Privacy Policy (Our People)

Purpose

  1. Greenpeace Australia Pacific Limited (‘we’, ‘us’) is an independent campaigning organisation that uses non-violent direct action to expose global environmental problems and to force solutions that are essential to a green and peaceful future.
  2. The purpose of this privacy policy is to govern how Greenpeace Australia Pacific deals with Personal Information, and to inform People (‘you’, ‘your’):
    1. what kind of information we may collect from you and how we collect it;
    2. how we may use that information;
    3. how we store that information;
    4. whether we will disclose it to anyone else;
    5. how you may access or correct this information; and
    6. how you can contact us about your information.
  3. Personal Information held by an employer, relating to someone’s current or former employment, isn’t covered by the Australian Privacy Principles (APPs) when used by the employer directly in relation to their employment. However, Greenpeace Australia Pacific commits to observing the Privacy Act 1988, including the Australian Privacy Principles (APPs), regarding how we collect, use, disclose and hold your Personal Information.
  4. Greenpeace Australia Pacific is committed to ensuring that your privacy is protected and that Personal Information that it collects from you will be used in accordance with this policy.

Definitions

  1. The following words have the following meaning in this policy:
    1. Candidate means a person who applies to become an Employee or Volunteer of Greenpeace Australia Pacific.
    2. Employee (Employees) means a salaried Employee of Greenpeace Australia Pacific (or of another entity within the Greenpeace network seconded to work in Australia or the Pacific) whether full time, part time, permanent, contracted or casual, but does not include a third party contractor or Volunteer.
    3. Engage (Engagement) refers to the employment of an Employee or engagement of a Volunteer to perform work on behalf of Greenpeace Australia Pacific in a paid or volunteer capacity.
    4. Personnel Record, in relation to a Person, means a record of Personal Information relating to the Engagement of the Person. Examples of Personal Information relating to the engagement of the Person are Health Information about the Person and Personal Information about all or any of the following:
      1. the Engagement, training, disciplining or resignation of the Person;
      2. the termination of the Engagement of the Person;
      3. the terms and conditions of employment of the Person;
      4. the Person’s personal and emergency contact details;
      5. the Person’s performance or conduct;
      6. the Person’s hours of employment;
      7. the Person’s salary or wages;
      8. the Person’s membership of a professional or trade association;
      9. the Person’s trade union membership;
      10. the Person’s recreation, long service, sick, personal, maternity, paternity or other leave;
      11. the Person’s taxation, banking or superannuation affairs.
    5. Health Information means:1
      information or an opinion about:
      1. the health or a disability (at any time) of an individual; or
      2. an individual’s expressed wishes about the future provision of health services to him or her; or
      3. a health service provided, or to be provided, to an individual; that is also Personal Information.
    6. People (Person) means Employees, Volunteers, Members of the General Assembly and members of the Board of Directors.
    7. Personal Information means2 information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not, and includes:
      1. an individual’s name, signature, address, phone number or date of birth
      2. Sensitive Information
      3. banking details
      4. Personnel Record information
      5. photographs
      6. internet protocol (IP) addresses
    8. Sensitive Information means:3
      1. information or an opinion about an individual’s:
        1. racial or ethnic origin; or
        2. political opinions; or
        3. membership of a political association; or
        4. religious beliefs or affiliations; or
        5. philosophical beliefs; or
        6. membership of a professional or trade association; or
        7. membership of a trade union; or
        8. sexual orientation or practices; or
        9. criminal record;

          that is also Personal Information; or
      2. Health Information about an individual.

