Personal information' in this privacy policy means information which identifies you as an individual or from which your identity can be reasonably ascertained.

What sort of information do we collect and hold?

We may collect and hold information about you such as:

• Information collected when you contact us, donate or establish a sub-fund.  This includes your name, address, date of birth, contact details and other personal details;
• Financial information that you may submit.
• Content of any correspondence, messages, feedback or comments that you send us.
• Information about your preference for services and products we offer from time to time and about your dealings with us.
• From time to time, we may also collect information that you submit when you participate in any surveys or research which we conduct.

How do we collect information?

Where possible, information is collected directly when you contact us, or when we contact you by telephone, mail or email in response to your request, comment or feedback. Certain financial advisers in Victoria may also refer you to the Melbourne Community Foundation in order that we may contact you to discuss our products and services.

We may also collect information that tells us about visitors to our website. The information collected may relate to date, time, duration of the visit, number of visitors, and the web pages that generate the most hits. The information will not generally be linked to the identity of the visitors.

How is personal information used and disclosed?

We may use or disclose your information for the following purposes:

• For the purposes for which it was collected;
  
• Where you have consented to the use or disclosure;
  
• Where we are permitted, authorised or required to do so by law;
  
• To assist us in effectively providing services and products to you;
  
• To enable us to confirm your identity when dealing with you and generally to maintain our relationship with you;
  
• To assist in the proper functioning and development of our operations, for example, to ensure we act within requirements relating to risk management, trustee, fiduciary and any other legal obligations;
  
• For Melbourne Community Foundation's research and planning purposes such as administering, managing and developing our services and products; and
  
• To inform you about services and products we think might interest you.

We may also disclose your information to other persons or organisations:

Where they are a related company or entity;

Where we have contracted an external person or organisation to provide investment management and operating support services (such as third party suppliers, service providers providing investment, accounting, archival, printing and posting, consulting, technology and security services, mailhouses, and our advisers, agents and representatives), and that person or organisations has agreed to observe our privacy standards;
As permitted, authorised or require by law to do so;

Where you have authorised us to contact your advisers or representatives, including financial and legal advisers,

How is personal information held?

We hold personal information in a combination of computer storage facilities, paper-based files and other records. These facilities and records are securely located on-site at our office and in archived form off-site at secured premises.

How do we handle requests to provide access to, or correct, information?

You may request access to personal information we hold about you. To help us deal with requests appropriately, we ask that all such requests be made in writing. Please provide as much detail as you can about the information you seek, as this will help us to retrieve the information. It is our policy to process your request within a reasonable time. There is no charge for requesting access to your information. However, we are entitled to charge for the reasonable cost of acting on your request. In some circumstances, there may be reason why we will not act on a request, such as where it would have an unreasonable impact on the privacy of others or we may not be permitted to do so by law.

Notifying us promptly when any of your personal details change or where you realise that any information we are holding about you is incorrect will assist us in ensuring the information we hold is as accurate as possible.

How to contact us about privacy issues

If you have any concerns or queries, or if you wish to make a complaint in relation to a privacy issue or if you would like more information about how we manage your personal information, please contact the General Manager, Melbourne Community Foundation.