Privacy Policy
We are Wheels in Motion (ABN 24 356 798 177). Protecting your privacy is important to us. This policy explains how we manage personal information within our organisation.
How we collect personal information
We collect personal information about you in the following ways:
when you make a donation;
when you receive funding or support from us;
when you order products or services from us;
when you enter a competition or awards series hosted by us;
when you register for or attend one of our events;
when you submit a query or request to us;
when you respond to a survey that we run or fill in forms on our website;
by tracking your use of our websites and social media profiles;
from third parties who are entitled to disclose that information to us; and
when you apply to work with or for us in any capacity.
In some cases we may be required by law to collect certain types of personal information about you.
Where we collect personal information from you, we will generally do so ourselves. However, in some cases we may collect personal information from a third party, such as through your representatives, contractors who provide services to us, or third parties who refer you to us because they think you may be interested in our products or services.
Kinds of personal information we collect
The kinds of personal information that we collect and hold about you may include:
identifying information, such as your name, date of birth and location;
health-related information, such as any disability or health condition(s);
contact information, such as your postal address, email address and telephone number;
social media handles and other social media profile information that you make available to us or to the public;
financial information, such as credit card, bank account or other payment details; and
records of our communications with you, including any messages you send us;
Without this information we may not be able to provide you with our products or services (or with all of the features and functionality offered by our products or services) or to respond to queries or requests that you submit to us.
Purposes for which we use personal information
We use personal information that we collect about you for the following purposes:
to verify your identity when you are dealing with us;
to determine your eligibility for any of our products and services;
to answer your queries and requests;
to comply with our legal and regulatory obligations;
to comply with our reporting requirements to donors;
to carry out analysis and research;
to monitor use of our products and services;
to assess, maintain, upgrade and improve our products and services;
to carry out education and training programs for our staff;
to manage and resolve any legal or commercial complaints or issues;
to carry out planning and forecasting activities and other internal business processes; and
to keep you informed about our activities, including by sending out newsletters.
We may from time to time use your personal information in order to send you marketing materials about products or services that we think you may be interested in (including in some cases products and services that are provided by a third party). You can opt-out of receiving marketing communications from us by contacting us at privacy@wheelsinmotion.org.au.
We may also use and disclose your information for other purposes in accordance with your requests or instructions.
People to whom we disclose personal information
We may share personal information about you with:
your representatives, advisers and others you have authorised to interact with us on your behalf;
our staff and volunteers who need the information to discharge their duties;
our business partners, sponsors, agents and service providers;
payment system operators and financial institutions;
professional advisers who we engage to provide advice on our business; and
government authorities who ask us to disclose that information, or to other people as required by law.
In some cases the people to whom we disclose your personal information may be located overseas. The countries in which these people are likely to be located include the United Kingdom and United States of America.
We will never sell your personal information to any third party.
Cookies
We use cookies to monitor and observe your use of our websites, compile aggregate data about that use, and provide you with a more effective service (which may include customising parts of our websites based on your preferences and past activities on those websites). "Cookies" are small text files created and stored on your hard drive by your internet browser software, in order to hold relevant information about the web page you are currently viewing. Most internet browsers have a facility that will allow you to disable cookies altogether โ please refer to your browserโs help menu to find out how to do this. While you will still be able to browse our websites with cookies disabled on your internet browser, some website functionality may not be available or may not function correctly.
Storage and security of personal information
We generally store the personal information that we collect in electronic databases, some of which may be held on our behalf by third party data storage providers. Sometimes we also keep hard copy records of this personal information in physical storage facilities. We use a range of physical and technical security processes and procedures to protect the confidentiality and security of the information that we hold, and we update these from time to time to address new and emerging security threats that you become aware of.
We also take steps to monitor access to and modification of your information by our staff, and ensure that our staff are aware of and properly trained in their obligations for managing your privacy.
Access and correction
If you want to access any of the personal information that we hold about you or to correct some aspect of it (e.g. because you think it is incomplete or incorrect), please contact our privacy compliance team using the contact details set out below. To protect the integrity and security of the information we hold, we may ask that you follow a defined access procedure, which may include steps to verify your identity. In certain cases we may charge you an administration fee for providing you with access to the information you have asked for, but we will inform you of this before proceeding. There may be cases where we are unable to provide the information you request, such as where it would interfere with the privacy of others or result in a breach of confidentiality. In these cases we will let you know why we cannot comply with your request.
Complaints
We try to meet the highest standards in order to protect your privacy. However, if you are concerned about the way in which we are managing your personal information and think we may have breached the Australian Privacy Principles, or any other relevant obligation, please contact our privacy compliance team using the contact details set out below. Complaints must be lodged in writing. We will make a record of your complaint and refer it to our internal complaints resolution department for further investigation. We will deal with the matter within a reasonable time, and will keep you informed of the progress of our investigation.
If we have not responded to you within a reasonable time or if you feel that your complaint has not been resolved satisfactorily, you are entitled to make a complaint to the Office of the Australian Information Commissioner.
Changes to this policy
We may make changes to this policy from time to time, to take into account changes to our standard practices and procedures or where necessary to comply with new laws and regulations. The latest version of this policy will always be available on our website.
Contact details
If you want any further information from us on privacy matters, please contact our privacy compliance team at privacy@wheelsinmotion.org.au.