Access to this Policy and Provision of Collection Notice

  1. The current version of this policy will be available:
    1. at all times to all People online;
    2. via a link in recruitment communications to all potential Candidates;
    3. via a link in communications to all People which confirm an Engagement.
  2. At the time of collection of Personal Information (or, if not practicable, as soon as practicable after) from People, Greenpeace Australia Pacific will provide People with the Collection Notice in Schedule 1.4

Data collection

  1. At all times we try to only collect the information we need for the particular function or activity we are carrying out.
  2. Greenpeace Australia Pacific collects Personal Information from you where it is reasonably necessary for one or more of our functions or activities, in particular Engaging you to work with us.
  3. The types of Personal Information that we may collect include your name, address, telephone number, e-mail address, date of birth, tax file number, emergency contact details and bank details.
  4. We collect Personal Information from you in a number of ways, including:
    1. online or in hard copy when you apply to work on a paid or volunteer basis with Greenpeace Australia Pacific;
    2. online or in hard copy when you commence an Engagement with Greenpeace Australia Pacific; and
    3. from third parties from whom we receive information about potential candidates.
  5. By giving your Personal Information to Greenpeace Australia Pacific in these and similar circumstances you consent to the collection of that information.
  6. When we collect Personal Information from you, we expect you will only provide information that is accurate, complete and up to date. We will only collect Personal Information by lawful and fair means, and not in an unreasonable or intrusive way.
  7. Greenpeace Australia Pacific will only collect Sensitive Information from you where:
    1. We request Health Information to assist us to consider and make any reasonable adjustments to your workplace to respond to your particular needs;
    2. We request a medical certificate;
    3. We request disclosure of any criminal record.
  8. We ask that you do not provide us with unsolicited Sensitive Information. If you do share Sensitive Information with us then we may, in our sole discretion, delete that information.
  9. If you think that we may have collected Sensitive Information from you other than in accordance with paragraph 14, please contact us at [email protected] and we will delete it.

Applications and Candidates

  1. During a recruitment process, Greenpeace Australia Pacific will keep paper and electronic copies secure and only accessible to people with a genuine need to access them.
  2. All recruitment materials relating to unsuccessful Candidates will be destroyed within 12 months of the filling of the position in respect of which they were provided (unless the Candidate requests destruction sooner).
  3. The Privacy Officer is responsible for ensuring destruction of recruitment materials and responding to requests from unsuccessful Candidates relating to their information.

Use of data

  1. By giving your Personal Information to Greenpeace Australia Pacific you consent to our use of that information for the purpose for which it was collected and for related purposes such as:
    1. to discuss your Engagement including for example your salary, hours or performance;
    2. to update your Personal Information.
  2. If you choose not to provide us with certain Personal Information, we may not be able to perform certain services, including processing your requests and payments or communicating with you.

Disclosure

  1. We may disclose your Personal Information to third parties acting on our behalf, where it is required or allowed by law, or where you have otherwise consented.
  2. Circumstances in which we may disclose your Personal Information to third parties acting on our behalf include:
    1. Where it is requested by a Fair Work Inspector;
    2. Where it is required to be provided to a government agency;
    3. Where we engage external parties to perform Engagement related services on our behalf, such as: surveys, performance management support services or systems, training, coaching, workplace investigations, insurers, rehabilitation providers and payroll or employment management system providers; and
    4. Where we are arranging work-related services on your behalf, such as travel, visas, and accommodation.

Data security online

  1. Greenpeace Australia Pacific takes reasonable steps to ensure that the Personal Information it holds including your Personnel Record is accurate, complete and up-to-date.
  2. Greenpeace Australia Pacific will at all times take reasonable precautions to maintain the confidentiality of all the information that it holds about you including your Personnel Record, and will endeavour to protect the information from misuse, interferences and loss, and unauthorised access, modification or disclosure.
  3. All Personal Information including your Personnel Record is securely held by Greenpeace Australia Pacific.
  4. Greenpeace Australia Pacific holds data inside and outside of Australia with Greenpeace Australia Pacific and third party server located in North America (United States); Europe (Ireland, Germany, United Kingdom and France); Asia-Pacific (Hong Kong; India; Japan; Singapore); South America (Brazil) and Middle East and Africa (South Africa).

