Privacy.

This privacy policy is for Pachamama Pastoral Pty Ltd (ACN 654 271 995) as trustee for the Coolaroo Foundation (ABN 39 646 702 591) (referred to hereafter as we, us or our). 

This privacy policy outlines how we collect, use, disclose and manage your personal information.

We are committed to privacy 

We are committed to protecting your personal information. We manage personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act), including the Australian Privacy Principles under the Privacy Act, and any other applicable privacy laws. If you are resident in the United Kingdom (UK) or the European Economic Area (EEA), applicable privacy laws include the UK General Data Protection Regulation and the EU General Data Protection Regulation, respectively. 

Personal information we collect 

Collecting personal information

Personal Information is information or an opinion that identifies an individual, which can include names, addresses, email addresses, and phone numbers.

Sensitive information is a type of personal information, which includes information about an individual’s racial or ethnic origin, professional, political or religious affiliations or memberships, sexual orientation or practices, criminal record, health, genetics and/or biometrics.

We try to collect directly from you only the personal information we reasonably need for the particular function or activity we are carrying out. This can include when you provide us your personal details on our website, contact us, or otherwise interact with us.

We may also collect your personal information, including sensitive information, that we reasonably need from third parties and from publicly available records when performing any particular function or activity we are carrying out.

The sorts of personal information we collect

We may collect a range of personal information depending on the nature of our relationship and interactions with you. This includes your name, contact details such as your address, email address and phone number, date of birth, gender, nationality, organisation and IP address. If you attend one or more of our events, we may also take audio or visual recordings which identify you.

Why we collect your personal information

We will only collect personal information that is reasonably necessary for one of our functions or activities. Why we collect your personal information depends on the nature of our relationship and interactions with you. These purposes may include, but it not limited to:

• undertaking charitable activities;

• operating, and managing our grant programs;

• providing services to you or facilitating the provision of services to you by others;

• responding to your requests for information, complaints and other enquiries;

• marketing, including by informing you of activities, events and developments (as further described below);

• complying with our contractual, legal or regulatory obligations or exercising our legal rights;

• monitoring, analysing or improving our services or website; and

• managing our relationship or interactions with you.

Legal bases for processing personal information if resident in the EEA or UK

We process your personal information when it is in our legitimate interests to do so. We consider that our processing of your personal information is within a number of our legitimate interests, including the purposes listed above under the heading ‘why we collect personal information’.

We may also process your sensitive personal information where it is in the course of our legitimate activities as a not-for-profit body, or where processing your sensitive personal information is necessary for us to exercise our rights or carry out our legal obligations.

Cookies and analytics

We use cookies and analytics in relation to your use of our websites, which includes collecting personal data to power our site analytics and securely serve this website to you. We share this information with Squarespace, our website host and analytics provider, to learn more about site traffic and activity. Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a depersonalised form. 

Anonymous dealings

While you may choose to remain anonymous in your communications with us where it is lawful and practicable, please note that if you choose to do so we may not be able to provide you with information, or effectively manage our relationship with you.

Storing personal information

We aim to take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure. We also endeavour to take reasonable steps to destroy or de-identify personal information that we no longer require.

We maintain physical security over physical and digital data stores, including through the use of locks and security systems at our premises. We also maintain computer and network security such as firewalls to protect your personal information and to control access to our computer systems.

We secure communications between your browser and this website with encryption technology wherever possible. We also encourage you to exercise care in sending personal information via the internet.

Using and disclosing personal information

General use and disclosure

We may use and disclose your personal information for our legitimate business purposes, including for the purposes set out above in relation to our collection of personal information. 

For example, we may disclose your personal information to:

• our internal divisions and third parties who work with us including those who assist us in providing goods and services to you on our behalf;

• our representatives, agents or contractors who provide services to us or assist us in administering our business;

• our advisors (including lawyers and accountants), insurers, auditors and financiers; and

• other parties when required by law, such as law enforcement entities or regulators.

We do not share your personal information except in accordance with this privacy policy or as permitted by the Privacy Act or other applicable privacy laws.

To protect your personal information when disclosing it to third parties, we also include privacy provisions in our contracts and engagements.

Marketing

We may use the personal information you provide to us to send information to you, including polls and promotional material about us including and our goods and services and the goods and services of relevant third parties. We may send you such information by direct mail, telemarketing, email, SMS, MMS or other similar means.

If you do not wish to receive marketing or any other promotional material from us, you can unsubscribe by emailing us or by clicking on the “unsubscribe” link in an automated mailout that you have received from us.

Overseas disclosures

We may disclose, transfer, store, process or use your personal information outside of your country of residence (or where you are resident in the EEA, outside of the EEA). This may happen if our board members, employees, contractors or third parties we engage with are located overseas.

For residents in the EEA and UK, we may transfer your personal information outside of the EEA and UK provided that the means of transfer provides adequate safeguards in respect to your data, including in accordance with any applicable laws.

Access to personal information

If you would like to access any of the personal information we hold about you, please email us (see email contact below). We will endeavour to provide access promptly and free of charge. However, we may refuse to provide access for compiling the requested information, if it is lawful for us to do so. If we refuse a request for information, we will provide you with a reason for our decision as required by applicable privacy laws.

Correction of personal information

Please let us know if there are any errors in the personal information we hold about you or if your details have changed. We will take reasonable steps to correct, update and/or delete this information in accordance with applicable privacy laws following your request. Please note, if you choose to update and/or delete the personal information we hold about you, we may not be able to provide you with requested information, products or services, or to effectively conduct our relationship with you.

If you are resident in the EEA or the UK

In addition to the above right of access and right of rectification, you may also have other rights in relation to the personal information we hold about you. These include the right to object to, or restrict our processing of, your personal information, the right to request that we erase your personal information, and the right to transfer your personal information between service providers.

However, please note that some of these rights may not always apply to the personal information we hold about you as there are sometimes requirements and exemptions which mean we need to keep the personal information, or other times when the rights may not apply at all.

How long do we keep your personal information?

When your personal information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your personal information (including sensitive information). When determining the appropriate retention period, we consider the risks of the processing, our contractual, legal and regulatory obligations, and our legitimate interests as described in this privacy policy.

Enquiries and complaints

You can contact us at any time if you have any questions or concerns about this privacy policy or the way in which your personal information has been handled, or if you have a privacy complaint, by emailing us at info@coolaroofoundation.com.au.

We will consider your questions, concerns and complaints to work out what steps can be taken in response. If you make a complaint which requires detailed consideration or investigation, we may ask you to give us more information about your complaint and the outcome you are seeking. We may need to gather relevant facts, locate and review relevant documents and speak with other people involved. In any event, we will endeavour to provide you with a response within 30 days.

If you are not satisfied with an outcome following the above process, you may wish to contact the Office of the Australian Information Commissioner at:

• www.oaic.gov.au

• 1300 363 992

If you are resident in the EEA or UK

You may contact us for further information via the above email address. You also have the right to make a complaint to your local data protection authority, which in the UK is the Information Commissioner’s Office (www.ico.org.uk). The authorities for EU Member States are listed (along with contact details) on the European Commission website here.

Updates to this privacy policy

We may amend this privacy policy from time to time, with or without notice to you. We recommend that you check this page regularly and each time you visit this website.

This privacy policy was last updated in November 2024.

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While we have taken care to ensure the information on this website is as accurate as possible, we do not warrant the accuracy, adequacy, reliability or completeness of the content on this website. We accept no legal liability arising from, or connected, the use of any material contained on this website or any linked site. 

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