Philanthropy and Fundraising Privacy Statement

The types of personal information we collect and store depends on the types of initiatives our donors support or enquire about.

These can include:

• your name and contact information – address, email, phone number
• your date of birth and gender
• your donation and payment details such as credit card or bank account details
• where relevant, your employer details (if participating in workplace giving)
• a history of your transactions, correspondences, and interactions in relation to fundraising.

Please note, some of these details are required to process your donation or provide you with the information you request. You have the right to request us to remove your details from our donor database or change your communication preferences at any time.

If you would like to opt out of our communications, please contact us using the details under the Enquiries, feedback and complaints section below.

There are several ways we collect your information, and these can include:

• directly from you when you provide information by phone, in person, via our website or response forms
• from our records of your transactions and interactions with the Philanthropy and Fundraising Department
• from publicly available sources
• from a third party known to you who makes a donation and nominates you as the recipient of communication regarding that donation
• via email
• via social media messages or conversations.

From time to time, we may also collect personal information from third parties including health and support service providers, fundraisers, event partners, families and friends.

We will only collect personal information from third parties if:

• we are required or authorised by or under an Australian law, or a court/tribunal order, to collect the information from someone other than the individual concerned; or
• it is unreasonable or impracticable to collect the information directly from the individual concerned; or
• it is provided to us, in the course of us providing at least one of our functions and activities.

The Philanthropy and Fundraising Department may occasionally collect basic contact details (name, address, email address, phone number, gender, date of birth) from patients of the Eye and Ear Hospital who provide their consent for this purpose.

The Philanthropy and Fundraising Department does not deal directly with health or sensitive information. The Eye and Ear is committed to protecting your privacy and complies with all relevant Australian laws to ensure confidentiality of all information, including health information, is assured.

We use third-party tracking cookies and similar technologies to collect and use data about user activities on our sites. The third-party vendors, such as Facebook and Google, whose services we use place these cookies and similar technologies on web browsers in order to help us tailor advertising that we think may be of interest to users based on past visits to our site.

If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to deny or accept the cookie feature. However, cookies may be necessary to provide you with some features of our online services via the website.

We respect your privacy and are not collecting any identifiable information through these services. Cookies and similar technologies do not in any way give access to your computer.

Your personal information may be used:

• for the immediate reason for which you have given it – for example, to enable us to process your request (including providing you with a donation receipt)
• to maintain contact with you about our work – report back to you about the impact of your giving or let you know about other opportunities to give
• to confirm your identity when you make enquiries
• to address any feedback or queries you may have
• for any other purpose related to our work.

We do not disclose your personal information to other organisations except for our core business purposes and we don’t rent or sell your personal information. From time to time, we publicly acknowledge donors by name but will not name you if you request anonymity.

We value the security of your personal information and will take all reasonable steps to ensure any external organisations we use are bound to privacy and confidentiality obligations regarding your information and that it is only used for the specific purpose for which we disclose it. These organisations are bound to adhere to the privacy requirements under the relevant legislation and destroy or de-identify information after using it.

In order to communicate with you in relation to our activities, we may disclose your personal information to external organisations to help facilitate our correspondence and fundraising activities with you.

In addition to the external organisations which help facilitate our correspondence and fundraising activities with you, we may disclose your personal information to:

• An authorised legal representative nominated by you
• Our accountants, auditors and lawyers
• Government authorities if legally required to do so
• Eye and Ear Hospital staff in very limited circumstances

When we send you fundraising material by mail, email, SMS or phone, we will provide you with an opportunity to opt-out of receiving such communications. If you do not choose to opt-out, you will continue to receive similar information and communications.

If you would like to opt out of our communications, please contact us using the details under the Enquiries, feedback and complaints section below.

The Philanthropy and Fundraising Department will keep and use your information after you have donated or interacted with us. How long we hold your information after you have ceased donating or interacting with us will depend on the type of interaction you have had with our department and our legal and auditing requirements.

The Eye and Ear complies with the Payment Card Industry Data Security Standard (PCI DSS), which covers the security of your payment card information.

If at any time you want to know exactly what personal information we hold about you, you are welcome to access your record by contacting us at the address below. Our file of your personal information will be made available to you within 30 days, unless an exception applies under the Privacy Act, for example if providing the access would be contrary to law. You will need to provide proof of identification and a completed and signed Freedom of Information application form before any information will be released.

If you believe the information we hold about you is incorrect or if you have concerns about how we are handling your personal information (including your communication preferences), please contact us and we will seek to resolve those concerns.

You may contact us as per the below details:

Ph: 1800 808 137

Email: fundraising@eyeandear.org.au

Mail: Locked Bag 8, East Melbourne, VIC 8002

We will endeavour to provide a response to your enquiry within 10 working days.

We may make changes to this statement without notice and any changes will be reflected on this page. This statement was last updated in April 2024.