Arts for All Appeal

1. INTRODUCTION

At Arts Centre Melbourne, we understand that your privacy is important.

This document says how we protect your privacy and manage your personal information. It applies to all people who deal with us, other than our employees.

We may change or update our Privacy Policy and Privacy Statement from time to time. If we do, we will post the changed or updated version on our website. Updates or changes apply from the time they are posted.

2. SOME USEFUL DEFINITIONS

In this Privacy Statement:

Consent

Means your permission. Your consent can be express or implied.

Express consent can be:

  • written (eg, when you sign a form), or
  • verbal (eg, when you give us your permission over the phone or in a face to face conversation).

Implied consent is when we can view your actions as giving consent. For example, if you have received information about a fundraising appeal from us in the past, we have your implied consent to send you information about future fundraising campaigns.

Event

Includes a performance, exhibition, function, meeting or other event or activity.

Visitor

Means a person who has:

  • visited us
  • attended an Event at one of our venues
  • is purchasing or has purchased tickets from us or our authorised ticketing agents, or
  • has made inquiries to us about our services and events.

Personal Information

Means information you share about your identity.

For example, your name, address, phone number, date of birth, or your image.

It does not include information about how you use a service, where your identity is not visible.

For example, information about the number of people using a service that you use.

Presenter

The organisation or person(s) who handles and runs the Event.

Sensitive Information

Is a category of personal information and includes your health or medical information.

We or us

Means the Victorian Arts Centre Trust trading as Arts Centre Melbourne ABN 83 295 983 059.

3. COLLECTION OF YOUR PERSONAL INFORMATION

3.1 What kind of personal information do we collect and hold?

The amount and type of personal information we collect from you and hold about you will vary. It will depend on the different ways in which you deal with us.

If you are a Visitor, the personal information that we hold about you may include:

  • your name, address, contact details
  • your gender and date of birth
  • your image
  • records of our interactions with you
    • for example, feedback you have given to us or records of conversations you have had with our employees
  • information about transactions that you have made with us or our authorised ticketing agents
    • for example, the Events you have attended or booked tickets to attend
  • your opt-in preferences
    • for example, to receive communications from Presenters of Events
  • your billing details.

If you are a volunteer, the personal information we hold about you may include:

  • your name, address, contact details
  • your gender and date of birth
  • your image
  • events for which you have volunteered
  • your tax file number
  • other identifiers used by Government agencies or other organisations to identify you
  • information from police checks, working with children checks (or similar)
  • information about your right to work in Australia
  • records relating to your volunteer work with us.

If you connect with us through our membership, partnership, fundraising, marketing or schools and community programs, the personal information we hold about you may include:

  • your name, address, contact details
  • your image
  • records relating to your connection with us, in whatever capacity
  • details of the donations, bequests and contributions you have made to us
  • Events you have participated in
  • publications and services you have received from us
  • your billing details

If you use our websites or social media, the personal information we hold about you may include:

  • your name, address, contact details
  • any details you provide to us through your use of our website or social media
    • for example, if you register to be on our mailing list or use the website to send us messages or comments
  • any details you provide to us as part of a payment or donation process.

If you do not fall into one of these categories, we generally do not hold information about you.

3.2 Do we collect sensitive information?

We understand that protecting the privacy of your sensitive information is important.

To provide our services we may need to collect and hold your sensitive information.

This can include:

  • health and medical information
  • information relating to any disability, accessibility or companion card program requirements.

We may also collect sensitive information from volunteers and job applicants.

We will only collect the amount of sensitive information that we need for the circumstances.

3.3 How do we collect personal information?

We may collect personal information from you in a range of ways including:

  • when you visit us or attend our venues or Events
  • when you buy tickets from us or our authorised ticketing agents
    • for example, Ticketek
  • when you are the recipient of a gift voucher purchased from us
  • when you apply to become a member of Arts Centre Melbourne
  • when you contact us in person, by phone, via mail, email or online (or when we contact you through any means)
  • when you donate to us or take part in any of our fundraising activities
  • when you subscribe to our newsletters and mailing lists
  • through our direct marketing activities.

If you buy tickets through an unauthorised ticket agent or reseller

  • we will hold no personal information relating to this transaction
  • we may not be able to provide you with any help in relation to your booking.

Where possible, we will collect your personal information directly from you. There may be circumstances in which we need to collect your information from other people or organisations.

