Privacy Guidelines

Introduction

My Community Directory operates in accordance with The Information Privacy Act 2009 of Queensland, which relates to the collection and management of personal information. In the context of My Community Directory, this is primarily in regards to the contact information for community organisations listed on the My Community Directory website and its affiliates. My Community Directory is bound by the act as many member organisations are government bodies that have provided their directory information to My Community Directory.

Information Privacy Principles

IPP 1—Collection of personal information (lawful and fair)

All information provided by My Community Directory has been collected by an entity authorised to collect that information with the consent of the listed organisations. It is collected for the primary purpose of having a directory of community services for use by:

• the general public
• member organisations including government who work with or support community organisations

The collection of personal information by My Community Directory is restricted to the name, position, phone number, email address, physical and postal address of organisations listed in the directory and users with a login to the My Community Directory website or an affiliated site.

IPP 2—Collection of personal information (requested from individual)

My Community Directory makes no attempt to collect data about an individual or organisation without their consent. Publication within My Community Directory requires the organisation to agree to the Terms and Conditions of the site, which includes disclosure of how their information is used and managed.

Where information about a community organisation is provided by a third party such as a council, all such organisations are notified by email of their inclusion in the directory and that their listing is subject to the Terms and Conditions of the site.

IPP 3—Collection of personal information (relevance etc.)

My Community Directory only collects personal information about contacts within listed organisations and registered users of the website. My Community Directory uses a combination of manual and automated systems to verify that contact information remains up to date. Member organisations including councils may also maintain directory information, which they are authorised to update.

IPP 4—Storage and security of personal information

Personal information about member organisations is held in a secure database. Access to private contact information is restricted to member organisations that are deemed by My Community Directory to have an appropriate right to use the information and is also governed by the Terms and Conditions of membership to the site. To ensure appropriate access, the data is segmented and secured by the service provided and geographic region.

Industry standard data backup and auditing policies and procedures are followed by My Community Directory.

IPP 5—Providing information about documents containing personal information

The use of an organisation's data is covered under the publicly accessible Terms and Conditions of the My Community Directory website.

IPP 6—Access to documents containing personal information

Any authorised employee of an organisation listed on My Community Directory may request a login to the site to view and maintain their own information. This level of access is provided at no cost.

IPP 7—Amendment of documents containing personal information

My Community Directory has a number of automatic and manual processes in place to verify ongoing accuracy of personal information. Member organisations may update information about community services held in the directory that they are authorised to maintain.

IPP 8—Checking of accuracy etc. of personal information before use by agency

My Community Directory has a number of automatic and manual processes in place to verify ongoing accuracy of personal information. Member organisations may update information about community services held within the directory that they are authorised to maintain.

IPP 9—Use of personal information only for relevant purpose

The use of an organisation's data is covered under the publicly accessible Terms and Conditions of the My Community Directory website, which all member organisations agree to abide by. My Community Directory limits access to personal information to member organisations that it deems have an appropriate use for this information. Those organisations may be restricted to accessing information within the geographic and/or service categories they operate within or support.

IPP 10—Limits on use of personal information

The use of an organisation's data is covered under the publicly accessible Terms and Conditions of the My Community Directory website, which all member organisations agree to abide by. When the terms and conditions are amended, these amendments are published and any organisation that could reasonably be deemed to be affected by the change is notified via email.

IPP 11—Limits on disclosure

Publication within My Community Directory requires the organisation to agree to the Terms and Conditions of the site, which includes disclosure of how their information is used and managed.

Notifiable Data Breaches Scheme Statement

Effective from 1 February 2018. For more details, visit the Help Centre or contact us by phone on 1300 762 515 or email support@mycommunitydirectory.com.au

Your information is important to us and to the community. As custodians of this information, the Platform Administrators and Platform Providers take data management seriously. The Platform collects limited private information and limits its data collection to routine work personal information, which does not require us to comply with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Privacy Act).

Protecting Your Information

The Platform software:

• Uses industry-standard security measures in data encryption to reduce the risk of a data breach
• Uses password protection to restrict access to data when it is removed from the website
• Encourages the use of role-based access permissions and has created flexible options for Members to create and manage access permissions of staff
• Restricts access to information based on the type of organisation, geography, class of service, and your relationship with them

The Platform environment

• Uses Microsoft Azure, secure and reliable hosting
• Is based in Australia

Data Breach Plan

If we become aware of a data breach by us or our members, we are committed to:

1. Assessing the breach focusing on understanding how, when, and why it happened.
2. Reacting to the breach by focusing on limiting its impact and reducing the risk and ongoing impact to our members.
3. Notifying of the breach if required and providing as many details as possible to members to assist them to respond.
4. Reviewing our response to the breach by focusing on how we assessed, reacted, and notified of the breach and how we can strengthen our systems and processes to reduce the chance that we will have a data breach in the future.

