PRIVACY STATEMENT

1. Our Privacy Policy

The Oceanic Research Institute (ORI) respects your privacy and is committed to protecting sensitive and personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) including the Australian Privacy Principles (APPs).

In this statement we set out how we collect, use and disclose your personal information.

Please note that we may update ORI’s Privacy Policy from time to time in which case we will publish any changes on the ORI website and related applications. Please check these links periodically to ensure that you are aware of our up to date Privacy Policy.

2. Collection of your Personal Information

ORI may collect the following types of personal information:

• Your name
• Address details
• Email address
• Telephone number
• Credit or debit card information;
• Details of your donation to us;
• Any additional information relating to you that you provide to us directly through our website or other application/s or through other websites or accounts from which you permit us to collect information;
• Any information you provide to us through surveys or feedback forms; or
• Any other personal information we may require to facilitate your dealing with us.

How we collect personal information

We collect personal information in one of three ways:

• Either directly from you, or
• From publicly available sources, or
• From a third party (for example a contractor or service provider).

Where personal information is not collected directly from you, ORI will take reasonable steps to notify you of the collection or otherwise make you aware of it.

Please be aware that if you choose not to provide certain personal information to us, we may not be able to provide you with the services or information you require.

When we may collect your personal information.

We may collect your personal information when you:

• Volunteer or Intern with us

• Sponsor us, or partner with us

• Donate to us

• Fill in the contact form

Additionally, when you apply as an intern or volunteer with us we may collect certain information about you (including your name, contact details, working history and relevant records checks) from your previous employer and others who may be able to provide information to us to assist in our decision on whether or not to engage you under a contract.

This Privacy Policy does not apply to acts and practices in relation to employee records of our current and former employees, which are exempt from the Privacy Act.

Why we collect personal information.

We may collect, hold, use and disclose your personal information in order to:

• Communicate with you as a member, volunteer, donor or supporter, in order to keep you informed of our events, projects, and latest news;

• Provide you with access to password protected sections of our website;

• Send you service, support and / or administrative messages, reminders and technical notices, updates, security alerts, and information requested by you;

• Send you marketing or promotional messages and other information that may be of interest to you, or when you subscribe to or unsubscribe from our lists;

• Report to funding bodies or government agencies, and to comply with our legal obligations;

• To consider any application you may make to ORI as a volunteer, sponsor, intern or staff member.

Using your personal information for direct marketing

ORI may send you direct marketing communications and information about our activities and research. This may take the form of emails, mail or other forms of communication, in accordance with the Spam Act and the Privacy Act. You may opt-out of receiving marketing materials from us by contacting us using the details set out below or by using the opt-out facilities provided (e.g. an unsubscribe link).

3. Disclosing your personal information

ORI will only hold, use, or disclose information for the purposes for which it was collected, and in order to carry out our functions as described above, or otherwise as required or authorised by law. Where your information is disclosed to an individual or organisation external to the ORI, we generally require that third party to protect your information in the same way we do.

For the purposes we have described in this Privacy Policy, ORI may disclose your personal information:

• To any of our partners or related bodies corporate;

• To third-party suppliers, such as service providers for the purposes of operation of our website, or our functions as a not-for-profit organisation;

• Professional advisers or other individuals / organisations who collaborate with us;

• To payment systems operators, e.g. merchants receiving card payments;

• To anyone to whom our assets or business is transferred or sold;

• Where you have otherwise consented; and / or

• To other persons, including government agencies, regulatory bodies as required or authorised by law.

If there is a need to disclose personal information for any other purpose not detailed in this policy, ORI will only do so with your consent.

ORI does not sell personal information to third parties, and except as provided for in this policy does not make personal information available to third parties.

Disclosure of your Personal Information beyond Australia

We may disclose your personal information outside of Australia to software vendors and other service providers (e.g. internet service providers) that are located in Europe and America. We will, however, take reasonable steps to ensure that any overseas recipient will deal with your personal information in a way that is consistent with the Australian Privacy Principles (APP).

4. Security

We may hold your personal information in either electronic or hard copy form. We take all reasonable steps to protect any personal information we hold from misuse, interference and loss, and from unauthorized access, modification or disclosure. We use a variety of physical and electronic security measures, including restricting physical access to our offices, and firewalls and anti-virus software to seek to protect your personal information. However, as our website and mobile application/s are linked to the internet, and the internet is vulnerable to penetration beyond our control, we cannot guarantee the security of the personal information you provide to us online.

5. Using our website

We may collect personal information about you when you use and access our website.

When you visit the ORI website, or download information from it, we may keep a record of your visit including your internet address, your domain name (if applicable), and the date and time of your visit to our website. Our ISP also collects information such as the pages our users access, the documents they download, links from other sites they follow to reach our site, and the type of browser they use. This information is anonymised and is used for statistical and website development purposes only.

We may use tracking technologies (e.g. ‘cookies’) on our website, or digital channels to help us track your usage and preferences. Cookies are small files that store information on your computer or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser, but our website or mobile application/s may not work as intended for you if you do so.

6. Links

ORI website may contain links to third party websites. Those links are provided for convenience and may not be maintained. Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites, and have no control over or rights in those linked websites. The privacy policies that apply to those other websites may differ substantially from our Privacy Policy, so please read them before using those websites.

7. Accessing or correcting your personal information

You have a right to access and seek correction of personal information we hold about you at any time by contacting us in writing (through our contact form). There are some circumstances where we are permitted to deny access to personal information such as (but not limited to) where the access would have an unreasonable impact on the privacy of others or where granting access is unlawful or denying access is required or authorised by law. If we deny you access, we will provide you with our reasons for refusal. The ORI is allowed to impose reasonable charges for providing access.

If you think any information we hold about you is incomplete, inaccurate or out of date, or if you have any concerns about the handling of your personal information, please contact our Privacy Compliance Officer as per the details below and we will take reasonable steps to correct that information.

8. Making a complaint

If you wish to make a complaint about the manner in which we have collected, handled, used or disclosed your personal information (including if you think we have breached the Privacy Act and the Australian Privacy Principles), please contact our Privacy Compliance Officer in writing as follows:

Privacy Compliance Officer

Oceanic Research Institute Limited

PO Box 29, Ballina, 2478, NSW

or

ghq@ori.net.au

Please include your name, email address and / or telephone number and clearly describe your complaint.

We will investigate the complaint and respond to you promptly. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner.