Privacy Policy > Privacy
The Australian Society of Archivists Inc. (ASA) is committed to protecting the privacy of members and the confidentiality of personal information provided to the ASA.. The ASA endorses the National Privacy Principles as set out in the Privacy Act 2001 and have adopted them in our management of personal information.
This document discusses the ASA’s policy and practices in relation to:
- Collection of personal information
- Use of personal information
- Disclosure of personal information
- Updating personal information
- The right to check personal information held by the ASA
- Confidentiality and security of personal information, and
- Complaint resolution mechanism.
The ASA may, from time to time, review and update this privacy policy to take into account changes to operations and practices and to ensure that the policy remains appropriate and relevant.
This policy does not cover the aus-archivists mailing list. Please see Aus-Archivists’ Terms of Participation.
1. Collection of personal information
The ASA receives information including name, address, telephone, email and facsimile contact details from members and non-members on membership applications, membership renewal forms, and membership upgrades forms.
We receive information from browsers when you visit our website such as your server address, domain name, date and time of your visit, the pages visited, the page you came from, the type of browser, and selected information for statistical purposes.
We receive personal information when subscribers to the aus-archivist mailing list post messages to listserv, including name, contact details, and professional/personal opinions.
We receive information when you contact us in person or via the telephone, send us a fax or email or attend our functions, conferences, workshops, or seminars.
We also collect financial information about individuals purchasing ASA products and services. This includes credit card details and/or bank account details.
We receive information on non-members from a wide range of personal contacts and referrals.
2. Use of personal information
Members
Personal information collected by the ASA is essential to our organisational activities and is used for:
- managing membership and membership renewals
- fulfilling subscription requests
- orders for products
- assessing eligibility for professional membership of ASA or for upgrades of membership
- managing functions, conferences, workshops or seminars, and
- notifying ASA members via regular mail or e-mail, about important professional news, including products, services and announcements.
We maintain and use this information in written and/or electronic form in order to provide you with information, products and services that will be of professional benefit.
We request personal information when you request products from us or register for workshops, seminars, conferences or other ASA events.
If you send us an email, that address will be recorded automatically by our email system for the purpose of replying to your email. However for normal communication with you, we will use the email address you provide in your membership application/renewal, unless you request us to use a different email address.
To facilitate contact between members and the ASA Council, Branch and SIG Convenors and Secretaries, and other office bearers of the Society, a Leadership Directory is provided to members each year in the Bulletin and is also available on the ASA website.
The ASA publishes a Membership Directory of current financial members annually (usually in March). This booklet is distributed only to ASA members and is to facilitate networking and contact amongst members. The accuracy of information appearing in the Directory relies entirely upon members advising the Office Manager of any changes to their contact information (including email address).
Any ASA member may choose to restrict their contact details from appearing in the Membership Directory. By restricting information, only the member’s name will appear in the Directory. No contact details will be included. Members should contact the Office Manager if they wish to restrict their contact details from appearing in the Directory.
The Membership Directory is only distributed to ASA members and not distributed to vendors and is not to be used for a commercial purpose. The Directory contains a statement to this effect. Any misuse of the Directory and its information will result in the termination of membership. Institutions holding membership to the ASA and who receive the Membership Directory are encouraged to manage access to the Directory in an appropriate manner.
Non-members
We collect and maintain personal information about non-members for the purpose of providing information about membership, services and products. We maintain and use this information in written and/or electronic form.
If we are advised that a non-member does not want us to provide them with information about membership, services and products, we will comply with their request.
3. Disclosure of personal information
The ASA may disclose personal information that we collect about members or non-members to firms that perform services on our behalf in connection with maintaining or servicing our membership or processing requests for products or services. For example a copy of the ASA membership mailing list is provided to our printers for the limited purpose of mailing copies of Archives & Manuscripts and the Bulletin to members.
The ASA discloses some personal information through the routine publication to the ASA website of the aus-archivist mailing list archive, Branch and Special Interest Group minutes and newsletters. We also disclose some personal information through the listing of contact information for Council, Branch and Special Interest Group contacts. When the new ASA website is introduced, Branch and Special Interest Group minutes and newsletters will be located behind firewalls and personal information will be protected.
The ASA does not share or sell membership information or personal information acquired from members. Any external organisations wishing to make contact with ASA members are advised that they are only able to make contact with ASA members through advertising their products or services in the ASA’s publications or by posting to the aus-archivists mailing list.
We may also disclose personal information if we are required to do so by law.
4. Updating personal information
The ASA endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A member may update their personal information held by the ASA by contacting the ASA Office Manager.
5. The right to check personal information held by the ASA
Under the Privacy Act, an individual has the right to obtain access to any personal information which the ASA holds about them and to advise the ASA of any perceived inaccuracy.
To access any information the ASA holds about you, please contact the ASA Secretary.
6. Confidentiality and security of personal information
All our data is stored in written and/or electronic form and we maintain physical, electronic and procedural safeguards to protect your personal information. We restrict access to personal information about members and non-members to those employees and third party providers who need to know that information to deliver our products and services efficiently and effectively. We are committed to ensuring that any personal information you provide to us remains confidential and secure.
7. Complaint resolution mechanism
In the event that you have a question, concern or complaint regarding the way in which we handle your personal information, you should contact the ASA President at PO Box 638, Virginia QLD 4014 or email president@archivists.org.au.