicable and lawful, individuals may have the option of dealing with FSF anonymously or by using a pseudonym. This may not be possible where FSF is required or authorised by law to identify the individual or where it would be impracticable for FSF to provide the relevant service, assistance or response without knowing the individual’s identity.

Why we collect, hold, use and disclose personal information

FSF may collect, hold, use and disclose personal information where reasonably necessary to carry out our activities and functions, including to:

  • provide, administer and evaluate our programs, services and activities;
  • assess applications, registrations, referrals or requests for assistance;
  • communicate with participants, families, carers and other stakeholders;
  • manage participation in programs and events;
  • provide appropriate support and assistance;
  • safeguard children, young people and other people involved with FSF;
  • manage and respond to incidents, concerns and complaints;
  • manage employees, volunteers, contractors and directors;
  • recruit employees and volunteers;
  • process donations and maintain appropriate donor records;
  • communicate with donors and supporters;
  • manage relationships with partner organisations and service providers;
  • undertake monitoring, evaluation, research and reporting;
  • meet funding, contractual, insurance and accountability requirements;
  • maintain appropriate organisational, administrative and financial records;
  • improve our programs, services and operations;
  • protect the safety, rights and wellbeing of individuals;
  • prevent or investigate suspected misconduct, fraud or unlawful activity;
  • comply with applicable laws, regulations, court orders and regulatory requirements; and
  • carry out other activities reasonably necessary for FSF’s purposes and functions.

FSF will generally only use or disclose personal information for the purpose for which it was collected or for a related purpose that would reasonably be expected, unless the individual has consented or the use or disclosure is otherwise permitted or required by law.

Disclosure of personal information

FSF may disclose personal information to third parties where reasonably necessary for our activities and functions. Depending on the circumstances, these may include:

  • contractors and service providers;
  • information technology, cloud storage and communications providers;
  • professional advisers, including lawyers, accountants, auditors and insurers;
  • banks and payment service providers;
  • partner and referral organisations;
  • funding bodies where appropriate;
  • government departments and agencies;
  • regulators and law enforcement agencies;
  • child protection, safeguarding or other relevant authorities;
  • emergency services where necessary;
  • other parties authorised by the individual; and
  • other persons or organisations where disclosure is required or authorised by law.

FSF will take reasonable steps to limit disclosures to information that is reasonably necessary for the relevant purpose.

Direct marketing and communications

FSF may use personal information to communicate with donors, supporters and other individuals about our activities, programs, events, fundraising appeals and opportunities to support FSF where permitted by law. Individuals may request not to receive direct marketing or fundraising communications at any time. Where electronic communications contain an unsubscribe facility, individuals may use that facility to opt out. Alternatively, individuals may contact FSF using the details in this Privacy Policy. Opting out of marketing or fundraising communications will not prevent FSF from sending communications that are reasonably necessary to administer an existing relationship, transaction, program or service.

Website, cookies and digital services

When an individual uses the FSF website or other digital services, we may automatically collect technical information such as:

  • Internet Protocol (IP) address;
  • browser and device information;
  • operating system;
  • pages viewed;
  • date and time of access;
  • referring website; and
  • information about how the website is used.

FSF may use cookies and similar technologies to operate its website, understand how visitors use it and improve its functionality and services. Some website functions, analytics tools, payment facilities or other digital services may be provided by third parties. Those providers may process information in accordance with their contractual arrangements with FSF and applicable privacy laws. Where required, FSF will provide appropriate information or choices regarding the use of cookies and similar technologies.

Overseas disclosure of personal information

FSF may use technology and service providers that operate or store information outside Australia. Where FSF discloses personal information to an overseas recipient, FSF will take reasonable steps to comply with applicable requirements of the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Where required and practicable, FSF will identify in this Privacy Policy the countries in which overseas recipients are likely to be located.

Data quality

FSF takes reasonable steps to ensure that personal information it collects, uses and discloses is accurate, up-to-date, complete and relevant having regard to the purpose for which it is being handled. We encourage individuals to contact us if they believe information we hold about them is inaccurate, out-of-date, incomplete, irrelevant or misleading.

