Inner Wheel Australia is conscious of the privacy concerns of its members and the people with whom it deals. Protecting your privacy and the confidentiality of your personal information is fundamental to the way we do business. IWA is an organisation that is by nature personal information intensive. It relies on comprehensive and accurate personal information about its members and other people with whom we deal. We have robust systems and procedures in place to protect your privacy whenever we collect, store, use or disclose your personal information.

How we collect your personal information

We collect most personal information directly from you. For example, we may collect personal information when you fill in an application form or survey, deal with us over the telephone, send us a letter, visit our website, or when you have contact with us in person. The type of personal information we collect includes official and preferred names, titles, personal awards, private and business address details, telephone and facsimile contact details both private and business and email addresses. There may be occasions when we need to source personal information about you from a third party, such as when you are nominated for an award.

Use and disclosure of your personal information

We collect your personal information to provide you with a particular service and to contact you about matters pertaining to membership. We may use or disclose your personal information for purposes related or ancillary to the main reason we collect it, such as:

* Internal accounting and administration
* Regulatory reporting and compliance
* Helping us to identify and inform you about other services that may be of benefit to you.

We treat all personal information we hold about you as confidential. This applies except where disclosure of your personal information is:

* Compelled by law - eg. Disclosure to courts under    subpoena
* With your consent

Disclosure to third parties

We may contract out some of our functions and activities. For example, we may disclose information to allow printing of renewal invoices or membership cards. We may also provide names and address to a mailing house to mail information to you. In these situations, we prohibit the third parties from using personal information about you except for the specific purpose for which we supply it. We make certain registers and lists publicly available. For instance, if you are recorded on a register or other listing or if you are an office bearer on council, or a committee, we disclose personal information such as name and contact details through various means, either through publications, websites or verbally to members of the public.

We keep your personal information up to date

If we have accurate personal information about you, it enables us to provide you with the best possible service. We take reasonable steps to ensure that your personal information is accurate, complete and up to date whenever we collect or use it.

You can access your information

On request we will provide you with information about you which is readily accessible and which may lawfully be provided. Your request to provide information will be dealt with in a reasonable time.

We store your personal information securely

We protect any personal information that we hold about you from misuse and loss. We protect your privacy by restricting access to your personal information to those who need it, either to process information or to provide you with the services you have asked for. Your personal information may be stored in hardcopy documents, as electronic data, or in our software or systems. We maintain physical security over our paper and electronic data stores and premises. We also maintain computer security.

A written complaint must include a return address, and identify the conduct that is the basis for the complaint. There are no requirements for lodging a complaint.

Inner Wheel Australia will investigate and try to resolve your complaint within fourteen (14) days of receipt. If you are not satisfied with our response, Inner Wheel Australia will arrange to meet and discuss the matter in dispute with you and if possible, resolve the dispute within twenty eight (28) days. If the dispute remains unresolved then within thirty (30) days, Inner Wheel Australia will hold a meeting with you in the presence of a mediator. The mediator will be a person chosen by agreement, or in the absence of agreement, a person appointed by the President of the Law Institute in your state. The mediator will not be a person who is a party to the dispute.

The mediator, in conducting the mediation, will:

a) give parties to the mediation process every opportunity to be heard; and

b) allow due consideration by all parties of any written statement submitted by any party; and

c) ensure that natural justice is accorded to parties throughout the mediation process.

The mediator will not determine the dispute - parties must, in good faith, attempt to settle the dispute by mediation. If the mediation process does not result in the dispute being resolved, you may take your complaint to the Privacy Commissioner in your state.