Privacy Policy

 

Introduction 

This Privacy Policy outlines how the Indigenous General Practice Trainee Network (IGPTN) aims to protect the privacy of your personal information, your rights in relation to your personal information managed by the IGPTN and the way the IGPTN collects, holds, uses and discloses your personal information.  

It also outlines how you can seek access to and correct your personal information and make a privacy complaint. 

In handling your personal information, the IGPTN complies with the Privacy Act 1988 (Cth) (Privacy Act), the Corporations (Aboriginal & Torres Strait Islander) Act 2006 (CATSI Act), the 13 Australian Privacy Principles in the Privacy Act and all relevant Australian privacy laws.

 

Personal Information we collect and how we use and disclose it

Members 

What kinds of personal information do we collect about you and how do we collect your personal information? 

Generally, the kinds of personal information we collect about you include your contact and identification information such as your name, address, telephone number, date of birth, email address, qualification(s) or any other verification details. 

We don’t collect your sensitive information (which includes health information), such as medical records or banking details.   

We may also collect research data that may include your personal information. If we are collecting research data, we will ask for your consent for each separate research project.

We may also collect images of your face in a photograph and/or recording of your voice and/or face in a film or video. We will ask for your consent. 

We may also collect other information required for the IGPTN’s functions and activities and in some circumstances, we may also hold other personal information provided by you.  

We collect your personal information directly from you, including when we interact with you in person, in writing by way of email or post, by telephone/video conference or through our website or any other website of a related entity or partner.  

Why do we need your personal information? 

We collect, hold, use and disclose your personal information where it is reasonably necessary for the purposes of: 

  1. providing our services and advice to you and enabling you to participate in our programs; 
  2. enabling us to communicate with you about the services we are providing you or the program you are participating in; 
  3. informing you about our services and/or programs which we think you may be interested in;  
  4. improving our services and programs;
  5. processing donations or sponsorships;
  6. applying for subsidies and grants;
  7. advocacy;
  8. raising awareness and/or funding for the IGPTN; 
  9. accounting, billing and other internal administrative purposes; 
  10. complying with our legal obligations; and
  11. otherwise managing the IGPTN’s internal business operations and processes.

The IGPTN may also use your personal information for purposes related to the above purposes and for which you would reasonably expect the IGPTN to do so in the circumstances, or where you have consented, or where the use is otherwise in accordance with law.  

Where your personal information is used or disclosed, the IGPTN takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed.  You are under no obligation to provide your personal information to the IGPTN. However, without certain information from you, the IGPTN may not be able to provide its services and/or programs to you.

To whom do we disclose your personal information? 

The IGPTN discloses your personal information for the purpose for which the IGPTN collects it.  That is, generally, the IGPTN will only disclose your personal information for a purpose set out above. 

Generally, this may include disclosing your personal information to a variety of third party providers during the course of providing services to you. We may disclose your personal information to 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: 

  1. third parties who assist us in supplying our goods, services and programs or who perform functions on our behalf and to other third parties where required by law;
  2. relevant government agencies to apply for subsidies and grants or audit processes, including the Office of the Registrar of Indigenous Corporations (ORIC) etc;
  3. employees and service providers who help us with our functions and activities including [e.g. marketing and advertising services];
  4. the IGPTN’s professional advisors, agents, contractors, consultants and related bodies; and
  5. insurance providers, 
  6. any court, tribunal or authority with respect to a claim relating to you; and
  7. other third parties if required to do so by law. 

From time to time, we may compile statistical data from the personal information we have collected. In these instances, the data will be aggregated and de-identified before it is disclosed to third parties.

The disclosures of your personal information from the IGPTN to third parties are on a confidential basis and/or otherwise in accordance with law.  The IGPTN may also disclose your personal information with your consent or if disclosure is required or authorised by law.

Donors  

 

What kinds of personal information do we collect about you and how do we collect your personal information? 

Generally, the kinds of personal information we collect about you include your contact and identification information such as your name, address, telephone number, date of birth, email address or other verification details. We may also collect details regarding your credit card, banking details, financial details or other payment details or any other information as required to carry out the IGPTN’s functions and activities. 

We collect your personal information directly from you when you provide your information to us in person, in writing by way of email or post, by telephone/video conference, through our website or the website of a related entity or partner or via third party fundraising platforms when donating funds to us.  

