Privacy Policy
Introduction
The Mission to Seafarers, Victoria (MtSV) respects and upholds the rights of individuals under the Australian Privacy Principles contained in the Privacy Act 1988 (Cth) (‘Privacy Act’). This Privacy Policy outlines what Personal Information we hold, what we do with it, who we will disclose it to, and how individuals can access the Personal Information we may hold about them.
A copy of the Australian Privacy Principles can be obtained from the website of The Office of the Federal Privacy Commissioner at www.privacy.gov.au.
What is Personal Information?
Personal Information in this policy has the same meaning as under the Privacy Act and includes any information (true or not) about an individual who is, or could reasonably be, identified with that individual. Examples of Personal Information include:
• Name
• Age
• Date of birth
• Phone number
• Email address
• Credit card details
• Salary information.
Sensitive Personal Information includes any information about an individual’s:
• Racial or ethnic origin
• Political opinions
• Membership of a political association
• Religious beliefs or affiliations
• Philosophical beliefs
• Membership of a professional or trade association
• Membership of a trade union
• Sexual preferences or practices
• Gender identification
• Criminal records
• Health information.
How do we collect Personal Information?
Where possible, MtSV will collect Personal Information directly from an individual.
However, we may also collect Personal Information from the Australian Maritime Safety Authority, International Transport Federation, other welfare bodies, the Port of Melbourne, employers/masters (for seafarers), as well as publicly available sources, our website, sales, function bookings and service enquiries or events for which individuals request further information.
How may our websites collect Personal Information?
The site servers for the MtSV website, file-sharing and databasing platforms make records of site visits and logs the following information for statistical and administrative purposes:
• the site visitor’s server address – to consider those who use the site regularly and tailor the site to their interests and requirements;
• the date and time of the visit to the site – this is important for identifying the website’s busy times and ensuring maintenance on the site is conducted outside these periods;
• pages accessed and documents downloaded – this indicates which pages or documents are most important to site visitors and important information that may be difficult to find;
• duration of the visit – this indicates to us how interesting and informative the site is to site visitors; the type of browser used – this is important for browser specific coding; and
• the visiting domain name or IP address, computer operating system, browser type and screen resolution, to optimize the web site and better understand its usage.
A cookie is a piece of information that an Internet web site sends to a site visitor’s browser when information at that site is accessed. Cookies are either stored in memory (session cookies) or placed on the site visitor’s hard disk (persistent cookies). The MtSV website does not use persistent cookies. When a browser is closed, the session cookie set by our web site is destroyed and no Personal Information is retained.
What Personal Information do we hold?
The Personal Information we collect may include seafarer, donor, supporter, volunteer, employee, guest, supplier, and customer contact details – and, in the case of employees and volunteers, the Personal Information sufficient for us to discharge our responsibilities as an employer and volunteer workforce manager.
We will use a recognised secure payment gateway for all payments by individuals to, for example, purchase goods and services or make donations to the MtSV. Any financial or credit card information will not be held or retained by us .
Financial and credit card information may be collected for establishing a customer account with us, but this will generally be corporate or commercial rather than individual Personal Information.
What do we do with Personal Information?
We collect Personal Information for the primary purpose of delivering our seafarer welfare services.
We may sometimes use Personal Information for secondary purposes closely related to the primary purpose, in circumstances where the individual would reasonably expect such use or disclosure.
Personal Information will normally be stored on a cloud-based service provider, stored remotely.
With respect to Sensitive Information, we will only ever use this:
• for the primary purpose for which it was obtained;
• for a secondary purpose that is directly related to the primary purpose; and
• with the consent of the person; or where required or authorised by law.
It is an important to us that Personal Information is up to date. We take reasonable steps to make sure that Personal Information is accurate, complete and up-to-date, at least for the duration of the period in which the Personal Information is being held and used by MtSV.
Where we have obtained an individual’s consent to do so, or in circumstances where it would be reasonably expected, MtSV may use Personal Information to contact individuals with marketing material about our seafarer welfare services, or other events and activities to support these.
To whom will we disclose Personal Information?
We may disclose Personal Information to our professional advisers (e.g. accountants and legal advisers) and information technology providers during the course of their work for us and, in the case of contact details, to contracted marketing agents or our service providers. We may also disclose Personal Information to other third parties where the individual consents to the use of
disclosure, or where required or authorised by law to do so.
If any Personal Information is disclosed to any overseas recipient (such as a cloud-based hosting service) we will endeavour to take adequate measures to ensure that the Personal Information is handled by the overseas recipient in accordance with the Privacy Act and our instructions, for the purposes described above.
By providing their Personal Information to MtSV, individuals consent to these disclosures of Personal Information related to our provision of services or our mutual contractual relationships.
How can individuals access their Personal Information?
An individual may access the Personal Information we hold about them, update and/or correct it, subject to certain exceptions. If a person wishes to access their Personal Information, we ask that they contact us in writing.
We may require evidence of identification before releasing the requested information. MtSV will not charge any fee for access requests but may charge an administrative fee to cover any direct costs of retrieval.
If an individual believes that the Personal Information we hold is incorrect, incomplete, or inaccurate, they may request amendment and we will either make the amendment or make a record of the comment made, as appropriate.
How do we secure Personal Information?
We will take reasonable steps to protect Personal Information and protect such information for loss, misuse, and unauthorised access, use, modification, disclosure, alteration, or destruction. However, it should be kept in mind that the transmission of the information over the internet is not completely secure and, in particular, communications sent by email may not be secure.
How long do we hold Personal Information?
When Personal Information is no longer needed for the purpose for which it was obtained, we take reasonable steps to destroy or permanently de-identify it unless we are legally or contractually required to retain the information for a longer period. If we are required to hold information for the longer term, it will continue to be managed in accordance with this policy.
Questions and complaints
In the event of questions about this Privacy Policy including in respect of a potential breach MtSV can be contacted on operations@missiontoseafarers.com.au or by telephone call to the MtSV
Operations Manager. We will respond and advise whether we agree with the complaint. If we do not agree, we will
provide reasons. If we do agree we will advise the action we are going to take to rectify the complaint. If this does not provide satisfaction a further complaint may be made to the Office of the Australian Information Commissioner (enquiries@oaic.gov.au).
Policy status
This Policy is effective from 2 May 2024.
We may change this policy from time to time. Although we intend to observe the policy at all times, it is not legally binding on MtSV in any way. From time to time, we may regard it as necessary or desirable to act outside the policy. MtSV may do so, subject only to any other applicable contractual rights individuals may have, and any statutory rights they have under the Privacy Act or other applicable legislation.
