Privacy Policy

Helping Hoops is committed to protecting the privacy of personal information. This Privacy Policy explains how Helping Hoops collects, uses, discloses and otherwise handles personal information in accordance with the Australian Privacy Principles (APPs) which are contained in the Privacy Act 1988 (Cth) (Privacy Act).

Helping Hoops recognises the essential right of individuals to have their information administered in ways which they would reasonably expected – protected on one hand and made accessible to them on the other. These privacy values are reflected in and supported by our core values.

For the purposes of this policy, ‘personal information’ means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

If you have any questions or feedback about this policy or the way in which Helping Hoops handles personal information you can contact us by email on: info@helpinghoops.com.au

What types of personal information do we collect?

The types of personal information that we collect about you will depend on the type of dealing you have with us.  For example, if you or your child:

• Enquire about our programs, we may collect your name and contact details
• Become a participant of Helping Hoops, we may collect your name, address, date of birth and personal information that may need to be considered when performing physical activity.
• Register for a membership to Helping Hoops, we may collect your name, organisation, contact details, the amount and frequency of your membership donation and payment details
• Make a donation to Helping Hoops, we may collect your name, organisation, contact details, the amount and frequency of your donation and payment details
• Attend a Helping Hoops event, we may collect your name, organisation, contact details, payment details (if applicable) and any dietary and accessibility requirements
• Send us an enquiry, we may collect your name, contact details, information about your circumstances and details of your query
• Make a complaint, we may collect your name, contact details, the details of your complaint, information collected in any investigation of the matter and details of the resolution of the complaint
• Apply for a volunteering or other role at Helping Hoops, we may collect the information you include in your application, including your cover letter, resume, contact details and referee reports

Sensitive information

Some personal information, such as health information (including mental & physical health information and information about a disability), whether or not you have a criminal record is sensitive and requires a higher level of protection under the Privacy Act. We may collect your/your child’s sensitive information with your consent and when the collection is reasonably necessary for us to carry out one or more of our functions or activities.

Sensitive information is generally relevant to an assessment of whether a person is eligible to participate in our programs.

How do we collect personal information?

We collect personal information in a number of ways, including:

• Through our website (for example, if you choose to donate to Helping Hoops online through our secure payment gateway or to enrol your child in a program)
• When you correspond with us (for example by letter, email or telephone)
• On hard copy forms (for example, permission slips to attend an off site event)
• In person (for example, when enrolling children in programs)
• From referring third parties such as social worker referrals
• At events and forums
• From third parties such as a school or referrers who refer you to us for participation with your consent

Why do we collect personal information?

The main purposes for which we collect, hold, use and disclose personal information are set out below.

Participation in a Helping Hoops Program

• Enrolling children into our programs,
• Determining whether a participant may have any special needs, such as disability assistance, or certain physical or mental health considerations
• Emergency contact details for children
• Parental consent for children to participate in the program

Fundraising

• Seeking funding and donations
• Organising fundraising events
• Reporting to funding providers

General administration

• Recruiting staff, and volunteers
• Processing payments
• Answering queries and resolving complaints
• Evaluating our work and reporting externally

Who do we disclose your personal information to?

The nature of the services provided by Helping Hoops means that it is often necessary for us to disclose your personal information to other parties, like the Head Coach of the program your child is participating in. We will let you know who we need to disclose your personal information to when we collect the information from you.

Common third parties we might need to disclose your personal information to include:

• Helping Hoops staff & the Head Coach of the Helping Hoops program
• Volunteers of the Helping Hoops program (your child is attending only)
• Our funding providers (although personal information will only be provided with consent)
• Helping Hoops stakeholders, including the President and Committee members
• Financial institutions for payment processing
• Referees whose details are provided to us by job applicants
• Other service providers which include:
  • Information technology service providers and volunteers
  • Event and training organisers
  • Marketing, communications and research agencies
  • Courier services (such as Australia Post)
  • Printers and distributors of direct marketing material
  • External business advisers (such as auditors and lawyers)

Direct marketing & Program specific notifications

Direct marketing is the promotion of goods and services directly to you including through emails, SMS, phone calls and the post. We will only send you direct marketing materials if you would reasonably expect to receive them or you have consented. If it is impractical to gain your consent, we will always provide a simple means for you to request not to receive the material (‘opting out’). We will not use your sensitive information for the purposes of direct marketing unless you have given us prior consent. Program specific SMS notifications are often sent to advise of last minute program cancelations or pertinent information related to your Helping Hoops program.

