Privacy Policy

Effective date: 5 September 2026

1. Introduction

Janasena Melbourne Inc. respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information. We aim to handle personal information consistently with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where they apply to our activities.

2. Information we collect

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

• Your full name;
• Email address;
• Telephone number;
• Residential or postal address;
• Date of birth or age, where reasonably required;
• Membership application and membership status;
• Volunteer interests, skills and availability;
• Event registrations and attendance details;
• Donation, membership-fee or other payment records, including the amount and date paid;
• Messages, enquiries and feedback submitted to us;
• Communication and marketing preferences;
• Photographs or videos taken at our events, where appropriate notice or consent has been provided; and
• Technical information generated when you use our website, such as your IP address, browser type, device information and website activity.

Please do not provide personal information that is not reasonably necessary for your application, enquiry or participation.

3. Sensitive information

An application to join or participate in Janasena Melbourne Inc may reveal or indicate a person's political opinions or association. This may constitute sensitive information under Australian privacy law.

We will collect sensitive information only where:

• You have provided consent;
• It is reasonably necessary for our activities;
• It relates to our members or people who have regular contact with us in connection with our activities; or
• Its collection is otherwise permitted or required by law.

We will not use sensitive information for an unrelated purpose without consent unless authorised or required by law.

4. How we collect information

We may collect personal information:

• Directly from membership and volunteer application forms;
• Through our website and contact forms;
• When you register for or attend an event;
• When you make a payment, donation or membership contribution;
• Through email, telephone, social media or other correspondence;
• Through photographs or recordings taken at our activities; and
• Automatically through cookies, analytics or similar website technologies.

Where practicable, we will collect personal information directly from you. If we receive information about you from another person, we will take reasonable steps to ensure that you are aware of the collection when required.

5. Why we collect and use information

We may collect, hold and use personal information to:

• Assess and process membership applications;
• Create and maintain membership records;
• Communicate with members, applicants, volunteers and supporters;
• Administer membership fees, contributions, donations and receipts;
• Organise and manage meetings, community activities and events;
• Coordinate volunteers;
• Respond to questions, enquiries, feedback and complaints;
• Maintain the security and operation of our website;
• Meet record-keeping, reporting and other legal obligations;
• Protect the safety, rights and interests of our members and the public; and
• Send news, event information and updates where you have consented or where otherwise permitted by law.

If required information is not provided, we may be unable to process a membership application, issue a receipt, register you for an event or respond to your request.

6. News and promotional communications

We will only send promotional news and updates where we have the necessary consent or are otherwise permitted to do so.

Consent to receive promotional communications is optional and is separate from consent needed to process a membership application.

You may unsubscribe at any time by:

• Using the unsubscribe option included in the communication; or
• Emailing jspmelbourne@outlook.com.

We may still send necessary administrative communications relating to an application, membership, payment, event registration or request.

7. Disclosure of information

We may disclose personal information only when reasonably necessary to:

• Authorised committee members, officeholders or volunteers who require it to perform their responsibilities;
• Website-hosting, email, database, payment, accounting, event-management or other service providers acting on our behalf;
• Professional advisers, auditors, insurers or regulators;
• Emergency services where necessary to address a serious safety concern; or
• Government agencies, courts or other parties where required or authorised by law.

We do not sell or rent members' personal information.

Service providers must only receive the information reasonably necessary to perform the relevant service.

8. Payments

We may retain records such as the payer's name, payment amount, payment date, payment reference and membership or donation purpose.

Where payments are processed through a bank or third-party payment provider, that provider may collect and process financial information under its own privacy policy and security arrangements.

We do not intend to collect or store full credit or debit card numbers through our membership form.

9. Overseas storage and disclosure

Some website, email, cloud-storage, analytics or other technology providers may operate or store information outside Australia.

Where information is disclosed overseas, we will take reasonable steps required by applicable Australian privacy law to ensure it is appropriately protected.

10. Security

We take reasonable administrative, technical and physical measures to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

These measures may include:

• Limiting access to authorised people;
• Using password-protected accounts and devices;
• Applying appropriate access controls;
• Keeping electronic systems and software updated;
• Securely storing membership and financial records; and
• Securely destroying or de-identifying information when it is no longer required.

No internet transmission or electronic storage system can be guaranteed to be completely secure.

11. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or as required by law.

When information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it. Certain membership, financial and governance records may need to be retained for legally required periods.

12. Photographs and event recordings

We may take photographs or recordings at public or community events for reporting, archival or promotional purposes.

Where appropriate, we will provide notice at the event or obtain consent. Anyone who does not wish to be photographed or recorded should notify an event organiser. Requests to remove an identifiable image will be considered reasonably, subject to legal, historical and practical requirements.

We will seek appropriate permission before intentionally publishing an identifiable image of a child.

13. Children's information

Where an applicant or participant is under 18 years of age, we may request the consent and contact information of a parent or legal guardian when appropriate.

We will take particular care when collecting, using and publishing information about children.

14. Website cookies and external links

Our website may use cookies or similar technologies to operate the website, understand its use and improve its performance.

Browser settings can be used to block or delete cookies, although some website functions may not operate properly as a result.

Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party websites and recommend reviewing their privacy policies.

15. Accessing or correcting your information

You may ask us to:

• Confirm whether we hold personal information about you;
• Provide access to that information; or
• Correct information that is inaccurate, incomplete or out of date.

Requests should be sent to jspmelbourne@outlook.com.

We may need to verify your identity before granting access or making a correction. We will respond within a reasonable period. If access or correction is refused, we will explain the reason where required by law.

16. Deletion and withdrawal of consent

You may request deletion of your personal information or withdraw previously provided consent by contacting us.

We will act on the request where reasonably possible. Some information may need to be retained to meet legal, financial, governance or dispute-resolution obligations.

Withdrawal of consent does not affect processing that occurred lawfully before consent was withdrawn.

17. Privacy complaints

If you have a privacy question or believe that we have mishandled your personal information, please contact:

Privacy Officer
Janasena Melbourne Inc
Melbourne, Victoria, Australia
Email: jspmelbourne@outlook.com

Please describe the issue and include sufficient information for us to investigate it. We will acknowledge and investigate the complaint and aim to provide a response within 30 days.

If the Australian Privacy Principles apply and you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) through www.oaic.gov.au.

18. Changes to this policy

We may update this Privacy Policy when our practices, services or legal obligations change.

The latest version will be published on our website with its effective date. Significant changes may also be communicated to members through appropriate channels.

19. Contact us

Questions, access or correction requests, consent withdrawals and privacy complaints can be directed to:

Janasena Melbourne Inc
Melbourne, Victoria, Australia
Email: jspmelbourne@outlook.com