Privacy Policy

The Planning Enforcement Officers Association Inc (referred to as “we”, “us” and “PEOA”) is subject to the National Privacy Principles under the Privacy Act 1988 (as amended by the Privacy Amendment (Private Sector) Act 2000).

This Privacy Policy explains in general terms how PEOA protects the privacy of your personal information under the National Privacy Principles. It applies to any personal information provided to us by individuals or organisations (referred to as “you”):

• When joining the Planning Enforcement Officers Association Inc;
• When registering to attend an event, subscribe to a service or purchase a product provided by PEOA;
• Via http://www.planning-enforcement.com or other websites operated by of on behalf of PEOA; and
• Under any other agreement or arrangement.

This Privacy Policy also applies to any information about you that is provided to us by someone else authorised to act on your behalf. The Policy also covers our use and management of any member information we hold about you. PEOA is conscious of the privacy concerns of its customers, who are either members of PEOA or non-members. Protecting your privacy and the confidentiality of your personal information is fundamental to the way we do business.

If you use our website you should also refer to our website privacy policy which is located on our website at http://www.planning-enforcement.com

PEOA is a membership organisation that provides services to people who express an interest in receiving those services. We collect personal information from individuals who express an interest in being affiliated with the organisation or taking advantage of the services offered. The majority of personal information collected is from people who – individually or through an organisation – nominate to join PEOA as members or associates. We may also collect personal information from other people who access PEOA activities or services.

The types of personal information that we collect from you will depend on the

circumstances of collection and on the type of service you seek from us. Personal information collected by PEOA may include (but may not be limited to):

• Your name
• Telephone, e-mail or facsimile contact details
• Work, home or postal addresses
• Details of your employment and work history (if you are seeking membership)
• Financial details, such as credit card or account details.

We assume that you have consented to the collection of all information which you provide to us for use in accordance with this Policy.

We may collect personal information about you when you:

• complete and submit PEOA forms,
• deal with us over the telephone,
• send us correspondence (whether by letter, fax or email),
• visit our website, or
• contact us in person.

We collect this information through the committee and through any sub-committees formed .i.e. sub-committee for the annual state conference.

Each time we collect information, we will seek to advise you:

1. Why we are collecting the information;
2. If we are required by law to collect the information; and
3. How to contact us if you wish to access the information.

If you do not provide the personal information that we request then we may not be able to provide you with services at the level you are seeking.

Wherever practicable, we will collect information from you directly. If we need to contact other people, such as your employer or a seconder to confirm information about you, we will seek your consent.

If you are providing information on behalf of another person (such as contact details for a seconder), we rely on you to have the consent of that person for you to do this. Obtaining the consent is particularly important if you are providing us with sensitive information about that person.

If you join PEOA as a Full Member or Associate Member, in addition to the personal information that you provide us, we also keep in our records, information about you that we generate, which relate to specifically to your membership. We refer to this as your “member information”.

Your member information comprises the following information about your affiliation with PEOA as a professional association:

• The date you join the association,
• Your length of membership,
• Your current grade of membership and membership progression,
• Your current employment status (position) and location,
• The financial status of your membership in a given financial year, and
• Any offices you have held within PEOA.

The purpose of us maintaining member information is to allow us to represent your professional interests. As we are required by law to obtain your consent to the collection of sensitive information we assume that, if you join PEOA, you consent to the collection and use of your member information in accordance with this Policy.

We generally collect and record your personal information and member information for the following purposes:

• To process your membership application and renewals;
• To provide you with PEOA services and products;
• To facilitate your participation in activities of the PEOA;
• To review the profile of users of our service;
• To conduct marketing for PEOA and related opportunities relevant to you; and
• To support you as a professional.

Each time we collect information from you, we seek to advise you the purpose of collecting that information. Personal information that is collected from you when you apply for membership or other ongoing affiliation with us is used for the provision of ongoing services to you. Unless you are advised otherwise at the time the information is collected, any personal information that is collected from you in relation to a particular service is used only for the provision of that service. Most of the personal information we collect and related member information we generate is essential for us to be able to provide you with service. Some types of personal information and member information help us to profile our members and users of our services so that we can better represent and serve you. Keeping member information also allows us to fulfill our objectives of supporting the profession.

From time to time it is necessary for some of your personal information and member information to be used by different people within PEOA. As part of providing you with the services you have requested from PEOA, elements of your personal information may be disclosed to staff or office bearers. Each disclosure is for a particular purpose, and the information is not used for any other purpose.

Membership of PEOA entitles individuals to a wide range of services. If, at any time, you no longer wish to receive a particular type of material you may opt out by contacting us on the details below. Please note, however, that opting out of services may mean that we may not be able to provide you with services at the level you are seeking.

We keep your personal information and member information confidential and secure. We are committed to preventing unauthorised access to, or disclosure, misuse or loss of that information.

Sensitive information, under the Privacy Act, includes personal information about membership of a professional or trade association or union.

We use encryption and other data protection techniques when we store or transmit information electronically. We use secure facilities when storing personal information in hard copy form. Our information systems and files are kept secured from unauthorised access and our staff and contracted agents.

Each time personal information or member information is accessed, it is for a particular purpose and the details are destroyed after that purpose has been served.

