Privacy Policy

Overview

Bundoora Scout Group is committed to protecting and maintaining the privacy, accuracy, and security of all personal information. This policy provides a framework for the management of personal information provided to, or collected by, Bundoora Scout Group on behalf of The Scout Association of Australia, Victorian Branch (‘Scouts Victoria’).

This policy is consistent with the Scouts Victoria Privacy Policy and the Scouts Australia Privacy Policy, and applies the Australian Privacy Principles.

[!NOTE] This policy does not replace the Scouts Victoria Privacy Policy. See the Scouts Victoria Privacy Policy for the complete policy.

Scope

This policy applies to all personal information that Bundoora Scout Group collects and holds, including information about:

Past and present youth members and their parents/guardians/carers.
Adult members, supporters, and volunteers.
Job applicants, employees, and contractors.
Other people who come into contact with the Group.

Personal information may include ‘sensitive information’ such as health information, racial or ethnic origin, or criminal records where relevant to our duty of care.

Collection of Personal Information

Bundoora Scout Group generally collects personal information by way of forms filled out by parents or members (including via the Scouts Victoria Extranet), face-to-face meetings, emails, and telephone calls.

Information is only collected where it is reasonably necessary for the functions and activities of Scouting and for the health, well-being, and protection of its members.

Use and Disclosure

We use personal information for the primary purpose of delivering the Scouting program and for related secondary purposes, including:

Keeping members and parents informed about Scouting matters through correspondence and newsletters.
Day-to-day administration of the Group.
Catering for an individual’s educational, social, physical, and mental well-being.
Satisfying legal obligations and discharging our duty of care.

Scouts Victoria and Bundoora Scout Group may disclose personal information to third parties such as:

The Scout Association of Australia.
Other member organizations of the World Organisation of the Scout Movement.
Government departments and medical practitioners.
Insurers and legal advisors.

We do not sell, trade, or share mailing lists or personal information with third parties for their own marketing purposes.

Photographs and Digital Images

As part of our regular activities, Bundoora Scout Group may take photographs or video of members participating in Scouting activities for training, recognition, or publicity purposes. Unless an objection in writing is received, it is assumed that consent is granted for these uses. Members are given the opportunity to opt-out via membership application forms.

Data Security and Retention

Bundoora Scout Group takes all reasonable steps to protect personal information from misuse, interference, loss, unauthorized access, or disclosure.

Access to electronic databases is restricted to authorized personnel with unique logins and passwords.
Multi-factor authentication (MFA) is required for access to applications containing privacy sensitive information. These include:
- Scouts Victoria Extranet
- Scouts Victoria Microsoft 365 application.
Physical records are stored securely at the Scout Hall or by authorized leaders.

Access and Correction

Under the Privacy Act 1988 (Cth), individuals have the right to access any personal information held about them and to advise of any inaccuracies.

Youth members can generally access their information through their parents/guardians.
Members 16 years and older may seek access and correction themselves.

To make a request to access or update information, please contact the Scouts Victoria Privacy Officer in writing.

Inquiries and Complaints

If you have questions about how we manage personal information or wish to lodge a complaint regarding a potential breach of the Australian Privacy Principles, please contact:

Privacy Officer Scouts Victoria 152 Forster Road, Mt Waverley VIC 3149 Email: privacy.officer@scoutsvictoria.com.au

If you are unsatisfied with the resolution, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.