RFDS (SE Section) Marketing/PR Department & new provisions in the Privacy Act 1988
The Royal Flying Doctor Service (SE Section) is committed to complying with the Privacy Act 1988 and ensuring the privacy of information provided by donors.
* This document is available on request to donors and members of the wider public. A copy is kept in the Staff Manual.
Information provided by donors
The Royal Flying Doctor Service (SE Section) Marketing/PR Office collects information when a donor or other individual provides information such as their personal details.
Accuracy of information
Every effort is made to ensure the information is collected fairly and lawfully. Every effort is made to ensure the accuracy of this information and to protect it from misuse, loss, unauthorised access, modification or disclosure.
Relevance of information
The only information retained by the RFDS (SE) is that deemed relevant to RFDS (SE) fundraising and marketing activities. This information remains confidential and staff are not permitted to discuss with or pass on this information to a third party.
We will not use this information for any other purpose than to assist the RFDS (SE) in its fund raising and marketing activities. We will not provide this information to third parties without the express permission of the donor or enquirer.
Donor access to information
If a donor or other individual requests access to the information we hold about them, or enquire about the purpose for which it is held and how it is collected, every effort will be made to provide this information in a timely and accurate manner.
Sensitive information
If collecting sensitive information (such as a donor’s intention to leave a bequest to the RFDS), this information will only be collected and stored with the permission of the donor.
Transfer of data to suppliers
The transfer of donor information to suppliers such as mailing houses occurs from time to time. This is carried out securely and the suppliers undertake to safeguard the security of the information and to use it securely and only in relation to the purpose for which it is given to the supplier. This includes the supplier not being able to on sell the information or use it for any other purpose. Preference is given to suppliers that are members of ADMA.
Opt out facility
In accordance with the Act, implied consent for use and disclosure of personal information can be legitimately inferred from an individuals failure to “opt out”, provided the option to “opt-out” is clearly and prominently displayed.
In communicating with donors and prospective donors from time to time, every communication allows the opportunity for them to receive less frequent or no further communication. Every written communication instrument gives prospective donors the opportunity to advise, at no cost to them, whether they wish to receive no further communication.
Procedure for collecting, keeping and using information
Marketing/PR Department staff are authorised to collect, keep and use donor information as long as these practices are carried out in accordance with the details shown above.
Every effort must be made to ensure the information is accurate, relevant to the RFDS’s marketing/fund raising objectives and is securely stored on the data base.
In the interests of security access to the data base should not be given to individuals outside the department. Volunteers should not have access to sensitive donor information. Staff must not divulge this information to any other party.
Complaints
Complaints directed to the Marketing Department should be handled in the first instance by the staff member taking the phone call. Their response should be in keeping with the RFDS’s Privacy Policy. The person’s name, contact details and other relevant information should be recorded, including the nature of the complaint. If necessary, the complainant should be referred to the Marketing/PR Manager.
If a written response is requested from the complainant, the Marketing/PR Manager should address the complaint in a timely and appropriate manner.
If the complaint cannot be resolved through communication between the Marketing/PR Manager and the complainant, the complaint should be referred to the Privacy Commissioner.
24 December 2001