Privacy Policy
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Privacy Policy

Effective Date: [Insert Date]
Last Updated: [Insert Date]
Website: www.voteguard.org (or your actual domain)

1. Purpose

This Privacy Policy outlines how VoteGuard International Ltd (the “Organisation”) collects, handles, protects, and uses personal, sensitive, and confidential information both internally (staff, volunteers, board members) and externally (donors, partners, members, program participants). This ensures compliance with privacy laws, organisational integrity, and stakeholder trust.

2. Scope

This policy applies to all:
  • Board members and officers
  • Employees and contractors
  • Volunteers and interns
  • Consultants and advisors
  • Any other individual acting in an official capacity on behalf of the Organisation

3. Definition of Personal and Sensitive Information

Under Australian privacy law:
  • Personal information: Any information or opinion about an identified or reasonably identifiable individual, whether true or not, and whether recorded in material form or not.
  • Sensitive information: Includes information about a person’s:
  • Health
  • Racial or ethnic origin
  • Political opinions or membership of a political association
  • Religious or philosophical beliefs
  • Sexual orientation
  • Criminal record
  • Biometric information

The Organisation may collect such information only when necessary for its functions and with consent where required.

4. Collection of Information

Information may be collected for:
  • Human resources and personnel management
  • Volunteer, board, and stakeholder records
  • Program and project delivery
  • Donor and partner engagement
  • Risk management, compliance, and safety
All collection must:
  • Be necessary and proportionate to the purpose
  • Be informed (individuals know why it is being collected, where possible)
  • Be lawful and fair

5. Use and Disclosure of Information

  • Information must only be used for the purpose for which it was collected.
  • Disclosure for a secondary purpose is allowed only if:
  • The individual has consented; or
  • Required or authorised by law; or
  • Directly related to the original purpose and within reasonable expectations
Examples:
  • Staff contact details shared for rostering or emergency purposes
  • Health information of a volunteer shared with first aid officers in emergencies

6. Storage and Security

VoteGuard International Ltd will protect information from misuse, interference, loss, or unauthorised access, modification, or disclosure.

Security measures include:
  • Password-protected systems and files
  • Restricted access to personnel and stakeholder files
  • Locked physical filing cabinets
  • Clear-desk policies for sensitive materials
  • Secure disposal or de-identification of data when no longer required

7. Access, Correction, and Accuracy

Personnel and external stakeholders may:
  • Request access to their own personal information
  • Request correction if information is inaccurate, out-of-date, or incomplete

Requests should be submitted in writing to the Executive Director or Privacy Contact Officer.

The Organisation must take reasonable steps to ensure information is accurate, complete, and up to date before use.

8. Confidentiality and Third Parties

  • Information must not be disclosed to third parties without explicit authorisation.
  • Contractors or service providers with access must sign a confidentiality agreement and comply with this policy.

9. Data Breaches

  • Any data breach (loss, unauthorised access, or disclosure) must be reported immediately to the Executive Director.
  • The Organisation will assess and, if required, comply with the Notifiable Data Breaches Scheme.

10. Staff and Volunteer Obligations

All personnel must:
  • Follow this Privacy Policy when handling personal information
  • Complete required privacy and data protection training
  • Report breaches or concerns promptly
  • Sign a Confidentiality Agreement upon engagement

11. Privacy Contact

Questions or concerns regarding this policy should be directed to:
  • Privacy Contact Officer
  • Executive Director
  • VoteGuard International Ltd
  • Email: [Insert organisational email]

12. Review

This policy will be reviewed every 2 years, or sooner if required due to changes in law, regulation, or organisational structure.

13. Related Documents

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