Why do we need your personal information? 

We collect, hold, use and disclose your personal information where it is reasonably necessary to enable us to process your donation, communicate with you about your donation, inform you about our goods, services and/or programs which we think you may be interested in, accounting, billing and other administrative purposes, complying with our legal obligations and otherwise managing the IGPTN’s internal business operations and processes. 

The IGPTN may also use your personal information for purposes related to the above purposes and for which you would reasonably expect the IGPTN to do so in the circumstances, or where you have consented, or where the use is otherwise in accordance with law.  

Where your personal information is used or disclosed, the IGPTN takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed.  You are under no obligation to provide your personal information to IGPTN. However, without certain information from you, the IGPTN may not be able to process your donation and/or involve you in the products, services and programs it provides.

To whom do we disclose your personal information? 

The IGPTN discloses your personal information for the purpose for which the IGPTN collects it.  That is, generally, the IGPTN will only disclose your personal information for a purpose set out above.

This means that, if you provide consent, we may publicly acknowledge you as a donor. 

We do not disclose your personal information to other charities (including to enable them to send you information about their goods, services and programs) or other third parties unless required or authorised by law or with your consent.  If this is the case, disclosures of your personal information from the IGPTN to third parties are on a confidential basis and/or otherwise in accordance with law. 


Employees and prospective Employees/ Volunteers/ Contractors

What kinds of personal information do we collect about you and how do we collect your personal information? 

Generally, the kinds of personal information we collect about you include your contact and identification information such as your name, date of birth, address, telephone number, email address or any other verification details. We may also collect other personal information including your gender, work history, qualifications, tax file number, bank account details, referee information and any other information you include in your application and, in respect of contractors, payment details.

We may also collect sensitive information about you, including your health information, such as when you are applying for a position at the IGPTN and the personal information is relevant to the recruitment process through which you must progress (including working with children or criminal record checks) or where you are an employee and the health information is relevant to your employment with the IGPTN. 

In some circumstances, the IGPTN may also hold other personal information about you.

 We collect this personal information directly from you when you provide your information to us in person or in writing by way of email or post, or by telephone/video conference or through our website when applying for, enquiring about, or registering for opportunities with us. We also collect your personal information from your nominated referees, and through criminal history and working with children checks.

Generally, the IGPTN will only collect your personal information from sources other than you if it is unreasonable or impracticable to collect your personal information from you.

Why do we need your personal information? 

We may collect, hold, use and disclose your personal information where it is reasonably necessary for the purposes of processing and assessing your application for current and future positions with IGPTN (including volunteer positions), allowing you to provide services to us (including communicating with you about those services), providing training to you, communicating with you about opportunities with us, improving our services, informing you about our good, services and/or programs which we think you may be interested in, accounting, billing and other internal administrative operations, complying with our legal obligations and otherwise managing the IGPTN’s internal business operations and processes. 

The IGPTN may also use your personal information for purposes related to the above purposes and for which you would reasonably expect the IGPTN to do so in the circumstances, or where you have consented, or where the use is otherwise in accordance with law.  

Where your personal information is used or disclosed, the IGPTN takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed.  You are under no obligation to provide your personal information to the IGPTN. However, without certain information from you, the IGPTN may not be able to process your application and/or involve you in the products, services and programs it provides.

To whom do we disclose your personal information? 

The IGPTN discloses your personal information for the purpose for which the IGPTN collects it.  That is, generally, the IGPTN will only disclose your personal information for a purpose set out above.

 Generally, this may include disclosing your personal information to individuals (such as our clients) participating in our programs, third parties who assist us in supplying our goods, services and programs or who perform functions on our behalf and other third parties where required by law (including Government agencies to conduct criminal history and working with children checks).

The disclosures of your personal information from the IGPTN to third parties are on a confidential basis and/or otherwise in accordance with law.  IGPTN may also disclose your personal information with your consent or if disclosure is required or authorised by law.

Overseas disclosures

The IGPTN does not disclose any personal information to overseas recipients.

However, if the IGPTN becomes likely to disclose personal information to any recipients located overseas, the IGPTN will update this privacy policy regarding the likely disclosures (including, if it is practicable to do so, the countries in which such overseas recipients are likely to be located). 

