Policy

Protecting the privacy of PETAA staff, Board Directors, consultants, contractors, agents, members and others who engage with PETAA is important to the Association. PETAA is committed to complying with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). While PETAA may not be legally required to comply with the Privacy Act in all circumstances, it voluntarily adopts the APPs as minimum standards for handling personal information.

PETAA recognises the essential right of individuals to have their information administered in ways they would reasonably expect — protected on one hand, and accessible on the other.

What kind of information does PETAA collect?

The type of personal information PETAA collects depends on the nature of a person’s involvement with PETAA and may include information about:

• consultants engaged by PETAA
• members
• job applicants, staff, volunteers and contractors
• other individuals who interact with PETAA.

When using PETAA’s website or services, PETAA may collect:

• personal information provided when dealing with PETAA via the website, email, phone, forms or in person
• information provided when purchasing publications, memberships or professional learning
• technical information generated through website use (see Cookies below)

Personal information collected may include name, address, email address, phone number, photographs, date of birth and bank or payment details. Providing personal information is voluntary; however, failure to provide requested information may limit PETAA’s ability to deliver services.

How does PETAA collect personal information?

PETAA usually collects personal information directly from individuals when they:

• access or use PETAA websites or social media platforms
• communicate with PETAA
• register for memberships, events, courses or programs
• participate in research, evaluation or consultation activities

In limited circumstances, PETAA may collect personal information from third parties where necessary and lawful. Consent is generally obtained at the time of collection and may be express or implied by conduct. PETAA endeavours to collect only information reasonably necessary for its functions and activities.

How will PETAA use personal information?

PETAA may collect, hold, use or disclose personal information to:

• identify individuals
• process purchases, memberships and registrations
• deliver professional learning, publications and member services
• communicate information about PETAA programs and opportunities
• conduct research, evaluation and service improvement
• meet legal and administrative requirements

Individuals with concerns about how their personal information is used should contact PETAA.

Use of third-party platforms and services

PETAA uses third-party service providers to deliver its services, including learning management systems, event platforms, email distribution services, customer relationship management systems, analytics tools and secure payment gateways.

PETAA takes reasonable steps to ensure that these providers handle personal information securely and in a manner consistent with the Australian Privacy Principles or equivalent privacy protections.

Storage and security of information

PETAA takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Personal information may be stored in secure electronic databases, including cloud-based systems managed by PETAA or third-party providers. Backups are stored securely offsite. Hard copy records are stored in secured premises and disposed of using secure destruction services when no longer required.

Personal information is retained only for as long as reasonably necessary to fulfil the purposes for which it was collected, including legal, accounting and reporting obligations. When no longer required, information is destroyed or de-identified.

Direct Debit and Credit Card Information

PETAA uses industry-standard encryption (SSL) to protect payment information. Financial information is encrypted and access is restricted to authorised personnel only.

Updating and accessing personal information

Individuals may request access to or correction of their personal information by contacting PETAA in writing or via email. Access may be refused in limited circumstances permitted by law, including where access would pose a serious risk to health or safety, unreasonably impact another person’s privacy, relate to legal proceedings, or be required or authorised to be refused under law.

Cookies

PETAA websites use cookies to manage sessions and analyse website traffic. Cookies can be disabled via browser settings; however, doing so may limit website functionality.

Complaints

Complaints about privacy breaches may be made in writing to the CEO. PETAA will investigate complaints and respond as soon as practicable.

The Spam Act 2003

PETAA complies with the Spam Act 2003. Marketing communications are sent only where consent has been provided or where permitted by law, and always include an unsubscribe option. Transactional communications relating to memberships, purchases or course participation may continue where required.

It is our policy that all electronic communications will include an unsubscribe facility. Electronic communication thereafter will only be on the basis of transactional business related to the recipients ongoing financial membership of PETAA.

Responsibilities and review

The PETAA Board is responsible for reviewing this policy. The CEO is responsible for implementation. All staff, contractors and agents must comply with this policy. This policy is reviewed biennially or earlier where required due to legislative or operational change. 

Useful Information

• The Australian Privacy Act 1988
• Australian Privacy Principles
• Australian Marketing Institute