Privacy Policy

Status: Draft for community review — pending formal adoption

Version: 1.0 · Prepared: 3 August 2026

UAANT respects the privacy, safety and dignity of members, volunteers, event participants, donors, partners and community members. This public policy explains how we collect, use, protect and dispose of personal information.

Who and What This Covers

This policy covers members and applicants, Committee members, volunteers, event attendees and performers, children and guardians, donors, subscribers, partners, website visitors and people appearing in UAANT photographs, video or audio.

Depending on your involvement, we may collect your name and contact details, membership and participation records, volunteer role and availability, event registration, accessibility or emergency information, correspondence, consent preferences, photographs and recordings, donation or reimbursement records, and limited website analytics.

We collect only information reasonably needed for an identified UAANT purpose. We do not keep identity documents, health information or other sensitive information merely because it may be useful later.

Why We Use Information

We use information to administer membership; organise volunteers, programs and events; send notices; manage safety and accessibility; conduct meetings and governance; process donations and reimbursements; respond to enquiries and complaints; publish consented community news; operate our website and communications; and meet legal or funding obligations.

We do not sell membership, participant or mailing-list information.

Members and Volunteers

Current Committee members may access the membership register only for UAANT duties. Under the Constitution, the Secretary is the primary editor. Another Committee member may edit it only when expressly authorised for a defined task. Personal, political, commercial or another organisation's use is prohibited.

Volunteer and office-holder information is limited to what is needed to appoint, organise and support the role. Access that is no longer required is removed when a role ends.

Events, Children and Photography

Event forms collect only what is needed to administer the event. Guest lists, attendance exports, health, dietary, accessibility and emergency information are restricted to people who need them.

Where photography or recording is planned, we provide notice and a practical way to opt out. Attendance alone is not consent to a close-up or individually identifying promotional image. Staged portraits, interviews and testimonials require permission.

For a photograph or recording focused on a child, we require parent or guardian permission and, where the child understands, the child's agreement. A child who declines is not pressured. We do not normally publish a child's full name together with their image, school, precise location or other identifying details.

You may withdraw consent for future use by contacting us. We will take reasonable steps to stop future use and remove material from channels we control. Withdrawal cannot always recall printed material, archived records or copies independently shared by others.

Website, Cookies and Analytics

This website uses Google Analytics 4 to understand how people use the site. Analytics cookies are optional and can be accepted or declined through the consent banner. Public social-media interactions and publication may be accessible outside Australia.

Sharing and Service Providers

We may share only necessary information with service providers supporting cloud storage, email, website, events, banking or accounting; venues or emergency services where needed; funders, auditors or regulators; professional advisers; or another party where you consent or law requires it.

Security and Retention

We use UAANT-controlled accounts, role-based access, multi-factor authentication, secure sharing, backups and removal of obsolete access. Passwords belong in an approved password manager, not ordinary documents or messages.

We keep information only for as long as needed for its purpose, governance, legal, financial or reporting requirements. When no longer required, it is securely deleted, shredded or irreversibly de-identified under our retention policy.

Access, Correction and Complaints

You may ask whether we hold information about you, request access or correction, change a communication or photography preference, or make a privacy complaint by emailing uaant.inc@gmail.com.

We may verify identity before providing access. If a request is refused or limited, we will explain why unless doing so would be unlawful or unsafe.

Privacy Incidents

Suspected loss, incorrect disclosure, exposed links or compromised accounts are assessed and contained promptly. We notify affected people and authorities where appropriate or legally required. Urgent concerns involving identity, health, children, financial details, credentials or personal safety receive priority.

Contact and Review

Privacy contact: uaant.inc@gmail.com

This draft will be reviewed after community feedback and formal adoption, and at least annually thereafter. See Governance and Policies for related policies and complaint pathways.