Southern eDNA Society (SeDNAs) Privacy Policy

1. Our Commitment to Your Privacy

The Southern eDNA Society (SeDNAs) is committed to protecting your privacy. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy outlines how we handle your personal information. By engaging with us as a member, volunteer, donor, or website visitor you consent to the practices described below. We may update this policy periodically, and changes will be published on this page.

2. What Information We Collect

We practice data minimization: we generally only collect the personal information necessary to maintain your membership, manage our relationship with you, or inform you of SeDNAs activities.

Depending on how you interact with us, we may collect:

• Identity & Contact Details: Name, email address, and phone number.

• Membership Data: Date commenced/ceased and proxy appointments.

• Volunteer Data: Skills, interests, and experience relevant to assessing suitability for projects.

• Financial Data: We use a third-party administrative partner, Association Design, to collect banking or credit card details for processing membership and event fees.

• Website Data: Technical data such as your IP address, browser type, and pages accessed.

We generally collect this information directly from you (e.g., via forms or email). If you choose not to provide certain information, it may limit our ability to provide services or involve you in our activities.

3. How We Use Your Information

We use your information for the primary purpose for which it was collected, or related purposes you would reasonably expect. These include:

• Membership Administration: Managing the membership register, processing subscriptions, and sending notices of meetings.

• Communication: Distributing information about SeDNAs activities, events, and directorship opportunities.

• Volunteer Management: Matching skills to projects and managing volunteer involvement.

• Direct Marketing: We may use your details to send you marketing information, such as information about events organized by our partners or sponsors, which you can opt out of at any time.

4. Sharing Your Information

We do not sell your personal information to third parties.

We only disclose your information to third parties in the following specific circumstances:

• Service Providers: We share information with contractors or technology providers (e.g., cloud storage or payment processors) strictly for the purpose of operational support. We take steps to ensure these providers keep your information confidential.

• Legal Compliance: We may disclose information if required by law, such as allowing members to inspect the register or reporting to the Commonwealth Government’s environment department.

• Collaboration: Contact details of partners or stakeholders may be shared with fellow partners to develop collaborations and build professional networks.

Some of our technology infrastructure (cloud servers) may be located outside Australia. We take reasonable steps to ensure these overseas recipients comply with Australian privacy standards.

5. Website Cookies & Analytics

Our website uses cookies to manage functions like secure access. We also use third-party tools to track anonymous traffic data to optimize our website and improve user experience.

6. Data Security & Retention

We take robust steps to protect your data from loss, unauthorized access, or misuse. This includes password protection for IT systems and restricting physical access to files.

We take reasonable measures to permanently de-identify or destroy personal information when it is no longer required for our activities or legal compliance.

7. Access, Corrections, and Complaints

Access & Correction: You have the right to access and correct the personal information we hold about you. You can often do this via our online member portal or by contacting us directly. There is no charge for routine updates.

Complaints: If you believe we have breached your privacy, please submit a complaint in writing to SeDNAs.

• We will acknowledge your complaint and endeavor to respond within 30 days.

• If you are dissatisfied with our response, you may seek an internal review or contact the Office of the Australian Information Commissioner.