Collection and use of your information
The English-Speaking Union (Queensland Branch), “ESU”, and its representatives will only seek to collect necessary information from you to provide you with the services and benefits you have sought from us. We may also use this information for purposes associated with our services, such as notifications of ongoing and future initiatives.
Information will generally be collected directly from you and this may be done in person, over the phone or via digital channels.
Types of information we may access
The ESU and its representatives will generally seek “personal information” about you.
Personal information is any information from which your identity is reasonably apparent, which may include information about you, your name, date of birth, address, account details*, occupation and any other information that we may deem relevant.
*Note: Payment processing is conducted by external platforms that comply with the international Payment Card Industry Data Security Standard (PCI-DSS). The ESU does not directly handle payment-processing information for members, event attendees or entrants in our competitions.
In certain circumstances, we may also be required to collect “sensitive information” (such as dietary or health information) while running events.
Services without your personal information
Generally, it will be necessary for us to identify you to provide our services and benefits; however, where it is lawful and practicable for us to do so we will allow you to engage with us to the full extent possible without providing us with your personal information, such as making general enquiries about promotional events and competitions.
By providing your information to us, we take this as confirmation that you consent to your information being used in accordance with our privacy policy.
Disclosure of personal information
The ESU and its representatives will never unnecessarily exchange your personal or business information with any third party for any reason, unless compelled by force of law. However, to assist you, we may be required to provide your personal information to certain organisations. If your information is not provided, we may be unable to assist you. The types of organisations include:
- online service platforms such as Submittable or Humanitix
- hospitality venues for promotional events
- intermediaries such as other ESU branches
- other service organisations that assist us, such as printers and mailing houses. Some of these organisations may be overseas.
Access and alterations to your personal information
You can gain access to your personal or company information or advise alterations to that information by contacting our office:
Contact person: Secretary
Address: PO Box 1429, Milton BC Qld 4064
Email: secretary@esu.org.au
Information that is easily accessible will be provided to you at no cost. However, information that is more difficult to access may have a fee associated with the request. You can also contact us for more detailed information on how we collect, handle and secure your personal information.
Marketing
From time to time, ESU may contact you with information about promotions from either us or our industry affiliates that we believe may interest you. To opt out of receiving such information, simply let us know by contacting us directly using the office details above.
Security of your personal information
The ESU takes reasonable steps to ensure the security of your personal or company information from unauthorised access, theft or modification. Your personal information is generally held in your client file and on our computer database. We will always seek to ensure that your personal information is protected from misuse, loss, unauthorised access, modification or disclosure. At all times your personal information is treated as confidential and any sensitive information is treated as highly confidential.
Our security measures include, but are not limited to:
- We educate committee members as to their obligations about your personal information.
- All computer-based information is protected using access passwords on each computer and screen saver passwords.
- Client data is backed up each evening and stored securely off site.
- We employ firewalls, intrusion detection systems and virus scanning tools to protect against unauthorised persons and viruses from entering our systems.
- We use dedicated secure networks or encryption when we transmit electronic data.
- We provide secure storage for physical records.
In the event you cease to be a member of this organisation, any personal information that we hold about you will be maintained in our secure storage facility for a period of 7 years to comply with legislative requirements.
Where information we hold is identified as no longer needed for any purpose, we ensure it is effectively and securely destroyed.
If ESU suspects that there has been a data breach that may cause you serious harm, we will take all reasonable steps to assess if your data has been accessed or lost, and if this information being accessed or lost may cause you serious harm. This assessment will always be completed expeditiously and within 30 days.
If ESU finds that there has been a data breach that has the potential to cause you serious harm, this will be reported to the Office of the Information Commissioner and you directly.
Feedback on the handling of your personal information
Should you be unsatisfied in the way ESU has handled your personal information, please contact us (per details listed above). We will take all necessary steps to investigate and address your concerns. If the issue you have raised is not resolved to your satisfaction, you should contact the Office of the Australian Information Commissioner at:
Phone: 1800 642 753
Email: enquiries@oic.qld.gov.au
Address: PO Box 10143, Adelaide Street,
Brisbane Qld 4000
You can learn more about the Privacy Act and your rights at www.privacy.gov.au.