Water Research Australia Limited ACN 127 974 261 (WaterRA, we, us) is committed to protecting the privacy of your personal information. We may need to collect, hold, use or disclose your personal information to perform our functions and activities.
We take the privacy of your personal information seriously, and have accordingly implemented practices, procedures and systems to protect your privacy.
The following sets out how WaterRA will handle personal information, and applies to all WaterRA operated programs, including the Australian Water School.
For the purpose of this Policy, the term ‘member’ includes WaterRA member organisations, representatives of member organisations, staff of member organisations, and any affiliated organisations or individuals.
1.1 Remaining anonymous or using a pseudonym
WaterRA understands that anonymity is an important aspect of privacy, and some individuals may wish remain anonymous or use a pseudonym when dealing with WaterRA in relation to a particular matter.
You have the option to remain anonymous or use a pseudonym when dealing with WaterRA. However, it is not always possible for an individual to remain anonymous or adopt a pseudonym when interacting or dealing with WaterRA, and WaterRA will inform you if this is the case.
2. Collection of personal information
2.1 What kind of personal information do we collect and hold?
WaterRA only connects personal information that is reasonably necessary for, or directly related to, one or more of our functions or activities. Once collected, we will only use and disclose your personal information for the purpose (or purposes) for which it was collected and as described in this Policy.
The types of personal information that we may collect and hold include, but are not limited to:
On occasion, we may collect and hold sensitive information, such as information (or an opinion) about your:
If you would like to know more, or have any questions about the kinds of personal or sensitive information we collect, please contact us via the contact details set out at section 9 of this Policy.
2.2 How do we collect personal information?
We may collect personal information:
We do not collect or retain sensitive information unless:
By supplying us with sensitive information, you consent to our use of that information in any of the ways and for any of the purposes described in this policy.
If you want to know more, or have any questions about how we collect personal information, please contact us via the contact details set out at section 9 of this Policy.
3. Security of personal information
3.1 How do we hold and secure personal information?
WaterRA takes active measures to protect the personal information it holds from misuse, interference and loss, as well as unauthorised access, modification or disclosure.
We store your personal information in hard copy format and digitally, on site and with third party providers. All hard copy material is secured using locked filing cabinets or office security. We protect your privacy by restricting access to your personal information to those staff, contractors or authorised office bearers who need it, either to process information or to provide you with membership services. WaterRA is responsible for handling personal information in accordance with legislation. All digital material is secured using file access controls.
We have agreements with our service providers, including digital data storage providers, to ensure the protection of personal information they store. These providers may be located in Australia or overseas.
We only keep your personal information for as long as it is required and for the purpose for which it was collected or as otherwise required by law. If we no longer need to hold your personal information for any reason, we will take reasonable steps to de-identify or destroy that information. These steps may vary depending on the nature of the information, the way it was collected and how it was stored.
If you want to know more, or have any questions about how we hold and collect personal information, please contact us via the contact details set out at section 9 of this Policy.
4. Use and disclosure of personal information
4.1 How do we use or disclose personal information?
We may use your personal information to provide you with a particular product or service, and for other general purposes, including but not limited to:
We may use your personal information for purposes related or ancillary to the main reason we collect it, such as:
Our use of your personal information may extend beyond these uses, but will be restricted to purposes that we consider relevant to our functions and activities.
From time-to-time, we may disclose the personal information that we hold about you to the third parties that we work with, such as our external service providers, or to contractors or agents we collaborate with (such as off-site file storage facilities and financial institutions which transmit payments on our behalf).
WaterRA will only use and disclose your personal information for the reason we collected it unless:
We may disclose personal informationoverseas from time-to-time, for example, in the course of a research project with an overseas entity, through publishing information or by storing information on a server located overseas. WaterRA does not sell, in whole or part, the personal information it collects.
If you want to know more, or have any questions about how we use or disclose personal information, please contact us via the contact details set out at section 9 of this Policy.
4.2 Accidental or unauthorised disclosure of personal information
We will make our best attempt to protect any personal information we hold from misuse, loss, unauthorised access, modification or disclosure. WaterRA will take seriously and deal promptly with any misuse, loss, unauthorised access, modification or disclosure of personal information.
5. Correction of and access to your personal information
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, use and/or disclose it.
Members may access their personal information through the secure ‘View Account’ link on the website. Alternatively, you can access your personal information by contacting us via the contact details set out at section 9 of this Policy.
If you find that the personal information we hold about you is inaccurate, incomplete, out-of-date, irrelevant, or misleading, please contact us via the contact details set out at section 9 of this Policy. We will require you to verify your identity and specify, as clearly as possible, the information that you wish to access. We will not charge you for lodging a request to access your own personal information, but may charge reasonable administrative costs. The fee will be determined on a case-by-case basis and you will be informed beforehand of the likely cost.
In some circumstances, we may need to decline requests to access or correct personal information including but not limited to where access is unlawful, or where your information is integrated with information about other people.
6. When you visit our website
A cookie is a small piece of text sent to your browser by a website you visit. It helps the site remember information about your visit, which can make it easier to visit the site again and make the site more useful to you.
The cookies described below are used by WaterRA.
Cookies used for functionality allow you to interact with a service or site to access features that are fundamental to that service, such as a user’s language preferences and maintaining information relating to a user’s session.
Some functionality of the WaterRA website is not run by WaterRA, and third parties may capture and store your personal information (either onshore or overseas). These third parties may not be subject to the Privacy Act. WaterRA is not responsible for the privacy practices of these third parties and encourages you to examine each of their respective privacy policies.
Cookies used for security authenticate users, prevent fraud and protect users as they interact with a service. For example, some of the cookies used by WaterRA authenticate users, which help ensure that only the owner of the account can access that account.
The types of data collected may include your IP address, browser and operating system, screen size, geographic location, search terms and pages visited, actions performed on pages, and the date and time of webpage access. Your email address (if provided) may be linked to your interactions with the website.
This data is collected for the purpose of improving our website to provide you with a better experience. We may also use this data for scientific research, including measuring the impact and outcomes of our research.
7. Emailing WaterRA
When you send an email to a WaterRA address (e.g. email@example.com), the content of your email and your details, including your email address, become part of our records.
Any personal information provided, including email addresses, will only be used or disclosed for the purpose for which it was provided.
Your email address will not be added to any of our mailing lists unless we obtain your consent.
8.1 How to complain to WaterRA
If you have a privacy-related complaint about us, please contact us via the contact details provided at section 9 of this Policy. We take privacy seriously and will investigate any queries or complaints promptly.
8.2 How to complain to the OAIC
You also have the option of contacting the Office of the Australian Information Commissioner (OAIC) is you wish to make a privacy complaint against WaterRA and if you are not satisfied with how we have handled your complaint in the first instance.
The OAIC website contains information on how to make a privacy complaint.
If you make a complaint directly to the OAIC rather than to WaterRA in the first instance, the OAIC may recommend you try to resolve the complaint directly with us.
9. Contact us
If you wish to:
please contact WaterRA using the following contact details:
Telephone: (08) 7424 2445
Head Office Address: Water Research Australia Limited
250 Victoria Square
Adelaide SA 5000
Postal Address: Water Research Australia Limited
GPO Box 1751
Adelaide SA 5001
10. Availability of this Policy
If you wish to access this Policy in an alternative format (e.g. hard copy), please contact WaterRA via the contact details set out at section 9 of this Policy.
This Policy is available free of charge.
11. Policy reviews and updates
WaterRA regularly reviews and updates this Policy to ensure that it reflects our current personal information handling practices.
This Policy was last reviewed on 23 March 2022 and updated on 23 March 2022.