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Privacy Policy

Cottage Music Foundation Ltd

ACN 679 336 102  

Privacy Policy

1           Your rights in relation to privacy

Cottage Music Foundation Ltd (CMF) understands the importance of protecting the privacy of an individual’s personal information.  

This policy sets out how CMF aims to protect the privacy of your personal information, and the way CMF collects, holds, uses and discloses your personal information.

This policy may be updated from time to time.

The CMF complies with the Australian Privacy Principles (APP’s) which are part of the Privacy Act 1988.

We are committed to protecting the privacy of:

-All CMF customers, clients, supporters and donors

-All CMF employees and volunteers

-All contractors and consultants engaged by the CMF

-Representatives of the CMF

-Any PPF trainees and work experience participants

2           What kinds of information does CMF collect?

2.1        De-identified information 

CMF collects de-identified and aggregate data from the client programs it funds to assist it to efficiently direct its resources.  Specifically, CMF requests and collects only de-identified client information from grant recipient organisations to further its charitable constitutional purpose of providing a range of support teachers, pre-school, primary school and secondary school students in Cottage Music Foundation programmes in Australia.  CMF does not request or collect from grant recipient organisations any personal information about clients of the programs it funds.

2.2        Personal information 

Personal information is information or an opinion about an identified, or reasonably identifiable, individual.  During the provision of its products and/or services, CMF may collect your personal information.  

Generally, the kinds of personal information CMF collects are:

  • contact and identification information of donors such as name, address, telephone number, email address or other types of contact and identification details;
  • contact and identification information you provide to CMF through inquiries you make to CMF such as your name, address, telephone number, email address or other types of contact and identification details;
  • where you are acting on behalf of another entity (whether as an employee, director or other representative), details of that entity and your details as a representative of that entity;
  • any information relevant to the recruitment process where you are applying for a position with CMF and the information is relevant for your progress, or where you are an employee and the information is relevant to your employment with CMF; and
  • any other information required for CMF’s functions and activities.

In some circumstances, CMF may also hold other personal information provided by you.

CMF confirms that although relevant personal and financial information may be collected through verified and secure third parties (eg Go Fundraise, Paypal). CMF will not collect your financial details (eg bank account details) through these third parties.  CMF will not collect your financial or banking details that you provide to third parties when donating.  CMF acknowledges that our third-party provider donation form requests that you provide information such as your name, email address and billing details to our third-party providers.  CMF encourages you to view these third parties’ privacy policies. 

CMF may seek your consent to publish a photograph of you to promote CMF’s products and services, for example by posting a photograph on social media (eg Instagram and Facebook).  CMF will obtain your consent, or the consent of your parent or guardian if you are under the age of 18, before publishing a photograph of you.  CMF may obtain your consent to publish a photograph either directly from you or through another organisation (e.g. through your school).  

3           How does CMF collect personal information?

Generally, CMF collects your personal information directly from you, through the completion of a manual or online form, an interaction or exchange in person or by way of telephone, facsimile, email, post or using the CMF website.  

Generally, CMF will only collect your personal information from sources other than you if it is unreasonable or impracticable to collect your personal information from you.  

Although CMF may collect donors’ personal information from verified and secure third-party providers, CMF will not collect bank details and other financial information from third party providers. 

4           Why does CMF need your personal information?

CMF collects, holds, uses and discloses your personal information where it is reasonably necessary for the purposes of:

  • providing CMF’s services and products to you (or the organisation you represent) and all associated purposes;
  • notifying you of, and promoting, its products and services to you including upcoming events;
  • assisting CMF to improve its products and services;
  • promoting its products and services to the public (eg by posting a photograph of you on social media, which would only be done with your consent or the consent of your parent or guardian if you are under 18 years of age);
  • maintaining donor records;
  • identifying and informing you of other products and services that may be of interest to you from CMF or selected third parties;
  • processing and assessing employment applications for current and future positions;
  • your employment with CMF;
  • accounting, billing, mail outs and other internal administrative purposes; (j) otherwise managing CMF’s internal business operations and processes; and (k) any other legal requirements.

CMF may also use your personal information for purposes related to the above purposes and for which you would reasonably expect CMF to do so in the circumstances, or where you have consented, or the use is otherwise in accordance with law.  

