Your privacy mattersto our communityand to WSAWA.

In this policy, “WSAWA”, “we”, “us” and “our” mean the Williams Syndrome Association of Western Australia Inc. This policy applies to personal information handled through our website, communications, membership activities, community events, fundraising, donations and volunteer work.

“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

The information we collect depends on how you interact with WSAWA. It may include:

• your name, postal address, email address and telephone number;
• membership, volunteer, supporter or committee information;
• event registrations, attendance details, accessibility requirements and dietary information;
• donation information, payment references and information needed to provide a receipt;
• enquiries, messages, feedback and correspondence;
• consent records relating to photographs, communications or participation;
• website usage information such as IP address, browser type, device information and pages visited;
• limited health, disability or family information you voluntarily provide where reasonably necessary for support, safety or participation.

We usually collect personal information directly from you when you contact WSAWA, complete a form, become a member, register for an event, make a donation, volunteer, subscribe to updates or communicate with a committee member.

We may also receive information from a parent, guardian, carer, family member, event organiser or service provider where you have authorised them to provide it, or where collection is otherwise permitted by law.

We may collect, hold and use personal information to:

• respond to enquiries and provide information, referrals or community support;
• manage memberships, volunteers, committee matters and association records;
• organise events, meetings, activities and fundraising initiatives;
• process donations, maintain financial records and issue receipts where applicable;
• send newsletters, event notices and community updates where requested or agreed;
• maintain the safety, security and functionality of our website, systems and activities;
• improve our website, communications, services and community programs;
• comply with legal, regulatory, insurance, governance and reporting obligations.

We will not use personal information for an unrelated purpose unless you consent or the use is otherwise permitted or required by law.

Sensitive information may include health, disability, genetic or other information requiring additional protection. Because WSAWA supports people affected by Williams Syndrome, individuals may sometimes provide this information when seeking support or participating in an event.

We will only collect sensitive information where it is reasonably necessary for our activities and with appropriate consent, unless collection is otherwise authorised or required by law.

Where personal information relates to a child or a person who needs assistance making privacy decisions, WSAWA may communicate with a parent, guardian, authorised representative or carer. We will consider the individual’s circumstances, preferences, capacity and best interests.

We do not sell personal information. We may share information only where reasonably necessary for a legitimate WSAWA activity, where you have consented, or where disclosure is permitted or required by law.

• authorised WSAWA committee members, volunteers or event coordinators;
• website hosting, email, communications, accounting, data storage, event registration or technology providers;
• professional advisers, insurers, auditors or regulatory authorities;
• emergency services, health professionals or others where disclosure is reasonably necessary to prevent a serious threat to health or safety;
• another party involved in an activity where you have been informed and agreed to the sharing.

Some technology providers may store or process data outside Australia. Where this occurs, we will take reasonable steps appropriate to the circumstances to understand and manage the privacy implications.

When you visit our website, our website platform, hosting provider or analytics tools may automatically collect technical information such as your IP address, browser, device, approximate location, referral source, pages visited and the date and time of your visit.

Cookies and similar technologies may support website functionality, remember preferences, protect forms from misuse and help us understand how visitors use the website. You may manage cookies in your browser settings, although disabling them may affect some functions.

Our website may link to third-party websites. WSAWA is not responsible for the privacy practices of external websites, and we encourage you to review their privacy information.

WSAWA may take or receive photographs, video, testimonials or community stories at events and activities. We will seek appropriate permission before intentionally publishing identifiable material on our website, social media, newsletters or promotional materials, particularly where children are involved.

You may contact us if you have concerns about an image or story published by WSAWA. We will review the request and take reasonable action appropriate to the circumstances.

Information you post directly on a public social media page may be visible to others and is also subject to the privacy terms of the relevant platform.

WSAWA takes reasonable steps appropriate to its size, resources and activities to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These steps may include access controls, password protection, secure hosting, limited committee access, backups, software updates and secure disposal or de-identification of information no longer required, subject to legal and record-keeping obligations.

If WSAWA becomes aware of a data breach, we will assess and respond promptly. Where applicable, we will notify affected individuals and the relevant regulator in accordance with legal requirements.

You may ask WSAWA to provide access to personal information we hold about you or to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

To protect privacy, we may need to verify your identity before responding. In some circumstances, access may be limited or refused where permitted by law. If this occurs, we will explain the reason where legally able to do so.

If you have a question or believe WSAWA has not handled your personal information appropriately, please contact us using the details below. Include enough information for us to understand and investigate the issue.

We will acknowledge the matter and aim to respond within a reasonable period. If your concern is not resolved, you may be able to contact the Office of the Australian Information Commissioner or another appropriate authority, depending on the circumstances and applicable law.

Contact us to make a privacy enquiry, request access or correction, withdraw a communication preference or submit a privacy complaint.