Visiting our website / Cookies

  1. When you visit our website:
    1. We will not collect Personal Information from you other than what you supply to us on a voluntary basis and your IP address;
    2. We may collect and store your computer’s assigned IP address, and non-personally identifying data such as the date and time of your visit, the information accessed and the referring page.
  2. Greenpeace Australia Pacific uses internet analytics tools such as Google Analytics to analyse our website records to improve the value of the content available on our website. Information shared with these tools may include your IP address, but is otherwise not personally identifiable.
  3. Like many websites, our website uses ‘cookies’ and other techniques such as pixels and tags to record non-Personal Information such as the date, time or duration of your visit, or the pages accessed, for website administration, statistical and maintenance purposes, as well as advertising to show you more content from Greenpeace Australia Pacific we believe from your activity you may be interested in.
  4. You have the ability to accept or decline cookies and other techniques by modifying your choice of browser or the settings in your browser. Please note that some parts of the website may not function fully for users that disallow cookies.
  5. When you visit our website and provide Personal Information:
    1. that information may be saved so that next time you visit our website that information can be prefilled (any payment information is never saved in this manner);
    2. to help customise and improve your online experience, we may share an anonymised (also known as hashed) version of your Personal Information with a trusted third party platform (such as Facebook). The hashed information is used to match with the third party’s own hashed information, allowing us to deliver you a more personalised experience across these platforms.

Access, correction, destruction and complaints

  1. Greenpeace Australia Pacific will give you access to your own Personnel Record upon request.
  2. We will also take reasonable steps to update the information so that it is accurate, complete and current.
  3. We take reasonable steps to ensure that when the information is no longer needed, it is destroyed or put beyond use.
  4. If you want to change or destroy any information that you have previously given to us, or if you have any complaints relating to privacy issues, please contact our Privacy Officer using the contact information provided at the end of this privacy policy.
  5. When you contact us, please clearly describe your request or complaint. We will respond within a reasonable period.
  6. If we decline your request to access your Personal Information or to correct it we will provide you with written notice setting out why your request has been refused and the mechanisms available to complain about the refusal. If you are not satisfied with our response, you may, at any time, refer your complaint to the Office of the Australian Information Commissioner (www.oaic.gov.au).

Privacy Officer

  1. Greenpeace Australia Pacific’s Privacy Officer for information collected under this policy is the Head of People and Culture.
  2. The Privacy Officer is responsible for ensuring that:5
    1. privacy obligations are considered when designing and implementing systems or infrastructure for the collection and handling of Personal Information;
    2. People receive appropriate training and communications about Greenpeace Australia’s information handling policies and practices;
    3. procedures are established and maintained to receive and respond to requests for access and correction, complaints and other inquiries;
    4. Procedures are established to identify and manage privacy risks and compliance issues.

Contact Us

  1. For further information about our privacy policy, please contact our Privacy Officer on the following details:

Greenpeace Australia Pacific Limited
Head of People & Culture
GPO Box 2622
Sydney NSW 2001
Australia
Phone toll free – 1800 815 151
Email – [email protected]

Other Relevant Resources

  1. Privacy Act 1988, including the Australian Privacy Principles
  2. Fair Work Ombudsman, Workplace Privacy Best Practice Guide

Schedule 1 – Collection Notice (Our People)

When you apply to work with Greenpeace Australia Pacific on a paid or volunteer basis, or commence work, you will be providing us with your Personal Information. We may also receive your Personal Information from third parties that have provided us with information to identify prospective candidates. We collect your Personal Information to enable us to:

We will keep your Personal Information including your Employment Record secure.

We may store Personal Information in the ‘cloud’ which may mean that it resides on servers
which are situated outside Australia.

Our Privacy Policy located at https://greenpeace.org.au/about-us/policies/privacy-policy-our-people/ contains details of how you can seek to access or correct Personal Information we hold about you. It also contains information about how you can complain about a breach of the Australian Privacy Principles by us and how we will deal with your complaint.

Greenpeace Australia Pacific Limited
Head of People and Culture
GPO Box 2622
Sydney NSW 2001
Australia
Phone toll free – 1800 815 151
Email – [email protected]

More of our polices and guidelines

Privacy Policy
Refund Policy
Direct Debit Request Service Agreement
Donor Charter
Complaints
Social Media
Our Integrity
Copyright