The Lord Mayor’s Distress Relief Fund (LMDRF) is committed to protecting your personal information. Your privacy is important to us. We strive for the highest possible standards and take all reasonable steps to ensure your privacy is always maintained and protected. Committed to transparency and accountability, we endeavour to be clear with all who connect with us about how we capture, collect, store, disclose and use your data.
Our privacy policy describes how we handle your personal information and how that information is used. Our policy will be publicly available through our website. It may be modified on occasion to ensure it is up to date and relevant. If this happens, the revised version will take effect when we publish it on our website.
For further information regarding privacy in Australia, a copy of the Australian Privacy Principles can be found by clicking https://www.oaic.gov.au/privacy/australian-privacy-principles/read-the-australian-privacy-principles.
Collection of personal information
Personal Information
‘Personal Information’ is defined as any information or an opinion that identifies you, or could be used to identify you.
The purpose for collecting personal information at the LMDRF, is so we can raise and then disburse monetary assistance to Western Australians affected by a natural disaster. The key function of the LMDRF is to coordinate and administer appeals. The type of information we collect will depend on your relationship with us. For example, as an applicant, donor, fundraiser, business or online user of the LMDRF website. We only ever collect information that is necessary for us to carry out our functions.
We follow the Australian Privacy Principles contained within the Privacy Act 1988 (Cth) when handling personal information collected from donors, fundraisers, applicants, members of the public, businesses and our own associates (including Board Members and City of Perth personnel, which assist with the administration of the LMDRF).
If you are an applicant, we would obtain information about you from a third party (that is, the affected Shire/Town/City) via your submitted application for financial assistance. We would collect and hold your application which details your name, address, email address, phone number, signature, dependents, information about the property affected and damages sustained, information about others who lived in the property, insurance details and bank account details. We would also hold any copies of your identification and copies of bills or other documentation that you included in support of your application.
If you are a donor (either person or business), we would collect and hold your name, business name, address, email address, phone number.
If you are a fundraiser, we would collect and hold your application to fundraise (which includes your name, address, email address, phone number and details about your proposed activity) and also upon completion of fundraising, we would hold your financial reporting statement, which lists monies received and your expenses, in relation to your fundraising efforts.
Your personal information may be used to;
- Provide you with financial assistance if you are a victim of a natural disaster;
- Process your donation and provide you with a receipt;
- Communicate how your donation is used;
- Confirm who you are if you contact us;
- Report to a government or funding body about how money was disbursed;
- Send correspondence;
- Respond to your enquiries, feedback or complaints; and
- Enable the objects of the Lord Mayor’s Distress Relief Fund.
We will never rent, sell or exchange your personal information. We will never use your personal information to send direct marketing messages or use it for telemarketing purposes.
Collection
For donors, personal information is collected at the time you deal with us.
For fundraisers, personal information is collected at the time you deal with us, when you submit your application to fundraise and from your financial reporting statement.
For applicants, personal information is collected from the affected Shire/Town/City, after you submit your application for assistance to that affected Shire/Town/City. The LMDRF ensures the collection of your information from the affected Shire/Town/City is in accordance with the Privacy Act 1988 (Cth). Personal information is also collected at the time you deal with us directly. For example, you may telephone us to let us know your postal address has changed since you submitted your application.
Cookies
Please note that cookies are in use for this website. Cookies do not identify individuals, only computers.
The use of cookies is to improve your experience whilst using this site and if preferred, can be disabled in your internet browser.
Sensitive Information
We will only ever collect sensitive information when consent has been given to the collection of that information, and the information is necessary for us to carry out our functions.
Other websites
This policy and the LMDRF website contains links to third party websites. Please note that our privacy policy does not extend to these websites and so we recommend that you read the privacy policies of any website that you connect to from our website.
Security
We take all reasonable steps to ensure the security of your personal information is protected from misuse, loss, destruction, modification or disclosure. We take our data management practices seriously and strive to the highest standards to meet our community expectations in doing so.
Only authorised personnel will ever have access to your personal information.
For applicants, hardcopy information is securely locked in a cupboard in a City of Perth Office that has restricted access. After an appeal has closed, we send your personal information to be stored using a third party storage provider. The provider we use practises secure archiving protocols, but we are not liable for any unauthorised access or use of that information by the third party storage provider.
