Last reviewed date: September 2026
PURPOSE AND SCOPE
Deaf Victoria is committed to protecting the privacy, accuracy and security of personal information. This policy explains how Deaf Victoria collects, holds, uses, discloses and protects personal information and how people can seek access or correction or raise a privacy concern.
It applies to personal information handled through Deaf Victoria’s website and its broader activities, including membership, advocacy and peer support, community hubs, programs, events, consultations, surveys, fundraising and donations, partnerships, employment, volunteering and other organisational activities.
Deaf Victoria will handle personal information in accordance with applicable Australian and Victorian privacy and health information laws and recognised privacy principles.
KINDS OF INFORMATION WE COLLECT
The information Deaf Victoria collects depends on the person’s relationship with us and may include:
- Name, address, postcode, email address, telephone or SMS number and other contact details.
- Membership details, membership category and organisational membership information.
- Communication preferences and accessibility requirements, including Auslan, written English, captioning or other communication supports.
- Information provided through enquiries, advocacy, peer support, referrals, consultations, surveys, programs, events or hub activities.
- Demographic information where relevant to a program, consultation, funding requirement, evaluation or advocacy activity.
- Sensitive information where relevant and lawfully collected, including disability or health information and information a person chooses to provide about cultural background, Aboriginal or Torres Strait Islander status, language, racial or ethnic origin, sexual orientation or other personal circumstances.
- Photographs, video, audio, Auslan recordings, stories or testimonials where appropriate consent or another lawful basis applies.
- Donation, membership, registration and payment information. Complete payment card details are processed by payment providers such as PayPal and are not stored by Deaf Victoria.
- Employment, contractor, volunteer, student and Board information where relevant.
- Website and technical information such as IP address, browser or device information, pages accessed, referring website and cookie or analytics information.
HOW WE COLLECT INFORMATION
Deaf Victoria usually collects personal information directly from the individual, including through website forms, membership applications, email, SMS, telephone, video calls, in-person contact, registrations, surveys, donations, events and program participation.
We may also collect information from a parent, guardian, nominee, support person, interpreter, referring organisation, partner or other third party where the individual has consented, where this would reasonably be expected, or where collection is otherwise permitted by law.
Where practical, people may interact with Deaf Victoria anonymously or using a pseudonym. This may not be possible where we need to verify identity, manage membership, provide individual advocacy or support, complete a payment, meet funding or legal obligations, or safely deliver a program or service.
WEBSITE INFORMATION, COOKIES AND ANALYTICS
When a person visits the Deaf Victoria website, server logs, cookies and analytics tools may collect technical information such as IP address, browser and device type, operating system, pages viewed, referring website, search terms and general usage information.
Cookies are small data files stored on a device. They can support website functionality and help Deaf Victoria understand how the website is used. Browser settings can be used to block or delete cookies, although some website features may not operate as intended.
Where third-party analytics, video, social media or embedded services are used, those providers may also collect information in accordance with their own privacy policies.
WHY WE COLLECT, HOLD AND USE INFORMATION
Deaf Victoria may collect, hold and use personal information to:
- Respond to enquiries and provide information, advocacy, peer support, referrals and community services.
- Manage membership applications, renewals, records and communications.
- Deliver and evaluate programs, hubs, events, consultations, education and community activities.
- Understand community needs and inform Deaf Victoria’s advocacy, planning, service improvement and impact reporting.
- Process donations, registrations and membership payments.
- Communicate news, campaigns, events, fundraising or other updates where consent has been given or where otherwise permitted.
- Manage partnerships, grants, contracts and reporting obligations, using de-identified or aggregated information where appropriate.
- Manage employment, volunteering, governance, safety, complaints and organisational administration.
- Meet legal, regulatory, insurance and governance obligations and protect the safety and rights of Deaf Victoria and others.
SENSITIVE AND HEALTH INFORMATION
Some information handled by Deaf Victoria may be sensitive information or health information, including information about a person’s hearing, disability, health, communication needs or other personal circumstances.
Deaf Victoria will only collect sensitive or health information where it is reasonably necessary for our functions or activities and where consent or another lawful basis applies. We will take additional care with this information and limit access to people who need it for their role.
Health or sensitive information will not be used for direct marketing unless the person has specifically consented or the use is otherwise permitted by law.
CHILDREN AND YOUNG PEOPLE
Deaf Victoria may collect information about children and young people through youth programs, events, consultations, advocacy or other activities.
We will consider the young person’s age, maturity, capacity, the nature of the information and the activity when determining how consent and privacy information should be provided. Parent or guardian consent will be obtained where required or appropriate.
Information about children and young people will be handled with particular care and in accordance with applicable child safety, safeguarding and privacy requirements.
PHOTOGRAPHS, VIDEO, AUSLAN AND STORIES
Deaf Victoria may use photographs, video, audio, Auslan recordings, stories or testimonials for communications, advocacy, reporting or promotion where appropriate consent has been obtained or another lawful basis applies.
