Climate Action Foundation Ltd ABN 64 675 035 882 (‘CAF’), including its direct partners, which may include, but are not limited to, Innovillage Pty Ltd ABN 86 646 047 690 (‘Greenhouse’) (we, us and our) is bound by the Privacy Act 1988 (Cth) (Privacy Act), which includes the Australian Privacy Principles (APPs).  This policy explains how and why we collect, use, hold and disclose your personal information, as well as how you may contact us to request access to, or correction of, that information or make a complaint regarding privacy.

Please review this policy before providing your personal information to us.  

What is personal information?

Personal information is any information or an opinion about an identified individual or an individual who can be reasonably identified from the information or opinion. Information or an opinion may be personal information regardless of whether it is true.

How do we collect personal information from you?

We collect information about you and your interactions with us in a variety of ways, for example when you: 

• interact with us over the phone or via email;
• interact with us in person;
• interact with us online, by visiting our website at https://caw.sydney, or any of our other media channels, including but not limited to social media channels, email and messaging platforms;
• interact with us online, by visiting the website or media channels of any of our direct partners under this policy, and where these channels are used to support our initiatives, programs or challenges;
• participate in surveys or questionnaires;
• attend a CAF event;
• subscribe to our mailing list;
• apply for a position with us as an employee, contractor or volunteer; or
• request further information from us;

We will collect most personal information directly from you when you interact with us.  However, we may collect information from third parties such as your employer or publicly available sources.

What personal information do we collect and hold?

The information we collect from you may include your name, email address, home or work address, phone number, details of your employer, and any other personal information which may be required as part of your participation in our initiatives, programs and activities, and details of enquiries or complaints you make.

We may collect information about how you access, use and interact with our website and other media channels used and/or owned by us. This information may include:

• the location from which you have come to the site and the pages you visited; and
• technical data, which may include your IP address, the types of devices you are using to access the website, device attributes, browser type, language and operating system.

We use cookies on our website. A cookie is a small text file that the website may place on your device to store information. We may use persistent cookies (which remain on your computer even after you close your browser) to store information that may speed up your use of our website for any of your future visits to the website. We may also use session cookies (which no longer remain after you end your browsing session) to help manage the display and presentation of information on the website. You may refuse to use cookies by selecting the appropriate settings on your browser.  However, please note that if you do this, you may not be able to use the full functionality of the website.

If you do not provide us with your personal information we may not be able to provide you with access to our programs, allow you to participate in one of our initiatives or challenges, communicate with you or respond to your enquiries.

Why do we collect, hold and use your personal information?

We collect, hold and use your personal information for many purposes in connection with our functions and activities, including the following purposes:

• provide you with information or services that you request from us;
• deliver to you a more personalised experience and service offering;
• improve the quality of the services we offer;
• provide you with access to our programs and platforms;
• review your submissions to our programs, initiatives or challenges (such as Climate Action Week Sydney);
• provide you with access to resources regarding sustainability; 
• internal administrative purposes;
• marketing and research purposes;
• contact you, for example, to respond to your queries or complaints, or if we need to tell you something important;
• comply with our legal obligations and assist government and law enforcement agencies or regulators; and
• identify and tell you about other products or services that we think may be of interest to you.

How do we store, hold and protect personal information?

We store most information about you in computer systems and databases operated by either us or our external service providers. Some information about you may also be recorded in paper files that we store securely.

We implement and maintain processes and security measures to protect personal information which we hold from misuse, interference or loss, and from unauthorised access, modification or disclosure.  These processes and systems include:

• the use of identity and access management technologies to control access to systems on which information is processed and stored;
• requiring all employees to comply with internal information security policies and keep information secure; 
• taking measures to restrict access to only personnel who need that personal information to effectively provide services to you; 
• having technological measures in place (for example, anti-virus software, fire walls); and
• monitoring and regularly reviewing our practices against our own policies and against industry best practice.

Who do we disclose your personal information to, and why?  

