This Privacy Policy contains important information about how the Winston Churchill Memorial Trust (We, Our, Us) collects, holds, uses and discloses your personal information. The Policy applies to all individuals We may deal or interact with, including an applicant for a Churchill Fellowship (Applicant), a referee nominated by the Applicant (Referee), a Churchill Fellow or a volunteer involved with Us (collectively You, Your).
The nature of the personal information We will collect and hold will vary depending on the circumstances in which We are dealing with you. This information may include your name, date of birth, address – both postal and private, contact details including telephone numbers and email address, health conditions or disability (if you choose to disclose this) and any adjustments you may require, qualifications, education, details of social media accounts, citizenship and residency status, employment history, information about your community activities, dietary requirements and may include information as to religious affiliation and access requirements.
This information may be collected through the following methods:
We usually collect your personal information directly from you. However, in some circumstances We may also collect information from third parties (such as from Referees or to verify the information you have provided Us).
When we collect Your personal information directly from You, We will provide You with a Collection Notice detailing the type of information we collect and the purposes for which we collect it.
As a general rule, We do not routinely collect sensitive information about you. The main example of where we may collect sensitive information from you is where you provide information relating to your membership of a professional association. We acknowledge that a Churchill Fellow’s philosophical beliefs may also be represented in a Fellowship Report and that this is considered sensitive information. We will not store or use this information other than in the course of publishing a Fellowship Report. In circumstances where We require sensitive information from you for a lawful purpose, We will seek your consent to collect it.
We will only collect, hold, use and disclose your personal information as reasonably necessary to carry out Our activities and functions and as permitted by law. These purposes may include:
In most instances, We are unable to provide services or engage with a person who is not prepared or who is otherwise unable to provide their personal information.
We may use third party providers to manage event bookings. These third party providers will have their own privacy policies and these will be communicated to You at the time of registration. When registering for an event, you may be required to provide your personal information to a third party provider, including your name, address, telephone number and email address. You may also be required to provide financial information, including credit card details, if you make a payment for an event. We will receive some of your personal information from the third party providers when you register for one of our events, but we do not receive your financial information. We have no control over the information held by Our third party providers.
We may disclose your personal information for the purposes listed above or as otherwise permitted by the Privacy Act 1988 (Cth) (Privacy Act) to third parties, including:
Some of the recipients to whom We may disclose your personal information may be based overseas. The Churchill Fellowship provides opportunities for Australians to conduct research projects in overseas locations.
The countries to which the information may be transmitted will vary depending on the nature and location of the research project but is likely to include various countries within North America, South America, Europe, Africa, Asia and Australasia. A Fellow’s personal information is likely to be disclosed to individuals in the country in which the Fellow will travel to complete their Fellowship, including for the purposes of arranging accommodation, courses, tuition or conference bookings.
If We disclose personal information to overseas parties, We will take such steps as are reasonable to ensure that any overseas recipient does not breach the APP’s in relation to the personal information and otherwise comply with APP 8. However, overseas entities are not accountable to the Privacy Act and You will not be able to seek redress under the Privacy Act. By providing Us with your personal information, you acknowledge this and agree that We may need to disclose your personal information for the purposes listed above.
Your personal information may be stored in accordance with our Data Retention Policy. Personal information may be stored in electronic form in Our computer systems stored on servers in Australia, or in hard copy documents. We may back up your personal information in servers located in Sydney, Australia. We will take reasonable measures to protect your personal information from loss, modification, unauthorised access and misuse.
We will retain and dispose of Your personal information as per our Data Retention Policy and in accordance with the Privacy Act.
You have a right to access the personal information that We hold about you at any time, subject to certain exemptions under the Privacy Act.
We will take all reasonable steps to ensure that the personal information We collect, hold, use or disclose is accurate, complete, up-to-date and relevant to Our dealings with you and the nature of Our relationship with you.
If you would like to request access, or request a correction or amendment to your personal information held by Us, you may contact Us in writing. The relevant contact details are provided below (see “Contacting Us about privacy”).
All personal information that has been collected from you will be retained in accordance with our Data Retention Policy.
We may collect the following information through Our website, either ourselves or through Google Analytics (which is hosted by a third-party based in the United States):
We will treat any Personal Information collected through Our website in the same way as other Personal Information we collect.
A cookie is a piece of data sent from a website and stored in a user’s web browser. We may collect cookies to understand how online services are used.
We may use Cookies for several reasons, including utilising cookies to remember your log-in status and viewing preferences from a previous use of an online service.
Our website may also transfer cookies on computers and devices that access Our website for record-keeping purposes. You may be able to change Your browser preferences to reject all cookies before accessing Our website.
Our website contains links or references to other websites or organisations. We are not responsible for the privacy practices or content of the linked websites and other pages hosted by Us on behalf of non-Trust organisations.
Third party websites may have their own privacy and security policies, which we encourage You to read before supplying any Personal Information to them.
Links to third party websites are provided for information, and do not indicate Our endorsement of that business or any assurances about the content on that site.
We use social media networks, including Facebook, LinkedIn, Instagram and Twitter, to communicate with the public.
When You communicate with Our social media platforms, We may collect Your Personal Information, for the purpose of using it to communicate with You and the public. The social media webpages may also collect, use and hold Your Personal Information, for its own purpose. We recommend You consider the Privacy Policies of these social media websites prior to using the same. These social media websites may store Your Personal Information overseas.
Any issues or complaints in relation to the collection, use, disclosure, quality, security of, access to and correction of your Personal Information should be made to Us directly, via the contact details provided below.
We will respond to your complaint within a reasonable period, and in the first instance Our privacy officer will endeavour to take any steps necessary to resolve the matter within thirty days.
We will endeavour to acknowledge receipt of your complaint within five business days of receiving it, and to complete Our investigation into your complaint in a timely manner. This may include, for example, gathering facts, locating, and reviewing relevant documents, and speaking to relevant individuals.
If We are unable to resolve your complaint or you are unhappy with the outcome, you may be able to lodge a complaint with the relevant regulator, such as the Office of Australian Information Commissioner via its enquiries line on 1300 363 992, or via its website at http://www.oaic.gov.au.
If you lodge a complaint with the OAIC, or another regulatory body, we may use and disclose your personal information to assist in any resulting investigation or proceeding.
If you wish to contact Us about the privacy-related matters described above or to find out more information about Our privacy practices, please use the contact details below:
The Privacy Officer
The Winston Churchill Memorial Trust
Mail: GPO Box 1536, Canberra ACT 2601
Phone: (02) 6247 8333
Alternatively, you can contact Us at [email protected].