PRIVACY  POLICY

AIPOL PRIVACY POLICY

The Australasian Institute of Policing (AiPOL) is committed to providing quality services to our members and this policy outlines our ongoing obligations in respect of how AIPOL manages Personal Information.

AiPOL  has adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act).

The APPs govern the way in which AiPol collects, use, disclose, store, secure and dispose of Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au

What is Personal Information and why does AiPOL collect it?

Personal Information is information or an opinion that identifies an individual.

Examples of Personal Information AiPOL collects include: names, addresses, email addresses, phone and facsimile numbers.  This Personal Information is obtained in many ways including interviews, correspondence, by telephone and facsimile, by email, via our website aipol.org.au, from other websites, from media and publications, from other publicly available sources, from cookies and from third parties.  AiPOL can not guarantee website links or policy of authorised third parties.

AiPOL collects Personal Information for the primary purpose of providing our services to our members, providing information to our clients and marketing. AiPOL may also use Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. A person or organisation may unsubscribe from our mailing/marketing lists at any time by contacting us by email.

When AiPOL collects Personal Information we will, where appropriate and where possible, explain to the person or organisation why we are collecting the information and how we plan to use it.

Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by AiPOL only:

• For the primary purpose for which it was obtained;
• For a secondary purpose that is directly related to the primary purpose;
• With consent; or where required or authorised by law.

Third Parties

Where reasonable and practicable to do so, we will collect Personal Information only from the person or organisation that it relates too.  However, in some circumstances we may be provided with information by third parties.  In such a case we will take reasonable steps to ensure that the person or organisation that it relates too, are made aware of the information provided to AiPOL by the third party.

Disclosure of Personal Information

Personal Information may be disclosed in a number of circumstances including the following:

• Third parties where you consent to the use or disclosure; and
• Where required or authorised by law.

Security of Personal Information

Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.

When Personal Information is no longer needed for the purpose for which it was obtained, AiPOL will take reasonable steps to destroy or permanently de-identify the Personal Information.  However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

A person or organisation may access their Personal Information from AiPOL to update and/or correct it, subject to certain exceptions.  If a person or organisation wishes to access their Personal Information, please contact AiPOL via email. AiPOL will not charge any fee for an access request, but may charge an administrative fee for providing a copy of Personal Information.  In order to protect Personal Information AiPOL will require identification before releasing the requested information.

Maintaining the Quality of Personal Information

It is an important to AiPOL that Personal Information is up to date.  AiPOL will take reasonable steps to make sure that Personal Information is accurate, complete and up-to-date.  If a person or organisation finds that the information AiPOL has is not up to date or is inaccurate, AiPOL places the responsibility on the person or organisation to advise AiPOL so that we can update our records and ensure we can continue to provide quality services to our members.

Policy Updates

This Policy may change from time to time and is available on our website.

Privacy Policy Complaints and Enquiries

If a person or organisation has any queries or complaints about AiPOL Privacy Policy please contact AiPOL at aipol@aipol.org.au

PRIVACY POLICY PROCEDURE

Responsibilities

It is the responsibility of the AIPOL Committee of Management, with the assistance of the President and Secretary, to ensure there is an appropriate Privacy Policy for the organisation.

It is the responsibility of the President and Secretary to ensure that:

• an effective Privacy Policy is in place, applicable to all relevant areas;
• that the Privacy Policy is reviewed regularly;
• recommendations arising out of the Privacy Policy process are evaluated and, if necessary, implemented; and
• staff are aware of all applicable risks and familiar with the AIPOL’s Privacy Policy procedures;
• the Privacy Policy is reviewed at least once a year to ensure that procedures are in place to avert any breach of privacy or, if that is not possible, to mitigate its impact; and
• an up-to-date Privacy Policy is kept on the AiPOL website..

It is the responsibility of all staff and volunteers to ensure that:

• they are familiar with the organisation’s Privacy Policy procedures applicable to their section;
• they observe those Privacy Policy procedures; and
• they inform their supervisor if they become aware of any risk not covered by existing Privacy Policy

Procedures

Privacy Policy – Managing Risk

The President and Secretary shall ensure that all staff are aware of the AIPOL Privacy Policy and Procedures.  This should involve:

• that all staff are aware of the Privacy Policy;
• the AiPOL Privacy Policy to be located on the AiPOL website;
• the AiPOL Privacy Policy being able to be accessed by any person or organisation accessing the AiPOL website;
• identifying practices and procedures that may breach the Privacy Policy;
• identifying practices and procedures to mitigate the effects of those potential breaches; and
• recording any breach of the Privacy Policy and any remedies in the form of deliverable checklists.

The President and Secretary (or nominee) shall oversee the Privacy Policy to ensure consistency of approach.

Privacy Policy – Risk Management Checklists

The President and Secretary  will ensure that

• all AIPOL staff have available to them the Privacy Policy;
• The AiPOL Privacy Policy checklist is reviewed by the organisation at least once a year to ensure that no risks have been overlooked;
• The Privacy Policy checklist is to be reviewed annually to ensure that procedures are in place to avert the risk or, if that is not possible, to mitigate its impact; and
• a current copy of the Privacy Policy is held centrally in the organisation’s Register.

Related Documents – Nil

Authorisation

President

November  2021