THE ROCKS CHAMBER OF COMMERCE INCORPORATED PRIVACY POLICY AND COLLECTION STATEMENT

Introduction:
The Rocks Chamber of Commerce Incorporated (“the Chamber”) maintains a Privacy Policy and a Collection Statement in compliance with the Privacy Act 1988 (“the Privacy Act”).

The Privacy Policy outlines the Chamber’s policy in managing personal information (“the Information”) which the Chamber holds in relation to Chamber members and candidates for Chamber membership.

National Privacy Principles:
The Chamber is bound by the National Privacy Principles contained in the Privacy Act.

Collection Information:
The Chamber collects the Information directly from Chamber members.

In summary the Information is information or an opinion relating to an individual which can be used to identify that individual.

Legal basis for collection of the Information:
The Chamber must collect the Information in order to fulfil its obligations to Chamber members pursuant to the Constitution of the Chamber and the Associations Incorporation Act 1984.

Quality of Personal Information:
The Chamber will undertake all reasonable steps to ensure that the Information which is collected and held is accurate, complete and up-to-date. However, it is the responsibility of each Chamber member to notify the Chamber of any amendments which are required in respect of the Information relating to that member. Chamber members are therefore encouraged to contact the Chamber in order to update the Information relating to them.

Security:
The National Privacy Principles require the Chamber to take reasonable steps to protect the security of the Information.

Chamber personnel are required to respect the confidentiality of the Information and the privacy of individuals.

The Chamber takes steps to protect the Information from misuse and loss and from unauthorized access, modification or disclosure.

The Chamber maintains the following security measures which are designed to protect against the loss, misuse and/or modification of the Information under its control:

• restricted access
• the confidentiality and disclosure provisions of the Licence Agreement made between the Chamber and Sydney Harbour Foreshore Authority in respect of the website domain name therocks.com.au

Management Practice:
A Chamber member has the right to request more information about the way in which the Chamber manages the Information. This can be done by the member submitting a request in writing to the Secretary, The Rocks Chamber of Commerce Inc, PO Box N165, Grosvenor Place, Sydney NSW 1220 or by contacting the Chamber on the following:

• Telephone: (02) 92527499
• Facsimile: (02) 92520701

Where the Chamber no longer requires the Information relating to a Chamber member for a permitted purpose under the National Privacy Principles the Chamber will take reasonable steps to delete, de-identify or destroy the Information.

COLLECTION STATEMENT

Nature of the Information:
The Information collected by the Chamber comprises personal contact information including the Chamber member’s name, address, occupation, telephone numbers, facsimile numbers, email addresses, nominated representative’s name, the nature of the business conducted by the member and the category of that business together with other Information which assists the Chamber in administering the Chamber’s membership and activities, providing and promoting Chamber services and fulfilling the Chamber’s legal obligations.

In relation to membership nominations, in most cases, if the requested Information is not provided, the Chamber may not be able to assess and process the nomination.

The Chamber may from time to time ask for Information voluntarily (for example, through surveys) to enable the Chamber to maintain and improve its services.

Objective in collecting the Information:
The Chamber collects the Information with the objective of:

• contacting and reporting to Chamber members
• assessing and processing membership information
• communicating with Chamber members
• forwarding important information to Chamber members
• organizing and coordinating meetings, functions, seminars and events
• producing the Chamber’s newsletter
• producing a membership directory
• maintaining and updating a database containing information about Chamber members
• helping the Chamber manage and enhance its services
• assisting Chamber members to promote their businesses
• complying with the Chamber’s legal obligations

Use and disclosure of Information:
In order to achieve the abovementioned objectives the Chamber may use the Information for the following purposes:

• to establish a member’s membership and include the member on the Chamber’s membership directory
• to notify details of new services and products offered by the Chamber
• to notify details of meetings, events and seminars that may be of interest to its members
• to receive notification from third parties about events, services or products that may be of interest to its members
• to administer the Chamber’s database for membership and financial accounting purposes
• to help create and distribute Chamber publications. Some distribution lists may be contracted to external mailing houses
• to create media releases
• to help improve the Chamber’s website for public access and viewing
• to promote its members’ websites to give greater and easier access to all members of the public
• to inform other Chamber members, associated groups and other interested parties associated with business and commerce of its members’ contact details

To whom may the Chamber disclose the Information?
The Chamber may disclose the Information via the Chamber’s website, the websites maintained by the Sydney Harbour Foreshore Authority, Chamber publications, Chamber mailing lists and other means to:

• other Chamber members
• the general public
• Australian and international bodies governing businesses and activities in which Chamber members participate
• other chambers of commerce or business organizations for the purpose of developing policy and data
• corporations or individuals who assist the Chamber in providing services or who perform functions on behalf of the Chamber
• any person to whom the Information may be disclosed with the authorization of a Chamber member

The Chamber may also collect the Information from such corporations and individuals in which case the Chamber will deal with the Information in accordance with the Chamber’s Privacy Policy.

Sensitive Information:
In some limited circumstances the Chamber may collect “sensitive information”.

Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless the member agrees otherwise or where certain other limited circumstances apply (for example, where required by law).

Consequences of not providing Information:
A member may elect not to provide the Information to the Chamber or to consent to the Chamber using the Information. However, should a member so elect, the Chamber will be unable to provide services to Chamber members in an accurate, comprehensive and efficient manner.

Access to and modification of the Information:
A Chamber member has the right to have access to and to modify the Information relating to that member. This can be done by the member submitting a request in writing to the Secretary, The Rocks Chamber of Commerce Inc., PO Box N165, Grosvenor Place, Sydney NSW 1220 or by contacting the Chamber on the following:

• Telephone: (02) 92527499
• Facsimile: (02) 92520701

WEBSITE USAGE INFORMATION

When a Chamber member accesses the Chamber website the Chamber’s internet service provider (ISP) may log the following information for standard statistical analysis:

*    the server address of the Chamber member’s ISP

*    the date and time of the Chamber member’s visit

*    the pages accessed by the Chamber member

*    the type of browser used by the Chamber member

The statistics package provided by the Chamber’s ISP collates the data into information and graphs for use in understanding the usage patterns of visitors to the website.

The statistics package does not identify any individual user during this process.

Cookies:
The Chamber website may use cookies. Cookies are small text files that are automatically placed on a user’s computer. Cookies themselves do not personally identify users, although they contain a unique identifier which allows the website to customise content based on a user’s previous selections, type of browser or type of computer.

E-Commerce Transactions:
Users should be aware that there are inherent risks in transmitting information across the internet.

Information submitted when engaging in an online transaction with the Chamber is passed through a registered secure server. The registered secure server used by the Chamber makes use of all available protective processes for the security of e-commerce information.