The Keeping Place is committed to protecting and upholding the rights of customers, clients, staff and members to privacy and confidentiality in the way The Keeping Place collects, stores and uses information about them, their needs and the services The Keeping Place provides.
This Policy sets out how The Keeping Place manages your Personal Information and Confidential Information. It also details the responsibilities of The Keeping Place staff, contractors, volunteers and third-party providers who come into contact with Personal Information and Confidential Information.
By providing Personal Information or Confidential Information to The Keeping Place and using The Keeping Place software application, you are agreeing to be bound by this Policy and agree that you have had sufficient opportunity to read and understand them.
The Keeping Place may update this Policy from time-to-time. Any changes will take effect upon first publication.
‘Administrator’ means the person(s) designation by the KP Partner to administer the the Keeping Place Site to End Users on the KP Partners behalf. Administrators may be able to access, disclose, restrict or remove Customer Data in or from End User accounts. Administrators may also have the ability to monitor, restrict or terminate access to End User accounts.
‘Confidential Information’ is information about individuals or organisations that must be kept secret. The most important factor to consider when determining whether information is confidential is whether the information can be accessed by the public. Confidential Information includes but is not limited to Personal Information, the data of KP Stakeholders or information about The Keeping Place, the KP Members, End Users or other stakeholders, including business, organisational and operational information.
‘Customer Data’ means stored data, account data, documents, multi-media, spatial file and other data submitted to The Keeping Place software application by a KP Partner or its End Users.
‘End User’ means users of a KP Partners’ Keeping Place Site and may include members, employees and consultants affiliated with a KP Partner.
‘Keeping Place Site’ means the domain established and configured for a KP Partner on The Keeping Place software application by The Keeping Place.
‘KP Members’ means all KP Partners, individuals and organisations named on The Keeping Place register of owner-members, who are entitled to attend meetings, speak and vote.
‘KP Partners’ means those Aboriginal and Torres Strait Islander organisations and groups, including Prescribed Bodies Corporate, Aboriginal Land Corporations, Traditional Owner Groups and other stakeholders who are owner-members of The Keeping Place and who control and manage a Keeping Place Site on The Keeping Place software application.
‘KP Stakeholders or You’ means The Keeping Place personnel, the KP Partners and third-party service providers (including employees, members and affiliates of these organisations), End Users, customers, clients and the wider community with an interest in The Keeping Place.
‘Personal Information’ is information or an opinion about an identified individual, or an individual who is reasonably identifiable. For example, this may include your name, age, date of birth, gender, contact details and postcode. It may also include financial information, including your credit card information, or a photograph of you. Personal Information does not include anonymous, aggregated or de-identified information or information about companies which does not identify individuals.
‘Sensitive Information’ is a category of Personal Information and may include information about racial or ethnic origin, political opinions, religious or philosophical beliefs, criminal record, membership of a professional, trade association or trade union or sexual preferences.
‘The Keeping Place or We or Us’ means The Place of Keeping Ltd (ABN 12 633 397 172), established to manage all business, technology, financial and strategic matters and activities associated with The Keeping Place software application, website, mobile applications, social media sites and associated products and services.
‘The Keeping Place personnel’ means collectively, directors, officers, employees, contractors, agents and third-party suppliers, including IT service providers and their personnel and subcontractors, of The Keeping Place.
‘The Keeping Place software application’ means the cloud-based software application procured, developed, supported and operated by The Keeping Place for the purpose of assisting with the management of cultural heritage, land management and native title related information.
The Keeping Place will only collect and use Personal Information where it is reasonably necessary to deliver the services of The Keeping Place software application and to otherwise conduct the functions and activities of The Keeping Place, or as required by law.
We may collect the following types of Personal Information from KP Stakeholders including:
We may also collect Sensitive Information where it is reasonably necessary to fulfil one or more of our functions and activities, for instance ensuring The Keeping Place software application is managed in accordance with The Keeping Place Cultural Protocols.
Sensitive Information is a type of Personal Information which relates to, for example, a person’s race or ethnicity, political opinions or religious beliefs. We may collect the following types of Sensitive Information including:
The Keeping Place will only collect Sensitive Information with your consent or as required by law.
We collect Personal Information from you in a variety of ways including:
We may also collect Personal Information from recruitment consultants, your previous employers and other third parties when you apply for a position with The Keeping Place (including your name, contact details, work history and relevant records checks).
The Keeping Place does not routinely disclose Personal Information to third parties unless:
We may also share non-personal, de-identified and aggregated information for research, funding, sponsorship, tender or promotional purposes.
We may disclose Personal Information, including to third party suppliers, cloud-based and other service providers and website hosts located outside of Australia, for example, in the United States. We will take all reasonable steps to ensure that any overseas recipient deals with such Personal Information in a way that is consistent with the Privacy Act 1988 (Cth).
KP Partners may specify End Users as Administrators of their Keeping Place Site. KP Partners are responsible for maintaining the confidentiality of passwords and access to their Administrator accounts. The Keeping Place’s responsibilities do not extend to the internal management or administration of a Keeping Place Site.
KP Partners are required to prevent unauthorised use of their Keeping Place Site by its End Users and may terminate any unauthorised use or access to their Keeping Place Site. End User accounts may only be provisioned, registered and used by a single End User.
The Keeping Place software application is not intended for End Users under the age of 18 years of age. KP Partners are required to ensure that it does not allow any person under the age of 18 years of age to be registered as an End User and will notify The Keeping Place promptly of any unauthorised access to The Keeping Place software application.
We will take all reasonable steps to protect your Personal Information from misuse, interference and loss, unauthorised access, modification or disclosure to at least the same level we protect the information of The Keeping Place, whether held electronically or otherwise.
We will endeavour to keep your Personal Information accurate and up-to-date. You may request access to the Personal Information we hold about you. We will provide access to this information where reasonable and practical to do so, and in accordance with the Privacy Act 1988 (Cth).
Your provision of Personal Information to use is optional, however, because of the nature of the activities of The Keeping Place, it is generally impractical for us to deal with you on an anonymous basis or through the use of a pseudonym, although sometimes this may be possible (e.g. when we receive User feedback).
The Keeping Place uses best endeavours to keep Confidential Information in confidence.
The Keeping Place personnel will protect and uphold the confidentiality of information disclosed to them in the course of their work.
The Keeping Place personnel will:
These obligations will continue until the Confidential Information is in the public domain.
The Keeping Place may disclose Confidential Information to The Keeping Place personnel or KP Partners, as required:
The Keeping Place may be required by law to disclose Confidential Information and will:
If you have any inquiries, feedback or complaints concerning your privacy or Customer Data, please contact The Keeping Place:
The Keeping Place
Level 1, 191 St Georges Terrace, Perth