Privacy Policy

Information we may collect

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

Your name, email address, telephone number and preferred contact method.
Information included in enquiries, referral requests or application forms.
Information about your circumstances, support needs or service preferences.
Sensitive information you voluntarily provide, including information relating to family violence, health, disability, cultural identity or your children.
Volunteer, board-member, partnership, sponsorship or employment information.
Donation and transaction details. Payment-card information may be processed directly by an external payment provider rather than stored by us.
Technical information such as your IP address, device type, browser, website activity and cookies.

Please provide only the information reasonably necessary for us to respond. Avoid including detailed family-violence information in a general website form unless specifically requested.

How we collect information

We may collect information:

Directly from you through our website, telephone, email, forms or in-person interactions.
From a parent, guardian, representative, support worker or referring service with appropriate authority.
From volunteers, partners or service providers involved in delivering our activities.
Automatically through website cookies, analytics and security tools.

Where practical, you may contact us anonymously or use a preferred name. However, some assistance may require enough information to identify you or safely respond.

Why we collect and use information

We may use personal information to:

Respond to enquiries and requests for assistance.
Assess eligibility, support needs and appropriate referral pathways.
Deliver and evaluate programs and material assistance.
Communicate with participants, volunteers, supporters and partners.
Process donations, registrations or applications.
Maintain safety, security, records and quality assurance.
Meet legal, insurance, funding, reporting and governance obligations.
Produce de-identified statistics, research and program evaluations.
Improve our website, programs and communications.

We will not publish your story, image, identity or testimonial without separate and informed permission.

Sensitive information and children

We seek to collect only information reasonably necessary for our activities. Where required, we will obtain consent before collecting sensitive information.

Information concerning children should generally be provided by a parent, guardian or authorised representative. We will consider the child’s age, maturity, safety and circumstances when handling their information.

Disclosure of information

We may disclose information where reasonably necessary to:

A service provider or organisation involved in an agreed referral.
Contractors providing website hosting, email, data storage, payments, communications or professional services.
Government bodies, regulators, insurers, auditors or funding organisations where required.
Police, emergency services, child-protection authorities or another appropriate body where disclosure is required or authorised by law, or where we reasonably believe it is necessary to respond to a serious threat to someone’s life, health or safety.

We do not sell personal information.

Where possible and lawful, we will seek your consent before sharing identifying information for a referral.

Website providers and overseas storage

Some technology providers we use may process or store information outside Australia. Their locations and practices may change. We take reasonable steps when selecting providers, but overseas recipients may be governed by different privacy laws.

You may contact us for current information about the providers used by the website.

Cookies and analytics

Our website may use essential cookies and analytics tools to operate securely and understand how visitors use it. You may be able to limit non-essential cookies through your browser or website cookie settings, although some functions may not work correctly.

Security and retention

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

No online transmission or storage system is completely secure. If contacting us could place you at risk, consider using a safe device, private browsing and an email account that others cannot access.

We retain information only for as long as reasonably required for our activities and legal obligations. When information is no longer required, we take reasonable steps to securely destroy or de-identify it.

Access and correction

You may request access to personal information we hold about you or ask us to correct inaccurate or outdated information. We may need to verify your identity and may refuse access where permitted or required by law.

Send requests to thewoodleyroseproject@gmail.com.

Privacy concerns and complaints

If you have a privacy concern or complaint, contact:

Privacy Contact
The Woodley Rose Project
Email: thewoodleyroseproject@gmail.com

We will acknowledge and assess your concern within a reasonable period. If you are dissatisfied with our response and the Privacy Act 1988 applies, you may be able to contact the Office of the Australian Information Commissioner.

Directly through the privacy complaints - OVIC

Online: Use the dedicated digital forms for privacy complaints or FOI complaints (takes about 15–30 minutes).
Email: Send details and documentation to enquiries@ovic.vic.gov.au.
Phone Support: Call 1300 006 842 (1300 00 OVIC) between 10 am and 1 pm, Monday to Friday

External websites

Our website may link to external organisations. Their privacy practices are governed by their own policies, and we are not responsible for how they handle information.

Changes to this policy

We may update this Privacy Policy as our activities, systems or legal obligations change. The current version and effective date will be published on this website.