Security of personal information

FSF takes reasonable steps to protect personal information it holds from misuse, interference and loss and from unauthorised access, modification or disclosure. Depending on the nature and sensitivity of the information, our safeguards may include:

  • physical security measures;
  • access controls;
  • password protection and authentication measures;
  • secure electronic systems and storage;
  • restricting access to personnel who require the information to perform their duties;
  • confidentiality obligations;
  • information security and cybersecurity measures;
  • appropriate backup and recovery arrangements;
  • staff and volunteer awareness and training;
  • secure document handling and disposal processes; and
  • appropriate arrangements with third-party service providers.

No method of electronic transmission or storage is completely secure. FSF will periodically review its information security arrangements having regard to its activities, risks and available technology.

Retention and disposal

FSF retains personal information for as long as reasonably necessary for the purposes for which it was collected or as required by applicable legal, contractual, funding, insurance, safeguarding or record-keeping obligations. Different types of records may be subject to different retention periods. Records relating to children, young people, safeguarding matters, serious incidents or other matters may be subject to specific or extended retention requirements. When personal information is no longer required for a purpose for which FSF may lawfully use or disclose it, FSF will take reasonable steps to destroy the information or ensure that it is de-identified, unless FSF is required by law or a court or tribunal order to retain it.

Access to personal information

Individuals may request access to personal information that FSF holds about them. Requests may be made using the contact details set out below. Before providing access, FSF may need to take reasonable steps to verify the identity of the person making the request. FSF will respond to requests within a reasonable period and provide access in the manner requested where reasonable and practicable, subject to any exceptions permitted or required by applicable law. If FSF refuses access to some or all of the requested information, we will provide written reasons and information about applicable complaint mechanisms where required by law.

Correction of personal information

Individuals may ask FSF to correct personal information we hold about them where they believe it is inaccurate, out-of-date, incomplete, irrelevant or misleading. FSF will take reasonable steps to correct personal information where required by applicable privacy law. If FSF refuses a correction request, we will provide written reasons and information about applicable complaint mechanisms where required.

Data Breaches

FSF takes actual and suspected data breaches seriously. If FSF becomes aware of a suspected data breach, we will take appropriate steps to:

  • contain the breach where possible;
  • assess the circumstances and potential impact;
  • take appropriate remedial action;
  • reduce the risk of harm to affected individuals; and
  • determine whether notification or other action is required by law.

Where the Notifiable Data Breaches (NDB) scheme applies and a data breach meets the requirements for notification, FSF will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Privacy Act.

Privacy enquiries and complaints

Individuals may contact FSF if they:

  • have a question about this Privacy Policy;
  • wish to request access to personal information;
  • wish to request correction of personal information; or
  • believe FSF has not handled their personal information appropriately.

Privacy enquiries and complaints should be directed to:

Privacy Officer
Future Solutions Foundation Ltd
Postal: PO Box 162, Dickson ACT 2602
Email: hello@futuresolutionsfoundation.org.au
Phone: 1300 333 121

When making a complaint, individuals should provide sufficient information to enable FSF to understand and investigate the matter. FSF will:

  1. acknowledge the complaint;
  2. assess the issues raised;
  3. investigate the complaint where appropriate;
  4. seek further information if necessary; and
  5. advise the complainant of the outcome and any action taken.

FSF will endeavour to respond to privacy complaints within a reasonable period. If an individual is not satisfied with FSF’s response, they may be entitled to lodge a complaint with the Office of the Australian Information Commissioner (OAIC). Information about making a privacy complaint is available at www.oaic.gov.au.

Automated decision-making

FSF does not currently arrange for computer programs to use personal information to make decisions that could reasonably be expected to significantly affect an individual’s rights or interests. If FSF introduces such systems, this Privacy Policy will be updated as required by applicable privacy law.

Changes to the Privacy Policy

FSF may amend this Privacy Policy from time to time to reflect changes to our operations, information-handling practices, technology or legal obligations. The current version will be made available on the FSF website and will identify the date it was last updated.

Contact details

For questions about this Privacy Policy or FSF’s handling of personal information, contact:

Privacy Officer
Future Solutions Foundation Ltd
5/44 Hoskins Street, Mitchell ACT 2911
PO Box 162, Dickson ACT 2602
Phone: 1300 333 121
Email: hello@futuresolutionsfoundation.org.au
Website: www.futuresolutionsfoundation.org