Where personal information is used or disclosed, CMF takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed.  You are under no obligation to provide your personal information to CMF.  However, without certain information from you, CMF may not be able to provide its products and/or services to you.

5           To whom does CMF disclose your personal information?

CMF discloses your personal information for the purpose for which CMF collects it.  That is, generally, CMF will only disclose your personal information for a purpose set out at paragraph 4.  This may include disclosing your personal information to:

  • third parties engaged to perform administrative or other business management functions;
  • CMF’s professional advisors, agents, contractors, consultants and related bodies corporate;
  • insurance providers;
  • recruitment and labour hire agencies (as required); and
  • regulatory bodies if and as necessary, including during audit processes.

CMF’s disclosures of your personal information to third parties are on a confidential basis and/or otherwise in accordance with law.  CMF may also disclose your personal information with your consent or if disclosure is required or authorised by law.  

CMF will only publish personal information about a donor on its website with the consent of the relevant donor.  CMF treats all donor information as private and confidential, and only discloses donor information with the consent of the relevant donor. 

If a donor requests information about how their donated money is spent, CMF may provide de-identified information to the donor.  Information regarding how a donor’s money is spent is private and confidential, and CMF will only disclose that information with the donor’s consent. 

6           Overseas disclosures

CMF is not likely to disclose any personal information to overseas recipients.   

However, if CMF becomes likely to disclose personal information to any recipients located overseas, CMF will update this privacy policy regarding the likely disclosures (including, if it is practicable to do so, the countries in which such overseas recipients are likely to be located).

7           Direct marketing

CMF may collect, hold, use and disclose personal information to inform interested persons or entities of products and services offered by CMF or to facilitate business relationships.  

Individuals can opt-out of receiving such communications by contacting CMF on the contact details set out in paragraph 11 or through any opt-out mechanism contained in a marketing communication.  

8           Security of your personal information

CMF takes steps reasonable in the circumstances to ensure that the personal information it holds is protected from misuse, interference, and loss and from unauthorised access, modification, or disclosure.  

CMF holds personal information, including personal information about donors, in electronic forms in secure databases on secure premises, accessible only with the appropriate passwords by authorised staff.  

CMF will destroy or de-identify personal information in circumstances where it is no longer required, unless CMF is otherwise required or authorised by law to retain the information. 

2.  Refund Policy – Please choose your donation carefully. We do not normally give refunds. If you have made a genuine mistake you can contact us on info@cottagemusic.org.au

 3.  All donations are processed and settled in AUD.

9          Can you access and correct the personal information that CMF holds about you?

CMF takes steps reasonable in the circumstances to ensure personal information it holds is accurate, up-to-date, complete, relevant and not misleading.  If at any time you would like to access or correct the personal information CMF holds about you, or you would like more information on CMF’s approach to privacy, please contact CMF on the details set out in paragraph 11 below.  

CMF will grant access to a reasonable extent and take steps reasonable in the circumstances to correct personal information where necessary and appropriate.  

To obtain access to your personal information:

  • you will have to provide proof of identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected;
  • CMF requests that you be reasonably specific about the information you require; and
  • CMF may charge you a reasonable administration fee, which reflects the cost to CMF for providing access in accordance with your request.

CMF will endeavour to respond to your request to access or correct your personal information within 30 days from your request.

10         Cookies

When you are accessing CMF’s website, CMF uses ‘cookies’ which are small pieces of information sent from the website and stored by your browser on your computer’s hard drive.  Cookies that CMF uses enable its systems to provide features of its services, personalise and improve your experience, and improve the functionality and user-friendliness of its services and monitor how its website is used through your computer. 

This information is used by CMF to improve and tailor its website functionality and better understand how you interact with CMF’s products and services and to monitor aggregate usage and web traffic routing on its website.  You can modify your browser setting by editing your browser options to reject CMF’s cookies or to prompt you before accepting a cookie.  However, if a browser does not accept cookies or if you reject a cookie, some portions of CMF’s online services may not function properly.

11         How to contact us

For further information or enquiries regarding your personal information, or if you would like to opt-out of receiving any promotional or marketing communications, please contact CMF at: info@cottagemusicfoundation.org.au

12         Resolution of privacy concerns

For information about privacy generally, or if your concerns are not resolved to your satisfaction, you may contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au/ or phone 1300 363 992.