Privacy Policy
This page is being updated. This version reflects our current practices and is pending formal Board approval.
Our commitment
WHEN respects your privacy. This page explains what personal information we collect, why we collect it, and how we protect it. We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
What we collect
We collect personal information when you:
Make a donation
Take part in a survey
Create an account or comment on our site
Buy something from our online store
Enrol in an online course
This can include your name, address, email, phone number, and payment details. If you buy something, we also collect your shipping address.
We also automatically collect some technical information when you browse our site, like your IP address and the pages you visit. This helps us understand how people use our website.
Who we share information with
We use a small number of trusted services to run our website and process payments:
Stripe processes donations and payments. Stripe is based in the United States.
Google Analytics helps us understand how people find and use our site. Google’s servers are based internationally, including in the US.
Thinkific hosts our online courses. Thinkific is based in Canada. If you enrol in a course, your account details are held on Thinkific’s system.
These services operate overseas, your information may be handled outside Australia. We only use providers who protect your information to a standard consistent with Australian privacy law.
Social media and advertising
WHEN is active on Facebook, Instagram, LinkedIn and TikTok. If you click through to these platforms, they may set cookies or collect information under their own privacy policies.
We may use tools like the Meta Pixel to see how our social media campaigns are performing. You can manage your ad preferences in your Facebook or Instagram account settings.
Cookies
If you comment on our site, you can choose to save your name and email in a cookie so you don’t have to re-enter them next time. If you log in to an account, cookies help remember your login and display settings.
How long we keep your information
We only keep personal information for as long as we need it. Financial and donation records are kept for 7 years, in line with our record-keeping requirements. Comments are kept indefinitely unless you ask us to remove them.
Keeping your information secure
We store information securely, using cloud-based systems with appropriate protections. Our approach to data security, including how we respond to any data breach, is set out in our internal Data Security Procedures.
Your rights
You can ask to see the personal information we hold about you, correct anything that’s wrong, or request a copy of your data. If you have an account, you can view, edit or delete most of your own information directly.
To make a request, contact us at admin@when.org.au.
Withdrawing consent
If you’ve given us consent to use your information for something like marketing, you can withdraw that consent at any time by contacting admin@when.org.au.
Making a complaint
If you’re unhappy with how we’ve handled your personal information, contact us at admin@when.org.au. We’ll acknowledge your complaint and aim to resolve it within 30 days.
If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
Board members, staff and volunteers
We also collect personal information from our Board members, staff and volunteers for governance and operational purposes, such as contact details and, where relevant, child safety training records. This is handled under the same privacy principles set out on this page.
Changes to this policy
We may update this page from time to time. If we make significant changes, we’ll let you know here.