We may disclose your personal information to our related or partner organisations and third parties in accordance with this Policy in circumstances where you would reasonably expect us to disclose your information. For example, we may disclose your personal information to, including, but not limited to:

• our third party service providers (for example, our IT providers); 
• our marketing providers; and
• our professional services advisors.

We may also disclose your personal information where we are authorised or permitted by law to do so.

If the ownership or control of all or part of our business changes, we may transfer your personal information to the new owner.

Transfer of personal information overseas

We may disclose your personal information to recipients of affiliated or partner organisations which are located outside Australia, including in Singapore, the United Kingdom and the United States.

Some of the third-party service providers we disclose personal information to may be based in or have servers located outside of Australia, including in Singapore, Germany and the United States. 

Where we disclose your personal information to third parties overseas, we will take reasonable steps to ensure that data security and appropriate privacy practices are maintained. We will only disclose to overseas third parties if: 

• you have given us your consent to disclose personal information to that third party; or
• we reasonably believe that: some text
  • the overseas recipient is subject to a law or binding scheme that is, overall, substantially similar to the APPs; and 
  • the law or binding scheme can be enforced; or 
• the disclosure is required or authorised by an Australian law or court / tribunal order.

Do we use your personal information for marketing?

We will use your personal information to offer you services we believe may interest you, but we will not do so if you tell us not to. These services may be offered by us, our related companies, our other business partners or our service providers.  

We may send you direct marketing communications and information about our services, opportunities, or events that we consider may be of interest to you if you have requested or consented to receive such communications. These communications may be sent in various forms, including mail, SMS, fax and email, in accordance with applicable marketing laws, such as the Australian Spam Act 2003 (Cth). You consent to us sending you those direct marketing communications by any of those methods. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so.

Where you receive electronic marketing communications from us, you may opt out of receiving further marketing communications by following the opt out instructions provided in the communication.

In addition, we may also use your personal information or disclose your personal information to third parties for the purposes of advertising, including online behavioural advertising, website personalisation, and to provide targeted or retargeted advertising content to you (including through third party websites).

Retention of personal information 

We will not keep your personal information for longer than we need to. In most cases, this means that we will only retain your personal information for the duration of your relationship with us unless we are required to retain your personal information to comply with applicable laws, for example record-keeping obligations.

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Access to and correction of your personal information 

You may access or request correction of the personal information that we hold about you by contacting us using the contact details set out below.  There are some circumstances in which we are not required to give you access to your personal information. 

There is no charge for requesting access to your personal information but we may require you to meet our reasonable costs in providing you with access (such as photocopying costs or costs for time spent on collating large amounts of material).  

We will respond to your requests to access or correct personal information in a reasonable time and will take all reasonable steps to ensure that the personal information we hold about you remains accurate, up to date and complete.  

Links to third party sites 

Our website(s) may contain links to websites operated by third parties. If you access a third party website through our website(s), personal information may be collected by that third party website. We make no representations or warranties in relation to the privacy practices of any third party provider or website and we are not responsible for the privacy policies or the content of any third party provider or website. Third party providers / websites are responsible for informing you about their own privacy practices and we encourage you to read their privacy policies.

Complaints

If you have a complaint about the way in which we have handled any privacy issue, including your request for access or correction of your personal information, you should contact us using the contact details set out below.

We will consider your complaint and determine whether it requires further investigation. We will notify you of the outcome of this investigation and any subsequent internal investigation. 

You may also approach an independent advisor or contact the Office of the Australian Information Commissioner (https://www.oaic.gov.au/) for guidance on alternative courses of action which may be available.

Contact details

If you have any questions, comments, or concerns, please contact us at:

Climate Action Foundation Ltd
Level 3, 180 George Street
Sydney NSW 2000
Australia

Changes to this policy

From time to time, we may change our policy on how we handle personal information or the types of personal information which we hold.  Any changes to our policy will be published on our website.  

You may obtain a copy of our current policy from our website or by contacting us using the contact details above.  

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