Your privacy is important
This statement outlines the Australasian Integrative Medicine Association’s (AIMA) policy on how AIMA uses and manages personal information provided to or collected by it.
What kind of personal information does AIMA collect and how does AIMA collect it?
The type of information AIMA collects and holds includes (but is not limited to) personal information, including sensitive information, about members, prospective members, suppliers, conference and educational programs delegates, staff and other individuals who interact with AIMA
This information may include a person’s name, address, phone number, email address, bank account details, credit card or paypal details, photograph and signature. The full details of personal information that AIMA collects can be found in the forms that we ask you to fill out for membership, to attend an event or in an agreement with a supplier.
Personal Information you provide
AIMA generally collects personal information held about an individual by way of phone calls, forms (including application forms, registration forms), meetings, etc. You do have the right to seek to deal with us anonymously or using a pseudonym, but in almost every circumstance it will not be practicable for us to deal with you or provide any services to you except for the most general responses to general enquiries, unless you identify yourself.
Personal Information provided by other people
In some circumstances AIMA may be provided with personal information about an individual from a third party, for example.
In relation to employee records
How will AIMA use the personal information you provide?
AIMA will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.
- to provide membership services and benefits and maintain membership and service/benefits records;
- to assist, support, provide and improve continuing professional development and education and training;
- to enable planning, policy and service development and to market, advertise or otherwise promote AIMA, including to inform individuals of events, special offers or additional services provided by AIMA;
- to monitor, deal with, report and investigate potential misconduct;
- to appropriately interact with government and regulatory bodies;
- to implement, monitor and maintain quality assurance processes and systems, as well as processes and systems concerning regulatory matters, registrations, accreditation, audits, risk and claims management (including dealings with insurers);
- to procure funding, donations or other support for the activities of AIMA;
- to enable internal administration, training, assessments and reviews;
- to provide or undertake any of the other activities referred to in this Policy; and
- to conduct or facilitate research or surveys for purposes related to AIMA and/or one or more of the above activities.
In relation to direct marketing, AIMA will use your personal information for direct marketing where you have provided that information, and you are likely to expect direct marketing; only then you will be sent direct marketing containing an opt out. If we use your personal information obtained from elsewhere we will still send you direct marketing information where you have consented and which will also contain an opt out. We will always obtain your consent to use sensitive information as the basis for any of our direct marketing.
Job applicants, staff members and contractors
In relation to personal information of job applicants, staff members and contractors, AIMA’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.
The purposes for which AIMA uses personal information of job applicants, staff members and contractors include:
- for insurance purposes;
- for human resource purposes;
- consultants who provide services or undertakes activities in conjunction with or in association with AIMA; and
- to satisfy AIMA’s legal obligations.
Where AIMA receives unsolicited job applications these will usually be dealt with in accordance with the unsolicited personal information requirements of the Privacy Act.
AIMA also obtains personal information about volunteers who assist AIMA in its functions or conduct associated activities, such as to enable AIMA and the volunteers to work together generally and on specific projects and/or on committees or working parties.
Marketing and fundraising
AIMA treats marketing and seeking donations for the future growth and development of AIMA as an important area of business. Personal information held by AIMA may be disclosed to an organisation that assists in AIMA’s fundraising.
Who might AIMA disclose personal information to?
AIMA may disclose personal information, including sensitive information, held about an individual to:
- government departments;
- people providing services to AIMA, and
- anyone you authorise AIMA to disclose information to.
Information requests from members regarding other members
Requests for information from a member of AIMA regarding another member will be handled by the General Manager (acting as Privacy Officer). Business details including business telephone numbers, practice details and/or email addresses will be provided. Any other information will not be provided unless required by law and/or with the member’s permission.
Information requests from the public regarding members
Requests for information from a member of the public regarding an AIMA member will be handled by the General Manager (acting as Privacy Officer). Business details including business telephone numbers, practice details and/or email addresses will be provided. Information is readily available from the AIMAwebsite under the ‘Find a Practitioner’ page. Any other information will not be provided unless required by law and/or with the member’s permission.
Sending information overseas:
AIMA will not send personal information about an individual outside of Australia and New Zealand without:
- obtaining the consent of the individual (in some cases this consent will be implied); or
- otherwise complying with the Australian Privacy Principles and the New Zealand Privacy Principles or other applicable privacy legislation.
We do use overseas providers of IT services including cloud services.
How does AIMA treat sensitive information?
In referring to ‘sensitive information’, AIMA means:
information relating to a person’s racial ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; and health information about an individual.
Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and security of personal information
AIMA’s staff and volunteer board are required to respect the confidentiality of personal information and the privacy of individuals.
AIMA has in place steps to protect the personal information AIMA holds from misuse, loss, unauthorised access, modification, interference or disclosure by use of various methods including password protected access rights to computerised records.
Updating personal information
AIMA endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by AIMA by contacting the Privacy Officer of AIMA at any time.
The Australian Privacy Principles require AIMA not to store personal information longer than necessary.
You have the right to check what personal information AIMA holds about you.
Under the Commonwealth Privacy Act and the Health Records Act, an individual has the right to obtain access to any personal information which AIMA holds about them and to advise AIMA of any perceived inaccuracy. There are some exceptions to this right set out in the applicable legislation. To make a request to access any information AIMA holds about you, please contact the Privacy Officer in writing.
AIMA may require you to verify your identity and specify what information you require. Although no fee will be charged for accessing your personal information or making a correction, AIMA may charge a fee to retrieve and copy any material. If the information sought is extensive, AIMA will advise the likely cost in advance.
How long will AIMA keep my information?
AIMA will not keep personal information that is no longer required, it will be de-identified or destroyed. In many circumstances, however it will be kept for marketing purposes, as you will have consented to that with us.
Enquiries and privacy complaints
If you would like further information about the way AIMA manages the personal information it holds, please contact the Privacy Officer. If you have any concerns, complaints or you think there has been a breach of privacy, then also please contact the Privacy Officer who will first deal with you usually over the phone. If we then have not dealt satisfactorily with your concerns we will meet with you to discuss further. If you are not satisfied with our response to your complaint within 30 days from this meeting then you can refer your complaint to the Office of the Australian Information Commissioner via: email: [email protected]; tel: 1300 363 992; fax: +61 2 9284 9666 or to the Office of the Privacy Commissioner (NZ) – www.privacy.org.nz