The Otis Foundation

The Otis Foundation (Otis) is strongly committed to protecting your privacy when you interact with us. This includes any interactions on our website, at our retreats, when you make a donation or attend one of our events.

Your privacy is important to us at Otis and we treat all information provided to us by you as confidential. We will only ever disclose your personal information when required by law or with your written consent. In providing services to you, we want to be transparent about the collection and use of your personal information.

The purpose of this policy is to explain

What kinds of personal information we collect and store
How we collect and store the personal information
Why we collect personal information and in what circumstances we will disclose the information
How you can access details of the personal information we hold and if necessary correct the personal information
How to contact us to discuss any aspect of this policy

Collection and use of personal information

Otis collects information about you in the following circumstances:

Where we are providing a product or service that you have requested. For example, making a donation, if you book to attend one of our functions or book a stay with us
Where the law requires us to collect your personal information
Where you have applied for a position with us, are employed by us, are completing work experience, volunteering or other related work
Where you have provided the information to us through correspondence which is written, verbal or electronic
Where we would like to improve our service, for example through the use and collection of data for statistical purposes or by the use of electronic tools like cookies
As part of our database for purposes related to any of the above

Use of your personal information to contact you

We will never intentionally send you unwanted electronic commercial material, however, we may send you information that we feel may be of interest to you.

If you do not want to receive any further material from us or if you want to limit the material provided to you, you can do so by:

Email: info@otisfoundation.org.au

Telephone: (03) 5444 1185

Mail: PO Box 1191, Bendigo VIC 3552

We may also send you correspondence from time to time regarding a service you have used or an event you have attended.

Types of information we collect

Information that you specifically give to us. This includes your name, address and your email address; and
Other information obtained from your use of our products and services, including our website.

We may provide you with information regarding upcoming fundraising campaigns or events. If you no longer wish to receive this information please contact us.

Electronic data we collect

Otis automatically collects information improve to improve our service by tracking user numbers and frequency of visitors to our website.

This data is predominantly collected using cookies. Most information is effectively anonymous; however, if you do not want this type of information recorded most personal browsers give you the option to disable cookies.

Third party providers

Our communication may contain redirections to third party providers.

Your use of these third party providers is entirely at your own risk and we recommend that you check the privacy and security policy of each provider you visit. We make no representation or warranty as to the effectiveness, quality, legitimacy or data protections of any third party provider.

Storage of personal information

Information collected by us is stored electronically on secured servers. These systems are backed up daily.

If you are on our waiting list, a current or previous guest, a supporter, have attended one of our events or if you have agreed to receive marketing material from us, your personal details are stored on our mailing lists and CRM.

Length of time we keep information

We comply with legislative requirements with regard to time periods for the storage of electronic information.

Information posted in a public forum could stay in the public domain indefinitely.

Protection of information we collect

We use secure web services based on 256 bit SSL encryption to collect your information and we store certain kinds of data in encrypted form.

Data is protected by only allowing authorised users access to data, strong passwords, two-factor authorisation, anti-malware and firewalled internet connections. Email communications also utilise 128 bit SSL encryption.

We endeavour to ensure that relationships we have with third party providers include an appropriate level of protection for your privacy. We are limited in our ability to control social media platforms.

Credit card information is only stored and transmitted in electronic form. We do not hold or have access to your personal banking details once a transaction has taken place. All credit card transactions are processed using a secure payment site.

Direct deposits to an Otis bank account occur through a secure payment gateway.

Disclosure of personal information

We do not sell personal information to third parties.

We may disclose personal information to our staff and to third parties essential to the provision of our services.

Personal information may also be disclosed to protect our legal rights, or in circumstances where the information relates to actual or threatened harm, a threat to life, health or safety or in circumstances where we have a good faith belief that such action is necessary to:

Conform to the requirements of law or comply with government orders, court orders, or any legal process served on us; or
To protect and defend our property or other rights, the users of our website or the public; or
In circumstances where our staff have knowledge of criminal activity;
Where collection and disclosure is authorised or required by law (in such circumstances we will only disclose the minimum personal information required by such law).
We may disclose personal information to other companies and organisations if we are concerned that there is a risk of fraud

We will use all reasonable efforts to make you aware of the disclosure of your personal information contrary to the terms outlined in this Privacy Policy. For example, in such circumstances where it is unreasonable or impractical to obtain your consent prior to disclosing your personal information.

Privacy enquiries

You have the right to request access to your personal information held by Otis. You also have the right to request correction of any of your personal information we hold. To seek access or corrections to your personal information or if you have any questions or complaints regarding our use, collection or storage of your personal information, please contact us.