Personal Information We Collect
The nature of the personal information we collect will be dependent upon your chosen level of interaction with Society. This will depend on whether you are wishing to become a member of the Society, assisting in a production whether as performer, production crew, supplier or front of house staff or patron/ticket purchaser for a production or event.
Generally, the personal information is comprised of your name, address, date of birth, and telephone, fax and e-mail contact details, credit card details and bank account information. Further specific details may be required for different types of transactions, for example in the case of performers information such as previous theatrical experience, other productions auditioned for, availability for roles, costume sizes and height may be requested.
We may also collect transaction or usage history and statistic log information or community discussions and such other information we may collect with your consent or as permitted or required by law.
What if you don’t want to provide certain personal information?
The Society only seeks information that we believe is necessary to undertake a specific transaction or function, therefore, refusal to supply requested details may delay or prevent us from satisfying your request, be it a membership application, audition for a role or purchase of tickets.
The Society collects, uses and discloses your personal information with your consent, except as permitted or required by law.
Use of Personal Information
- The Society generally uses personal information for the following purposes:
- Process and manage your purchase/transaction;
- Contact you if we have difficulties with your purchase/transaction;
- Contact you if events change;
- Send you your tickets
- Send you confirmation of your purchase/transaction
- Respond to a request, made by you, for production or event information
- Compiling a mailing list for the purposes of promoting the Society, its activities and productions;
- Send out direct marketing material by post or email related to your performance preferences
- Compile consumer profiles to enable the Society to provide our customers with the highest level of service
- To process an application for membership
- Consider your audition for a role in a production
- preventing fraud, identity theft or illegal activities;
- maintaining business records for reasonable periods, and generally managing and administering our business;
- meeting legal, regulatory, insurance, audit, processing and security requirements; and
- otherwise with your consent or as permitted or required by law.
Disclosure of Your Personal Information
Any information collected by the Society is kept strictly confidential and is only accessed by authorised Society officers, members and agents in the course of them undertaking their legitimate duties.
We may disclose your personal information in the following circumstances:
- disclosure is for the primary purpose for which the information was collected
- the individual concerned has consented to the disclosure or the disclosure is to a related body corporate
- the third party is our agent, or contractor, in which case we will require them to disclose, and to use, the personal information only for the purpose for which it was disclosed to them
- the third party is a person involved in a dealing or proposed dealing (including a sale) of all, or part, of our assets and business
- there are reasonable grounds to believe that disclosure is necessary to prevent, or lessen, a threat to your life or health or that of another person
- the disclosure is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim or is required by law.
Accessing personal information
Under the NPPs the Society is entitled to restrict access to personal information. You may not be allowed access to personal information we hold in any of the following circumstances, where access would:
- pose a serious and imminent threat to the life or health of an individual
- have an unreasonable impact upon the privacy of others
- be a frivolous or vexatious request
- compromise our position, or the position of others in an anticipated or existing legal dispute
- reveal evaluative information generated by the Society in connection with a commercially sensitive decision making process.
The Society may, instead, give you an explanation for the reasons rather than direct access to the information. If we have given you such an explanation and you believe that direct access to the information is necessary to provide an explanation of the reasons, we will at your request review the reasons. Personnel other than the original decision-maker will conduct the review.
Wherever direct access by you is impractical or inappropriate we should consider together whether the use of a mutually agreed intermediary would allow sufficient access to meet both our needs and concerns.
Marketing and promotional offers
Our Web Site/The Internet
The Society operates and controls the Web site www.gandssa.org.au
You can generally visit the site without revealing personal information, unless you choose to provide such information. The information received depends upon what you do when visiting the site.
This site maintains the same level of security for Personal Information collected in an electronic format as it does for that collected in paper format.
However, if you are providing Personal Information via an email or an online form you should be aware that there are some risks to transmitting data via the Internet unless it is encrypted with a security certificate. This site uses encryption and related server side mechanisms for secure data transfer in certain areas of the site where financial transactions may take place (e.g. credit card details), in other cases where no financial transactions take place web forms usually will not have encryption.
The web site includes content that can be accessed exclusively by Society members. To gain access to the content members are required to ‘register’ for online access. This allows the Society to verify the membership status of the visitor. A password is also nominated by the member at this time. These details are securely stored on the web server to allow members to access the content during future visitors without having to register each time. On subsequent visits, the membership number and password are verified against the data on the server. The purpose of these sections of the site is to provide additional information and content to Society members.