What Personal Information May We Hold About You?

Privacy Statement

It’s your information – you’re in control

My Community Directory provides a member-controlled database of organisations that provide free or subsidised community services. Members can choose what information they provide concerning their services and have full control over updates and changes to their services. Members are able to remove their listings at any time.

What is personal information?

Personal information is any information about an identifiable individual. The information can be true or false, fact or opinion. Only people can have personal information. Businesses do not in themselves have personal information, but the individuals who work in businesses do. Personal information collected by My Community Directory can include:

• Names of individuals
• Their Job Title
• Contact Details such as Mobile, Telephone, and Email address

What does My Community Directory do with your organisation’s personal information?

When My Community Directory obtains, stores, uses, or discloses personal information it complies with the relevant privacy laws, either the Commonwealth’s Information Privacy Act 1988 or, as appropriate, Queensland’s Information Privacy Act 2009.

What does My Community Directory’s privacy policy mean in practice?

Collection

The information My Community Directory collects is necessary for or directly related to the business activities of members. While My Community Directory takes reasonable steps to ensure that no extraneous or unnecessary information is listed, primary responsibility for the accuracy of listing information lies with members who have either inputted the information directly themselves or had their information inputted through the migration of another directory of community organisations. Members have the right to change or remove their listing at any time through the use of their personal online login. My Community Directory encourages all members and community users to bring any concerns they have about listing information to our attention by lodging a “Support” request.

Storage

Information in My Community Directory is stored in a secure online Database that uses a range of membership access levels to prohibit the incorrect release of personal information.

Use

My Community Directory will use the personal information of members for the purposes of:

• Contacting individuals regarding the updating of My Community Directory member information
• Contacting individuals in the event of a natural disaster or emergency
• Other uses such as provision of industry information or for the promotion of products or services relevant to members.
• Providing other Community Organisations, Councils, or Government with the ability to contact individuals in an organisation in accordance with the My Community Directory Terms and Conditions.

Access and Amendment

While My Community Directory takes all reasonable steps to ensure that the listing information is accurate, up-to-date, and complete, primary responsibility for the quality of the listed information lies with the members. Members can access their listing at any time and have full capacity to change or delete their listed information. My Community Directory encourages all members and public users to address any concerns they have about their listing information by either:

• Logging in to their listing and updating their information.
• Reporting a listing error on the My Community Directory website through the “Report incorrect or inappropriate information” link on the Service listing page.
• Submit a “Support” request through the My Community Directory website.

Disclosure and Online Access

My Community Directory is accessible to the public for no charge. Members should be aware that any information listed on the Directory is in the public domain, and they should craft their listing with this in mind. Members should also be aware that My Community Directory is an online resource and accordingly can be accessed worldwide. By listing their personal information on the Directory, members agree that this information can be transferred outside Australia. Members should be aware that there may be occasions where My Community Directory is required to disclose personal information by law, for example, in circumstances of disaster, emergency, or criminal investigation.

Public Users

My Community Directory automatically gathers information such as the numbers and frequency of visitors to monitor the use of the website. This information is collated from log files that record details of each website transaction and may include the IP address of the user accessing the site.

Organisational Members and Users

In addition to information available to public users, organisational members and users are entitled to additional information, including access to personal information. This personal information may include:

• Names of individuals
• Their Job Title
• Contact Details such as Mobile, Telephone, and Email address

This information is designed to facilitate collaboration between peers in similar organisations to assist in the delivery of client services.

Government Members and Users

In addition to information available to public and organisational users, Government members and users are entitled to additional information, including access to personal information. This personal information may include:

• Names of individuals
• Their Job Title
• Contact Details such as Mobile, Telephone, and Email address

This information is designed to facilitate improved planning and communication between Government agencies and the management of Community Organisation’s based in the designated Government region.

Compliments, Complaints, and Feedback

My Community Directory has developed through significant contributions by community organisations, councils, and government employees. Our commitment remains – to listen and improve features, address complaints, and value feedback from you.

Enquiry Type Response

If you have any concerns regarding the use of information please contact the Privacy Officer on 1300 762 515.