Opting out

You can opt out of receiving marketing communications or program notifications from us by:

• using the unsubscribe facility that we include in our commercial electronic messages (such as email and SMS) to opt out of receiving those messages, or
• contacting us by email at info@helpinghoops.com.au

Storage and security of the information we hold

We hold personal information in both hard copy and electronic formats.  Paper files are stored in a secure room onsite.

The security of your personal information is important to us and we use the recommended industry standards when storing and dealing with your personal information. Personal information is often obtained via an online application or smart phone. The cloud based applications we use to, for example enrol children into the program, uphold the highest standards and relevant encryptions to keep personal information private.

The steps we take to secure the personal information we hold include:

• Website protection measures (such as encryption, firewalls and anti-virus software)
• Access restrictions to our computer systems (such as login and password protection)
• Restricted access to our office premises
• Staff training and implementation of workplace policies and procedures that cover access, storage and security of information.

Website security

While Helping Hoops strives to protect the personal information and privacy of users of our website, we cannot guarantee the security of any information that you disclose online and you disclose that information at your own risk. If you are concerned about sending your information over the Internet, you can contact Helping Hoops by telephone or post (details under ‘Contacting Us’).

You can also help to protect the privacy of your personal information by letting us know as soon as possible if you become aware of any security breach.

Copyright

Helping Hoops is responsible for managing its assets, including its intellectual assests, in a way that maximises their contributions to the goals of the organisation.

Subject to these responsibilities, Helping Hoops is committed to the widest possible dissemination of its ideas and findings where these may assist others. 

The purpose of this policy is to clarify the status of material subject to copyright used by the organisation, and to remove any possible misunderstandings about ownership of copyrights. 

Production of copyright material 

All materials that result from activities carried out at Helping Hoops or developed with the aid of Helping Hoops’ facilities shall be the property of Helping Hoops. 

Work by independent contractors shall be owned in accordance with the contract under which the work was created. Helping Hoops shall ensure that there is a written contract for work by an independent contractor specifying ownership.

Use of copyright material and copyright on materials

All employees and volunteers of Helping Hoops are required to observe all applicable copyright laws and regulations. Any materials subject to copyright cannot be reproduced by any process, other than for the purposes of and subject to the provisions of the Copyright Act and any licensing agreement between the user and Helping Hoops.

Acceptable use of computer, internet and email 

Helping Hoops recognises that staff need access to email systems and the Internet to assist in the efficient and professional delivery of services. Helping Hoops supports the right of staff to have access to reasonable personal use of the Internet and email communications.

The primary purpose for which access to the Internet and email is provided to Helping Hoops staff and volunteers is to assist them in carrying out the duties of their employment.

It is expected that at all times, employees and volunteers use computers, internet and email in an appropriate manner and for the chief purpose of carrying out their duties. 

Individuals may not use Internet or email access (including internal email access) provided by Helping Hoops to: 

• Create or exchange messages that are offensive, harassing, obscene or threatening
• Visit websites containing objectionable (including pornographic) or criminal material
• Exchange any confidential or sensitive information held by Helping Hoops (unless in the authorised course of their duties)
• Create, store or exchange information in violation of copyright laws (including the uploading or downloading of commercial software, games, music or movies)
• Use internet-enabled activities such as gambling, gaming, conducting a business or conducting illegal activities
• Create or exchange advertisements, solicitations, chain letters and other unsolicited or bulk emails. 

This policy is binding on all Helping Hoops stakeholders, whether paid or voluntary and is reviewed annually.