Consent records will be retained where required. A person may contact Deaf Victoria if they have questions about an image, recording or story in which they appear. Withdrawal of consent will be considered for future use, noting that it may not always be possible to recall material already lawfully published or distributed.
HOW WE DISCLOSE INFORMATION
Deaf Victoria does not sell or rent personal information.
Personal information may be disclosed where necessary to:
- Service providers that support Deaf Victoria’s operations, such as website hosting, cloud storage, email, membership, payment, event registration, IT, professional advisers or other contracted services.
- Partners or referral organisations where this is necessary for the agreed purpose and the person has consented or disclosure is otherwise permitted.
- Government, regulators, law enforcement, courts, insurers or other bodies where disclosure is required or authorised by law.
- Protect the health, safety or rights of an individual or others where disclosure is permitted by law.
Where practical, Deaf Victoria will use de-identified or aggregated information for reporting, evaluation, research, advocacy and funding purposes when individual identification is not required.
OVERSEAS AND CLOUD SERVICE PROVIDERS
Some technology and cloud service providers used by Deaf Victoria may store or process information outside Australia. The countries involved may vary depending on the provider and its infrastructure.
Where overseas disclosure is likely, Deaf Victoria will take reasonable steps required by applicable law and will consider privacy and security when selecting and managing service providers. Further information about a particular provider or likely overseas location can be requested from Deaf Victoria.
DIRECT COMMUNICATIONS AND OPTING OUT
Deaf Victoria may send members, supporters or community contacts information about programs, events, campaigns, advocacy, fundraising or other activities where the person has consented or where otherwise permitted.
A person may opt out of marketing or promotional communications at any time by using the unsubscribe option provided or contacting info@deafvictoria.org.au. Service, membership, governance or transactional communications may still be sent where they are necessary.
STORAGE, SECURITY AND RETENTION
Deaf Victoria takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Personal information may be held in approved electronic systems, cloud services, email, secure drives and, where necessary, physical records. Access is limited according to role and operational need.
Personal information will be retained only for as long as reasonably required for the purpose for which it was collected and to meet legal, funding, governance, insurance or recordkeeping obligations. When no longer required, information will be securely destroyed or de-identified where appropriate.
ACCESS AND CORRECTION
A person may request access to personal information Deaf Victoria holds about them and may ask for inaccurate, incomplete or out-of-date information to be corrected.
Requests should be sent to info@deafvictoria.org.au. Deaf Victoria may need to verify identity before providing access. Access may be limited where an exception under applicable law applies. If access or correction is refused, Deaf Victoria will explain the reason where required by law.
PRIVACY AND DATA BREACHES
Suspected loss, unauthorised access, disclosure or misuse of personal information must be reported promptly to a General Manager.
Deaf Victoria will contain and assess a suspected breach, take steps to reduce harm, notify affected people and regulators where required by law, and review the incident to reduce the likelihood of recurrence.
Material privacy or information-security risks and significant breaches will be reported through Deaf Victoria’s risk governance arrangements, including the Audit & Risk Committee and Board where appropriate.
ARTIFICIAL INTELLIGENCE
Personal, sensitive, confidential or health information must not be entered into publicly available or unapproved AI tools.
Where an approved AI tool is used in a way that involves personal information, its use must comply with Deaf Victoria’s privacy, security and AI requirements and be appropriate for the purpose.
Deaf Victoria will not rely solely on AI-generated output to make a significant decision about an individual without appropriate human review and approval. Where applicable law requires additional transparency about automated decision-making, Deaf Victoria will provide that information.
PRIVACY COMPLAINTS
If you have a concern or complaint about how Deaf Victoria has handled your personal information, please contact info@deafvictoria.org.au or use another accessible contact method available through Deaf Victoria.
Deaf Victoria will acknowledge and investigate privacy complaints and respond within a reasonable timeframe. Complaints involving material privacy risk will be escalated to a General Manager and, where appropriate, the Audit & Risk Committee.
If a complaint cannot be resolved, a person may have the right to contact an external privacy regulator or other body with jurisdiction over the matter.
GOVERNANCE AND RESPONSIBILITIES
- Board – retains ultimate governance responsibility for privacy and information risk.
- Audit & Risk Committee – oversees material privacy and information-security risks, significant breaches and relevant controls, and reports significant matters to the Board.
- General Managers – responsible for day-to-day implementation of privacy requirements, significant privacy decisions, breach response and escalation.
- Employees, contractors and volunteers – must protect personal information, follow approved systems and processes, and report suspected privacy incidents promptly.
CONTACT
Privacy enquiries, access or correction requests, complaints and requests for this policy in another accessible format can be directed to:
Deaf Victoria
Email: info@deafvictoria.org.au
Phone/SMS: 0431 476 721
Website: https://deafvictoria.org.au/
REVIEW AND CHANGES
This policy will be reviewed at least annually and earlier where Deaf Victoria’s information handling practices, technology, programs or applicable legal requirements materially change.
The current version will be published on the Deaf Victoria website. Where material changes significantly affect how personal information is handled, Deaf Victoria will communicate those changes where appropriate.