For example:

  • if you buy tickets as a group, we may collect information about you from the person making the booking
  • if you buy tickets from one of our ticketing agents we may collect information about you from them.

We use personal information collected by authorised ticketing agents for internal research purposes. We will only contact you in relation to your transaction or if you have asked to receive communications from us.

Sometimes we collect personal information about you from a third party. We will give you the opportunity to “opt out” of receiving marketing communications from us.

If you have given us information about another person:

  • you need to tell the other person that you have done so
  • they have a right to access their information
  • they can refer to the Privacy Statement for information on how we will handle their personal information.

3.4 If you do not provide us with your personal information

If you do not give us the personal information we ask for, we may not be able to provide you with the services you want.

For example, if you don’t give us your contact details when you buy a ticket to an Event, we can't tell you about changes or cancellations to the Event.

4. USE OF YOUR PERSONAL INFORMATION

4.1 How do we use your personal information?

The purposes we use your information for depends on how you deal with Arts Centre Melbourne.

If you are a Visitor, we may use your information to:

  • provide you with information about our Events, programs and services
  • administer our Events, programs and services
  • process payments
  • answer your inquiries and deliver customer service to you
  • conduct quality assurance activities
  • carry out internal functions including administration, training, accounting, audit and information management
  • respond and/or resolve feedback provided by you
  • follow laws and regulations including reporting to funding and government agencies
  • send you information about our Events, programs, fundraising appeals and donor activities
  • conduct surveys, market research and analysis
  • invite you to take part in research projects and activities
  • encourage further involvement with us, to seek and process donations, and for direct marketing
  • provide Event Presenters(s) with internal analytics and research of audiences to their events
  • tell Event Presenter(s) of your preference to receive further communication from them.

If you are a volunteer, we may use your information:

  • to process your volunteering application and to manage your activities with us
  • carry out internal functions including administration, training, accounting, audit and information technology
  • resolve complaints
  • follow laws and regulations and to report to funding and government agencies
  • send you information about Arts Centre Melbourne, our Events, programs and services
  • send you information about other volunteering opportunities
  • send you information about our Events, programs, fundraising appeals and donor activities
  • conduct surveys, market research and analysis
  • invite you to take part in research projects and activities
  • encourage further involvement with us, to seek and process donations, and for direct marketing.

If you connect with us through our membership, partnership, fundraising, research, marketing or schools and community programs we may use your information to:

  • process your membership application and manage your membership
  • process donations and payments
  • manage our relationship with you
  • answer your inquiries
  • conduct quality assurance activities
  • carry out internal functions including administration, training, accounting, audit and information technology
  • respond and/or resolve feedback provided by you
  • follow laws and regulations including reporting to applicable government agencies
  • send you information about our organisation, services and supports
  • send you information about our Events, programs, fundraising appeals and donor activities
  • conduct surveys, market research and analysis
  • invite you to take part in research projects and activities
  • encourage further involvement with us, to seek and process donations, and for direct marketing.

If you use our websites or social media we may use your information to:

  • personalise your online experience or to enable remarketing functionality
  • answer your inquiries
  • process donations and payments
  • provide you with the goods and services you have asked us for
  • respond and/or resolve feedback provided by you
  • conduct surveys, market research and analysis.

We may use your personal information for the purposes we collect it for.

We may also use it for related purposes where you would reasonably expect us to. For example, we may collect your personal information through fundraising. Then we may use that information to contact you about future fundraising.

If we film or photograph you at an Event or program we may use your image on future marketing or publicity materials.

We will follow the rules in our Conditions of Entry or other consent we have obtained from you (or your parent or guardian if you are under 18 years of age).

4.2 Direct marketing and supporter communications

When you create an account with us or give us your contact details, we will ask you whether you wish to receive communications from us. For example, our regular events newsletter.

If you say yes, you agree that we may use your personal information to send you:

  • communications from us
    • for example, our regular events newsletter
  • other information relating to events that may be of interest to you.

If you don’t say yes, we will not send you our communications or other marketing information. You can change your mind at any time and ask us to or change your account preferences with us.

You can ask us to stop sending you marketing material and other communications. We will include an opt-out notice in all our communications. We will always make sure that our opt-out notices are clear, conspicuous and easy to activate.

