Glen Eira City Council (Council) is committed to protecting personal information in accordance with the Privacy and Data Protection Act 2014 (Vic) (PDP Act) and the Information Privacy Principles.
Purpose of collection
Council collects personal information provided through the SmartyGrants nomination process for the purpose of:
- administering and assessing nominations for the Volunteer Recognition Program;
- verifying the accuracy of nomination details;
- corresponding with nominators and nominees;
- preparing certificates, event invitations and recognition materials;
- managing attendance for the Volunteer Recognition event (Event), including guest limits; and
- acknowledging nominees on Council’s website after the event.
What information we collect
From Nominators
Council may collect:
- your name, contact details and organisational role;
- information you provide about the volunteer you are nominating;
- your communications with Council regarding the nomination or Event.
From Nominees
Council may collect:
- name and contact details;
- volunteering history, hours of service and recognition category;
- attendance information for the Event;
- preferences relating to publication of names online.
Nominators must ensure they have the nominee’s permission to provide their personal information to Council. Council will then contact nominees directly to seek their consent to have their name shared at the Event and published on Council’s website.
Use and disclosure of personal information
Council may use personal information for the purposes described above, including to:
- verify and assess nominations;
- contact nominators and nominees to confirm details to prepare certificates and invitations;
- send invitations directly to nominators and nominees;
- manage guest capacities;
- publicly acknowledge nominees on Council’s website following the event.
Nominees may request that their name not be shared at the Event, not be published on Council’s website, or be removed from the website at any time by emailing communityawards@gleneira.vic.gov.au.
Council will not disclose personal information to third parties except:
- where required or authorised by law; or
- where consent has been provided.
Storage and security
Council takes reasonable steps to protect personal information from unauthorised access, misuse, loss or inappropriate disclosure. Personal information provided via SmartyGrants is stored securely.
Is the information required?
If you do not provide the necessary personal information, Council may be unable to accept and process the nomination or contact the nominator or the nominee to issue Event invitations or obtain the nominee’s publication consent.
Access and correction
You may request access to, or correction of, your personal information by contacting Council’s Privacy Officer on (03) 9524 3333 or by visiting Council’s Privacy Page at:
https://www.gleneira.vic.gov.au/about-council/our-organisation/council-legislation-and-policies/privacy
Council contact details
Glen Eira City Council
PO Box 42, Caulfield South VIC 3162
T: (03) 9524 3333
E: privacy@gleneira.vic.gov.au
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