1.0 Introduction

The Board of Australia HOPE International Inc is committed to protecting the privacy of all personal information which the organisation collects, holds and administers. Personal information is information which directly or indirectly identifies a person.

2.0 Purpose

The purpose of this document is to provide a framework for The Board of Australia HOPE International Inc in dealing with privacy considerations.

3.0 Scope

This Policy applies to all aspects of Australia HOPE International Inc operations including those within Australia and Internationally. It includes all donors, sponsors, and partners.

4.0 Policy

The Board of Australia HOPE International Inc collects and administers a range of personal information for the purposes of

• Recording and processing donations, sponsorships, grants, and other funds received.
• Issuing of receipts to donors and sponsors.
• Providing specific information on sponsored children to their sponsors in accordance with our guidelines.
• Providing regular information about our various projects and the support opportunities which may interest donors and sponsors.
• Provide our annual report electronically.
• Promote the work of Australia HOPE International Inc.
• To provide a base complete internal reports
  
  

The organisation is committed to protecting the privacy of personal information it collects, holds, and administers.

The Board of Australia HOPE International Inc recognises the essential right of individuals to have their information administered in ways which they would reasonably expect – protected on one hand, and made accessible on the other. These privacy values are reflected in and supported by our core values and philosophies

The Board of Australia HOPE International Inc is bound by the Privacy Amendment (enhancing privacy protection) Act 2012 which imposes specific obligations when it comes to handling information. The organisation has adopted the following principles contained as a minimum standard in relation to handling personal information.

The Board of Australia HOPE International Inc

• Collects only information which the organisation requires for its primary function;
• Ensure that stakeholders are informed as to why we collect the information and how we administer the information gathered;
• Use and disclose personal information only for our primary functions or a directly related purpose, or for another purpose with the person’s consent;
• Store personal information securely, protecting it from unauthorised access; and
• Provide stakeholder with access to their own information, and the right to seek its correction.
  
  
  

5.0 Responsibilities

The Board of Australia HOPE International Inc is responsible for developing, adopting, and reviewing this policy.

The Board of Australia HOPE International Inc’s CEO is responsible for the implementation of this policy, for monitoring changes in Privacy legislation, and for advising on the need to review or revise this policy as and when the need arises.

6.0 Processes

6.1 Collection

The Board of Australia HOPE International Inc will:

• • Only collect information that is necessary for the performance and primary functions of Australia HOPE International Inc. This information may be collected from appeal letters, child sponsorship applications, telephone, email enquires, or verbal requests.
  • Notify stakeholders about why we collect the information and how it is administered
  • Notify stakeholders that this information is accessible to them upon request. Verification of identity may be required
    
    

6.2 Use and Disclosure

The Board of Australia HOPE International Inc will:

• • Only use or disclose information for the primary purpose for which it was collected or a directly related secondary purpose.
  • For other uses, The Board of Australia HOPE International Inc will obtain consent from the person.
  • Will not sell or lease any information held in our donor database to any external organisation.
  • Will refuse to give a copy to a supporter of Australia HOPE International Inc where due to legal reasons access is not permitted.
  • Will not disclose addresses of any sponsored children to any supporter or any other information which would allow the supporter/sponsor to identify the child’s address (in accordance with our Child Protection Policy).
    
    

6.3 Data Quality

The Board of Australia HOPE International Inc will:

• • Take reasonable steps to ensure the information the organisation collects is accurate, complete, up to date, and relevant to the functions we perform.
    
    

6.4 Data Security and Retention

The Board of Australia HOPE International Inc will:

• • Safeguard the information we collect and store against misuse, loss, unauthorised access, and modification.
  • Only destroy records in accordance with the organisation’s Records Management Policy.
  • Take all reasonable steps to ensure all information concerning donors, sponsors, and other stakeholders is stored securely both in electronic and hard copy format.
  • If you have made a donation or sponsored a child or provided any monies to support projects and received a tax receipt for the amount Australia HOPE International Inc is legally obliged to retain your details for seven years.
    
    

6.5 Openness

The Board of Australia HOPE International Inc will:

• • Ensure stakeholders are aware of The Board of Australia HOPE International Inc’s Privacy policy and its purposes.
  • Make this information freely available in relevant publications and on the organisation’s website (www.ahi.org.au).
    
    

6.6 Access and Correction

The Board of Australia HOPE International Inc will:

• • Ensure individuals have a right to seek access to information held about them and to correct it if it is inaccurate, incomplete, misleading or not up to date.
  • Remove any donor record from our database if so requested by the donor/sponsor, subject to clause 6.4 above.
    
    

6.7 Anonymity 

The Board of Australia HOPE International Inc will:

• • Give stakeholders the option of not identifying themselves when completing evaluation forms or opinion surveys.
  • Provide donors and sponsors the opportunity to donate anonymously. However, a tax receipt will not be issued.
    
    

6.8 Making information available to other organisations

The Board of Australia HOPE International Inc can:

• • Only release personal information about a person with that person’s express permission. For personal information to be released, the person concerned must sign a release form.
  • Only release information to third parties where it is requested by the person concerned.