Disclosure of Personal Information & Member Information to Third Parties

Part of maintaining information in a confidential and secure manner, we monitor and manage any disclosure of your information to third parties.

Personal Information

We only disclose your personal information to third parties for purposes directly related to the purpose for which the information was collected. For example, details may be provided to our contractors to whom we contract out certain services to complete a transaction on our behalf or to provide you with a service that you requested. The third party is prohibited from using personal information about you except for the specific purpose for which we supply it.

Access to your information is only afforded to people authorised by us. We ensure all authorised third parties have been briefed on the requirements of the National Privacy Principles and PEOA’s Privacy Policy. Your information is only provided to people who agree to comply with these requirements. The most common ‘third parties’ who we may authorise and provide with your details are contractors and PEOA office bearers, who will be given the information for a particular purpose.

Other than the above, we will not disclose your personal information without your consent unless disclosure is either authorised or required by law.

Member Information

As your member information relates to your professionalism, your professional affiliation and standing, the disclosure of member information is a service PEOA offers to members and associates. Unless you advise us that you wish your member information to be kept confidential, we will disclose your name and your member information to third parties.

Disclosure of your member information may include reference in our correspondence or publications; and provision to agencies, employers or members of the public on request.

You may at any time opt out of having your member information available for disclosure. If you opt to have your member information held confidentially, we will not disclose these details without your consent unless disclosure is authorised or required by law.

Keeping Your Personal & Member Information Up To Date

We take reasonable steps to ensure that your personal information and your member information is accurate, complete, and up-to-date whenever we use, collect or disclose it.

If you believe the personal information or member information we hold about you is inaccurate, incomplete or out-of-date, please contact us and we will take reasonable steps to either correct this information, or if necessary, discuss alternative action with you.

We will only update and alter your personal information with your consent. You will be required to identify yourself in order to update your personal information. This may involve verifying a detail of your personal or member information.

Access to Information About You

You are entitled to access your personal information and member information if you wish, and we can advise you what details we hold about you if you request this. We will, on request, provide you with access to the information we hold about you, unless there is an exception which applies under the National Privacy Principles. If necessary, we may recover from you our reasonable costs of supplying you with access to this information.

Your request to provide access to this information will be dealt with in a reasonable time.

Transfer of Information Overseas

In exceptional circumstances, it may be necessary for us to transfer your details outside Australia. We will not transfer any information outside Australia without your consent unless we are satisfied that the information will be handled in a manner that is consistent with the requirements of the Privacy Act.

Full Members and Associate Members

If you join PEOA as a Full Member or Associate Member, we may collect and retain additional information about you, related to your professional recognition.

We may keep logs of your of professional development activity, and records of any allegations made about you in relation to the Code of Professional Conduct. The collection of this information allows us to manage professional standards, as part of our role as a professional association. This information will not be disclosed without your consent.

Resolving Your Concerns

If you wish to gain access to your personal information, have any concerns over the privacy of the information you have given to us, or you have any query on how your personal information is collected or used, please forward your request, complaint or query to the contact details below. We will respond to your query or complaint as soon as possible.

Should you wish to read more information about the privacy legislation or the National Privacy Principles, visit the Federal Privacy Commissioner’s website at www.privacy.gov.au

Changes to This Privacy Policy

We may amend this Privacy Policy as our business requirements or the law changes. Any changes to this Privacy Policy will be updated on http://www.planning-enforcement.com, and advice will be provided to members. Please visit periodically to ensure that you have our most current Privacy Policy.

Our Contact Details

Planning Enforcement Officers Association Inc.
PO Box 21135
Little Lonsdale Street,
MELBOURNE VIC, 8011
Ph: (03) 9658 8572
E-mail: mail@planning-enforcement.com

PEOA is committed to protecting the privacy of all individuals whose personal details are provided to us. This Privacy Policy Website Attachment should be read in conjunction with the PEOA Privacy Policy (as available from www.planning.org.au) and sets out our specific policy on the management of personal information collected through our website.

Introduction

The PEOA Privacy Policy Website Attachment relates to the collection and management of information through the website of PEOA at http://http://www.planning-enforcement.com (referred to as “our site”). The PEOA Privacy Policy does not apply to external links or other websites.

Conditions of Access and Use

Access and use of our site is conditional on your acceptance our Privacy Policy, including this Attachment. Your continued use of our site indicates your consent to the collection and use by us of any information you provide whilst using our site, in the manner set out below.

Collection of Information through the Website

Through our site we do not record personal information about you unless you send us an email or complete a form on our site. In this instance we record your e-mail address. In addition, we automatically record some information about your visit to our site. The type of information that will be collected includes the date and time of visit to our site, the type of web browser and operating system used, and the web pages that you accessed. If you link

to our site from another website then that information will also be recorded.

Use & Security of Information Collected through Website

We use the information that is automatically collected through our site for statistical analysis. When we collect your e-mail address through our site, we will use it for the purpose for which you provide it. We may also use your email address to confirm receipt of emails sent to us. We will not use personal information about you for any other purpose, without first obtaining your consent. We take reasonable steps to ensure the security of any information you provide to us. You should note, however, that the open nature of the

Internet is such that information exchanged via the Internet may be accessed and used by people other than those for whom the data is intended. If you send us any information, including your email address, it is sent at your own risk, as it may not necessarily be secure against interception.