If you do not wish to receive communications or marketing information from us, please let us know by updating your details:

  • online through our website
  • at our Box Office or Welcome Desk
  • by contacting us using the details at the end of this Privacy Statement.

4.3 Who does Arts Centre Melbourne disclose your personal information to?

We may disclose your personal information to third parties to allow us to:

  • operate an efficient and collaborative business
  • carry out our activities, and
  • provide our events, programs and services.

For example, we may give your personal details to:

  • People involved in presenting an Event that you have attended or bought tickets to attend. People engaged by us or acting on our behalf in relation to our business, such as our ticketing agents and other service providers/suppliers.
  • Our website and social media service providers so they can personalise our websites and pages.
  • Government and regulatory bodies, including Creative Victoria and the Australian Taxation Office.
  • Lawyers, auditors, banks and other advisors appointed by us or acting on our behalf.
  • When the law says we must.

We take steps to make sure that these organisations will protect the privacy of your personal information.

Personal information may be disclosed at any time after we have received it.

If you want to stop receiving communication from a third party, you must contact the third party.

We will not sell your personal information.

4.4 Will my personal information go overseas?

Our technology may make use of cloud infrastructure or servers located outside Australia. Apart from this, we do not usually transfer personal information overseas.

If we transfer information overseas, we will only do so with your consent or where the law allows us to. The recipient of the information must follow privacy laws and our privacy requirements to maintain the security of the data.

4.5 How do we store personal information and for how long?

We do everything we reasonably can to make sure that your personal information is secure and protected.

This includes:

  • password protection for accessing our electronic IT systems
  • securing paper files in locked cabinets
  • physical access restrictions to buildings where information is held
  • only authorised people can access your personal information.

We can’t guarantee that unauthorised access to your personal information will not occur.

We only keep your personal information:

  • for as long as we need it
  • for the purposes for which we collected it, and
  • to follow legal requirements.

When we don't need the information anymore, we destroy or alter that information so that it no longer identifies you.

5. ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION

5.1 How do I keep my personal information up to date?

We depend on you to provide us with accurate personal information. Contact us if you need to change your information.

5.2 Can I access my personal information?

You can ask us for access to the information that we hold about you at any time. Contact us to make your request. For security reasons, we may ask you to put your request in writing.

We will not usually charge you to access your personal information unless you request lots of documents. We may charge a fee to reflect the cost to us of accessing and compiling or copying the documents.

We will usually give you full access to your personal information within a reasonable time and in the manner requested by you. There may be some circumstances when this is not possible, including where:

  • we no longer hold or use the information
  • providing access would have an unreasonable impact on the privacy of others
  • the request is frivolous or vexatious
  • providing access would be unlawful.

If we do not provide you with access to your personal information, we will tell you the reason why we have not done so.

6. YOUR PRIVACY ONLINE

6.1 Online data collection and use

We may collect anonymous technical information about user activities on our website. This includes information like the type of browser used and the pages visited. We use the information to make decisions about our websites and online services. This information remains anonymous and is not linked to personal identification details.

6.2 Cookies

A cookie is a small text file placed on your computer by a web server when you access a website. Cookies identify the computer, not the identity of the individual user.

We may use cookies for various reasons, including to:

  • recognise a computer that has visited our websites before
  • customise your experience
  • provide you with information and marketing about Arts Centre Melbourne when you visit other websites.

You can choose to accept use of a cookie. You need to configure your preferences and options in your web browser. For example, you can set your browser to notify you when you receive a cookie or to reject cookies. If you decide not to accept cookies, then you make not be able to access all the content of our websites.

6.3 How we handle email and ‘Contact Us’ messages

We may keep the content of any email, or ‘Contact Us’ or other electronic message or form that we receive.

Our service providers or staff look at the message for:

  • trouble shooting
  • compliance
  • auditing
  • maintenance
  • stopping email abuse.

We always follow the rules in this Privacy Statement.

6.4 How we deal with your personal information if you apply for a job with us

If you apply for a job with us, you may have to give us personal information such as:

  • your name
  • employment and educational background
  • other personal information we need for your job application.

We will hold, use and disclose that information only when we review your application. We may also get information about you from third parties that you nominate as your referees.

7. CONTACT US

For questions about this Privacy Statement email us at privacy@artscentremelbourne.com.au.

You can also get more information and advice from the Commissioner for Privacy and Data Protection.

Call 1300 666 444.

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