Site visit data
As is the case for nearly all web sites, this site makes a record of your visit, logging the following information for statistical purposes:
your servers address
- the name of the top-level domain from which you access the Internet (for example, .gov, .com, .au, .nz, etc)
- the date and time of the visit to the site
- the pages accessed and documents downloaded
- the previous Internet address from which you linked directly to this site. (In the cases where the referring site declines to pass this information on, these details are not obtained by the statistics server.)
We will not identify users or their browsing activities, except where a law enforcement agency (or government agency) may exercise a legal authority to inspect the ISP logs (e.g. by warrant, subpoena or notice to produce).
We may use "cookie" files to enhance the use of the Society web site for the Society’s members, customers and web site users. A "cookie" is a small text file placed on a computer's hard drive by our web page server in order to recognize that someone has visited the Society web site before, and to apply the configuration preferences that he or she has chosen. Other than the information provided by the Society web site visitor, cookie files do not contain information that can be used to identify an individual visitor. You can disable cookies using your Internet browser's settings. Please consult your browser's help function for information on how to disable cookies. Note that if you disable cookies, certain features of our web site may not function properly. We do not require anyone to accept cookies in order to use the Society web site.
The Society also employs the use of email technology as a means of communicating with our members. Email will only be used to respond to a member query lodged by this medium, or where specifically consented to by the individual.
Email and online forms that you send us may not be secure unless we advise you that security measures will be in place prior to your transmission of the information. As a result, confidential or sensitive information should not be submitted by this method.
Generally, we will retain the content of incoming email messages, details of the sender and any response provided by the Society. Email transmissions and content may also be monitored by authorised the Society personnel for security reasons.
How is the information used that I submit in online forms or applications?
Where you specifically decide to lodge an application or request, disclosure of personal information will be required to enable the Society to respond.
Information typed into any online application or request form will only be collected by us if you submit the application or request. If at any stage you cancel your application or log out prior to submitting the details, any information previously entered up to that point is automatically deleted.
Any information collected from a submitted online form is kept strictly confidential and is used by the Society to identify you and respond to your request. The details are accessed only by authorised the Society staff, agents or contractors in the course of legitimately actioning your request. Personal contact details are also used to confirm and update your membership record.
Who is the information disclosed to that I submit online?
Information submitted online, like other information collected by the Society, is used for the purposes of actioning your specific request or administering the particular application initiated by you.
We will not use or disclose information collected other than for the purpose made known to you or that you would reasonably expect based on the specific interaction. Nevertheless, the information may be disclosed to the Society's associated or related entities, or to specific authorised agents or contractors in the ordinary course of providing the specific product or service to you.
When submitting content to publicly accessible areas on the Society website such as message boards, reviews or forums we suggest that you use your discretion and exercise caution when providing personal information which may identify you. This information can be collected and used by others as it is available to anyone who has access to the internet.
No Third Party Marketers
The Society never discloses personal information to a third party for the purpose of allowing them to market their products or services directly to an individual, although it may include information from other organisations associated with the Society in its own mailouts.
This site maintains records of its members and uses the web site to gather or update member details. These details are collected and stored purely for the business of the owner of this site and are not divulged to any third party.
Changes to our policy
The Society is committed to constantly improving our procedures so that personal information is treated appropriately. If you feel that we have failed to deal with your personal information in accordance with the NPPs, or this policy, please speak with us so we have an opportunity to resolve the issue to your satisfaction. Please contact our Privacy Officer who will manage the following processes for us:
- listen to your concerns and grievances regarding our handling of personal information
- discuss with you the ways in which we can remedy the situation
- put in place an action plan to resolve your complaint and improve our information handling procedures if appropriate.
If this process does not result in an outcome that is satisfactory to you, you may contact the Privacy Commissioner’s Office. the Society will work together with the Privacy Commissioner’s Office to resolve the issues between us.
Contact details for the Privacy Commissioner’s Office are:
Level 8, Piccadilly Tower Postal Address:
133 Castlereagh Street GPO Box 5218
Sydney NSW 2000 Sydney NSW 1042
Telephone: 1300 363 992 (local call cost anywhere in Australia)
TTY: 1800 620 241
Facsimile: 02 9284 9666
Further information relating to privacy and your rights can be obtained from the website of the Federal Privacy Commissioner, www.privacy.gov.au
Contact person at the Society
The Gilbert & Sullivan Society of SA Inc
PO Box 306
Hindmarsh SA 5007