The Institute of Capacity Building (ABN 59 467 482 324) is committed to providing quality services to you, and this policy sets out our obligations in how we manage your personal information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). The APPs govern the way we collect, use, disclose, store, secure and dispose of your personal information. A copy of the Australian Privacy Principles is available from the Office of the Australian Information Commissioner at oaic.gov.au.
We are based in New South Wales and deliver training and consulting across Australia.
What we collect
Personal information is information or an opinion that identifies an individual. The personal information we collect includes names, email addresses, phone numbers, job titles, and the organisation you work for.
We collect it through:
- the enquiry, consulting and feedback forms on this website
- the feedback form on Knowledge Hub entries
- email and telephone contact
- course bookings, attendance and certificates
- creating an account on this website
- shop orders, including the delivery address and phone number you give at checkout
- correspondence with the organisations we work with
- publicly available sources, such as an organisation's own website
- our web server logs and website analytics, described under Cookies and analytics below
Where it is reasonable and practicable, we collect personal information directly from you. Sometimes a third party gives us your details instead, for example when an employer books training for its team. In that case we take reasonable steps to make sure you know what we were told and who told us.
This website links to sites we do not control. Their privacy practices are their own, and we cannot vouch for them.
Sensitive information
Sensitive information is defined in the Privacy Act to include information or an opinion about a person's health, racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or professional body, or criminal record.
We are a training and consulting business. We work with organisations in the community sector and with the professionals inside them. We do not hold health records, case files or assessments about the people those professionals support.
People do sometimes volunteer health or disability information when they contact us, for example when explaining why a particular course suits their situation. Where that happens we treat it as sensitive information under the Privacy Act, and we use it only:
- for the purpose it was given to us
- for a secondary purpose directly related to that purpose
- with your consent, or where required or authorised by law
Please send us only as much detail as your enquiry actually needs.
How we use your information
We use your personal information to:
- respond to your enquiry and provide the training or consulting you ask for
- manage course bookings, attendance and certificates
- keep in touch about our services, where you would reasonably expect it
- improve our courses, our Knowledge Hub and this website
We may also use your personal information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect that use. When we collect personal information we will, where appropriate and possible, explain why we are collecting it and how we plan to use it.
Marketing and unsubscribing
We only send marketing email to people who have asked for it. There is an optional, unticked checkbox when you create an account and again at checkout, and ticking it is what subscribes you. We record the date you agreed, consistent with the Spam Act 2003 (Cth). We do not treat having bought something, filled in a form, or emailed us as consent to marketing.
If you subscribe, expect a few emails a year about our courses, resources and events. You can turn it off whenever you like: use the unsubscribe link in any marketing email, change the setting under Email preferences in your account, or email hello@instituteofcapacitybuilding.com. We act on those requests promptly.
Unsubscribing from marketing does not stop administrative messages about an order you have placed or a course you have already booked. Those are part of the transaction, and we will always send them.
Overseas disclosure
Some of the service providers described above store or process personal information outside Australia, including in the United States. Before disclosing personal information to an overseas recipient we take reasonable steps to satisfy ourselves that it will be handled in a way consistent with the Australian Privacy Principles.
Storing and securing
Your personal information is stored in a way that reasonably protects it from misuse, interference and loss, and from unauthorised access, modification or disclosure. That includes access controls on our systems, encryption of data in transit, and limiting access to the people who need it to do their job.
When personal information is no longer needed for the purpose it was obtained, we take reasonable steps to destroy it or permanently de-identify it. Most client and course records are kept for at least seven years, reflecting our business record-keeping obligations.
Orders are kept for at least seven years for the same reason: a sale is a tax record, and we are required to be able to produce it. That record includes what you bought, what you paid, and the address we sent it to. If you close your account we keep the order itself but detach it from the account.
Data breaches
If we suspect a data breach affecting personal information we hold, we assess it promptly and take steps to contain it. Where a breach is likely to result in serious harm, we notify the individuals affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
Access and correction
You can ask for access to the personal information we hold about you, and ask us to correct it. Write to us at hello@instituteofcapacitybuilding.com.
We do not charge a fee for making an access request, though we may charge a reasonable administrative fee for providing a copy. To protect your information we may ask you to confirm your identity before we release anything. We aim to respond within 30 days, and if we cannot give you access we will explain why in writing.
It matters to us that what we hold is accurate. We take reasonable steps to keep your personal information accurate, complete and up to date. If you find something is wrong or out of date, please tell us as soon as you can so we can correct our records.
Automated decisions
We do not use computer programs to make decisions about you that could significantly affect your rights or interests. Decisions about enrolments, consulting engagements and anything else that affects you are made by people. If that ever changes, we will update this policy and explain what those systems do before we rely on them.
Complaints
If you think we have mishandled your personal information, please tell us. Email hello@instituteofcapacitybuilding.com with the details. We will acknowledge your complaint within five business days and aim to resolve it within 30 days.
If you are not satisfied with our response, you can take your complaint to the Office of the Australian Information Commissioner:
- Website: oaic.gov.au
- Phone: 1300 363 992
- Post: GPO Box 5218, Sydney NSW 2001
Changes to this policy
We may update this policy from time to time. The current version always lives on this page, and the last updated date at the top of the page changes whenever we revise it.
Contact us
For any question about this policy, or about the personal information we hold, contact us:
Institute of Capacity Building ABN 59 467 482 324 hello@instituteofcapacitybuilding.com New South Wales, Australia