Direct marketing

The IGPTN may collect, hold, use and disclose personal information in order to inform interested persons or entities of services and/or programs offered by the IGPTN or to facilitate business relationships. 

Individuals can opt-out of receiving such communications by contacting the IGPTN on the contact details set out below or through any opt-out mechanism contained in a marketing communication.  

 

Storage and Security

We hold personal information in both electronic and hard-copy forms in secure databases on secure premises, accessible only by authorised staff.  We may store your personal information with a third-party storage provider. Wherever possible we will store data inside Australia, however we may also store personal information in the ‘cloud’ which may mean that it resides on encrypted servers which are situated outside Australia. 

The IGPTN takes steps reasonable in the circumstances to ensure that the personal information it holds is protected from misuse, interference and loss and from unauthorised access, modification and disclosure.  

The IGPTN will destroy or de-identify personal information in circumstances where it is no longer required, unless the IGPTN is otherwise required or authorised by law to retain the information. 


How to access or correct your personal information 

The IGPTN takes steps reasonable in the circumstances to ensure personal information it holds is accurate, up-to-date, complete, relevant and not misleading.  Under the Privacy Act, you have a right to access or seek correction of your personal information that is collected and held by the IGPTN. If at any time you would like to access or correct the personal information the IGPTN holds about you, or you would like more information on the IGPTN’s approach to privacy, please contact the Privacy Officer using the contact details below.  

The IGPTN will grant access to your personal information to the extent required or authorised by the Privacy Act and take steps reasonable in the circumstances to correct your personal information where necessary and appropriate. 

To obtain access to your personal information: 

  1. you will have to provide proof of identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected;
  2. the IGPTN requests that you be reasonably specific about the information you require; and
  3. the IGPTN may charge you a reasonable administration fee (clients are exempt from this fee), which reflects the cost to the IGPTN for providing access in accordance with your request.

The IGPTN will endeavour to respond to your request to access or correct your personal information within 30 days from your request.

If the IGPTN refuses to provide you with access to the personal information, the IGPTN will provide you with the reasons for the refusal and inform you of any exceptions relied upon under the Australian Privacy Principles, unless it would be unreasonable to do so.

Cookies

When you are accessing the IGPTN’s website, the IGPTN uses ‘cookies’ which are small pieces of information sent from the website and stored by your browser on your computer’s hard drive or your phone.  Cookies that the IGPTN uses enable its systems to provide features of its services and allow you to visit its website without re-entering your username and/or password, personalize and improve your experience, and improve the functionality and user-friendliness of its services and monitor how its website is used through your computer.

This information is used by the IGPTN to improve and tailor its website functionality and better understand how you interact with the IGPTN’s goods, services and/or programs and to monitor aggregate usage and web traffic routing on its website. You can modify your browser setting by editing your browser options to reject the IGPTN’s cookies or to prompt you before accepting a cookie.  However, if a browser does not accept cookies or if you reject a cookie, some portions of the IGPTN’s online services may not function properly. 

Our website contains links to other websites. When you access a website other than ours, we are not responsible for the privacy practices of that site. We recommend that you review the privacy policies of each website you visit.


Complaints 

If you wish to make a complaint about a breach of any privacy laws by the IGPTN, please contact our Privacy Officer using the details below.  We may request that you make your complaint in writing.  We will investigate any complaint and will notify you of the outcome following the completion of the investigation.  

At all times, privacy complaints:

    1. will be dealt with seriously;
    2. will be dealt with promptly;
    3. will be dealt with in a confidential manner; and
  • will not affect your existing obligations or affect any commercial or other arrangements between you and the IGPTN. 

In the event you are dissatisfied with the outcome of your complaint, you have the right to contact the Office of the Australian Information Commissioner by phoning 1300 363 992 or by visiting www.oaic.gov.au for further information. 

Contact us 

If you have any questions relating to this Privacy Policy please contact our Privacy Officer: Admin@IGPTN.org.au 

Updates to this Privacy Policy

This Privacy Policy may be updated from time to time. We will display a notice on our website www.igptn.org.au for a reasonable period after any material revisions have been made. We will keep the current version of this Privacy Policy on that website. 

This Privacy Policy was last updated on 24 November 2024.