For donors, we do not store any information about your financial details. This data is destroyed as soon as the donation has been made. Hardcopy information related to your donation (for example, the cheque stub and the appeal’s banking statements) is securely locked in a cupboard with restricted access to that cupboard.
For fundraisers, hardcopy information regarding your remittance statement and completed application, is securely locked in a cupboard with restricted access to that cupboard. After an appeal has closed, we send your personal information to be stored using a third party storage provider. The provider we use practises secure archiving protocols, but we are not liable for any unauthorised access or use of that information by the third party storage provider.
The LMDRF will take all reasonable steps to destroy or permanently de-identify personal information about an individual that it holds, if the information no longer serves a purpose, and where there is no legislation in place to state we must hold onto it.
With regards to electronic records of your personal information, these records are held on a restricted network drive. This is a secure computer folder that has controlled access. Only a few key City of Perth Officers can access this folder. We save copies of significant correspondence we send out to you onto this network drive (significant correspondence includes receipts, acknowledgments and thank you letters). We also hold electronic registers regarding applicants and their monetary disbursements and also hold registers regarding fundraising and donor information.
Anonymity
You can request that we deal with you on an anonymous basis or through a pseudonym. If legal and practical to do so, we will assist your request.
Please direct all enquiries to the Honorary Secretary, Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary. Alternatively you can send an email to lmdrf@appealswa.org.au
We will endeavour to respond to your enquiry within 2 working days of receipt of your enquiry.
Online donations
To make an online donation, you are required to provide personal information, such as your name, surname and email address and financial information relevant to the transaction (such as credit or debit card details).
Donations are processed using a secure payment gateway that is PCI compliant, which ensures the safety and security of all information received.
Data security measures used includes, but are not limited to, SSL certificates and data encryption, all of which protect information received, from being viewed by any unauthorised party.
If you have any questions about making an online donation, please see our FAQ page (link to our FAQ page) on donations, or contact the Honorary Secretary at Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary.
Disclosure of personal information
We work with third party providers (that is, banks and affected Shires/Towns/City’s), to carry out the functions of the LMDRF. Affected Shires/Towns/City’s may request access to personal information held by us regarding applicants. Through our agreements with them, we require these Shires/Towns/City’s to comply with our security guidelines and privacy laws, but we are not liable for any unauthorised access or use of that information.
Access to personal information
Upon written request, reasonable steps will be taken to advise what sort of information is held, its purpose, how information was gathered, how it is stored and how it is used.
Upon written request, we can also delete your personal information from our files within 10 working days of receiving the request, unless we need to keep your information for legal or auditing purposes.
Please direct all enquiries to the Honorary Secretary, Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary. Alternatively you can send an email to lmdrf@appealswa.org.au
We will endeavour to respond to your enquiry within 2 working days of receipt of your enquiry.
Accuracy
Please help us to maintain accurate information we hold for you. Please inform us when you become aware of any errors in the information we hold. Please inform us of any changes to your name and address.
Please direct all enquiries to the Honorary Secretary, Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary. Alternatively you can send an email to lmdrf@appealswa.org.au
We will endeavour to respond to your enquiry within 2 working days of receipt of your enquiry.
Complaints
The Honorary Secretary is responsible for investigating any complaints or concerns anyone may have about protection of their privacy and how the LMDRF handles personal information. If there are concerns or problems with our privacy practices, we will address these concerns.
Please contact the Honorary Secretary, Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary. Alternatively you can send an email to lmdrf@cityofperth.wa.gov.au
We will need as much factual detail as possible about your complaint so we can work towards resolving the matter. We will endeavour to respond to your complaint within 2 working days of receipt of your complaint.
Enquiries
We are happy to answer any questions you have about how we manage your information. Please direct all enquiries to the Honorary Secretary, Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary. Alternatively you can send an email to lmdrf@appealswa.org.au
We will endeavour to respond to your enquiry within 2 working days of receipt of your enquiry.
If you would like a copy of this privacy policy, please contact the Honorary Secretary, Lord Mayor’s Distress Relief Fund, C/O City of Perth, GPO Box C120 PERTH WA 6839 or telephone 1300 998 227 and ask to speak with the Honorary Secretary. Alternatively you can send an email to lmdrf@appealswa.org.au and we will email you a copy.