The Board of Benevolence and of Aged Masons Widows and Orphans’ Fund trading as Hand Heart Pocket the Charity of Freemasons Queensland ABN 54 216 065 828 (HHP) is committed to providing you with the best possible experience and ensuring that the personal information which it collects and uses is used and stored properly. HHP is bound by the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles contained within the Privacy Act (APPs) which set out a number of principles concerning the privacy of individuals. HHP has policies and procedures in place to ensure that the collection, storage, use and disclosure of personal information is done in a safe, secure and confidential manner to ensure your rights are protected.
HHP will only collect and use personal information that is necessary for one of its purposes.
Kinds of personal information collected
HHP collects and holds Personal Information of members, subscribers, stakeholders and their authorised representatives, volunteers, agents, service providers, job applicants, financial donors, financial grant recipients and their authorised representatives, visitors to our premises and visitors to our website, for the purpose of undertaking the charitable activities of HHP.
Personal Information is defined in the Privacy Act to mean “information or an opinion about an identified individual, or an individual who is reasonably identifiable whether the information or opinion is true or not and whether the information or opinion is recorded in a material form or not.”
HHP will collect and hold details of individuals which include (but in some circumstances, is not limited to):
- Full name
- Email address
- Phone number
- Date of birth and place of birth, and
- Emergency contact details.
Collection and storage of personal information
HHP collects Personal Information of members, subscribers, stakeholders and their authorised representatives, volunteers, agents, service providers, job applicants, financial donors, financial grant recipients and their authorised representatives, visitors to our premises, and visitors to our website by one of the following means:
- by requesting information on an application form and other forms, including via our website;
- by requesting information verbally;
- by corresponding via email;
- by an individual providing personal information by way of a resume;
- by an individual updating their records with HHP; or
- from a third party where an individual has consented to the disclosure of that personal information to HHP.
HHP stores Personal Information as follows:
- Personal Information is entered into HHP’s various software applications which are maintained in HHP’s secure cloud computing infrastructure. The software is only accessible by authorised HHP employees and officers. The cloud computing infrastructure is maintained by a reputable provider and subject to constant security checks and improvements.
- Personal Information contained in physical records is kept in safe and secure storage.
Purpose of collecting, holding, using and disclosing personal information
HHP will only collect Personal Information when it is reasonably necessary for one of its functions as a charity (including receiving donations and making grants), or activities related to its charitable activities such as employment, volunteering, communication, research or feedback. This includes, in some circumstances, undertaking background checks on prospective volunteers or job applicants.
HHP collects and holds Personal Information of members, subscribers, stakeholders and their authorised representatives for the primary purpose of: informing them about the activities of HHP; or to give them the opportunity to participate in research and feedback, our donations and bequest appeals, or a variety of services. These services include the payment of hardship and disaster assistance, grants or bursaries, the issuing of masonic recognition, and referral to other service providers.
Disclosure of Personal Information to overseas recipients
Some of the software solutions which HHP uses for its activities utilise cloud storage infrastructure that is located overseas in countries such as the United States of America, Canada, the United Kingdom and the European Union. This means that some personal information recorded in our software may be stored in these countries via the secure cloud infrastructure.
Otherwise, unless authorised by law or by you, we will not disclose any Personal Information to overseas recipients. If a situation arises where we need to disclose your Personal Information to an overseas recipient, we will obtain your consent to do so.
Access to and correction of Personal Information
You have a right to request access to the Personal Information that HHP holds about you.
If you find that any Personal Information held about you is out of date, inaccurate or incomplete, please contact us and we will take reasonable steps to either correct this information or, if necessary, discuss alternative action with you.
There is no charge for making a request for access or correction of Personal Information. However, HHP may charge a fee if you request a copy of records.
To request access and or correction of Personal Information contact the Privacy Oﬃcer on (07) 3493 6000.
All complaints relating to the handling and management of Personal Information, including any alleged breach of Australian privacy law or this Policy should be addressed to:
The Privacy Oﬃcer
Hand Heart Pocket
PO Box 1202 Fortitude Valley QLD 4006
So that we can deal with the complaint appropriately, please accompany your complaint with the following information:
- A summary of the privacy concern or alleged breach;
- Any action that has been taken, or inaction that HHP has failed to take, in relation to the issue; and
- Copies of any relevant documents associated with the complaint including email communications that may have transpired with you.
HHP treats complaints very seriously and will endeavour to respond to your complaint within thirty days. If a breach is found, we will immediately take steps to rectify the breach.
If you are unsatisfied with our response, you may take your complaint further to the Oﬃce of the Australian Information Commissioner (Ph. 1300 363 992 or www.oaic.gov.au).
This policy was last updated in July 2023.