SPECTRUM 3 INC Privacy and Image Policy and procedures

1. Our Privacy Commitment

At Spectrum 3 INC, we respect your privacy and are committed to protecting the personal information you share with us. Our approach is guided by the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), along with our own ethical responsibility to safeguard the dignity and confidentiality of the people we support.

Regardless of our size or turnover, we aim to apply the highest standards of privacy protection when handling your personal and sensitive information.

2. What This Policy Covers

This policy explains:

What information we collect and why
How we store and use information
When and how information may be disclosed
Your rights to access, update, or withdraw consent regarding your personal information

3. How We Handle Personal Information

3.1 Collection

We collect information directly from you (or your authorised representative) so that we can deliver services, process donations, and respond to enquiries. We do this in a lawful, fair, and transparent way.

3.2 Storage

Information is stored securely in both physical and digital formats. Access is restricted to authorised staff and volunteers, and systems are password-protected or kept in locked storage.

3.3 Use

Your information is used only for the purposes it was collected, or for related functions that you would reasonably expect. In some cases, we may also be required to use it to comply with legal or regulatory obligations.

3.4 Disclosure

We may disclose your personal information:

Where required or permitted by law
To service providers engaged by Spectrum 3 INC under confidentiality obligations (e.g., payment processors, IT providers)
With your informed consent

We do not engage in the commercial trading of personal information.

3.5 Access & Corrections

You have the right to request access to your personal information or ask us to correct it if it is inaccurate, incomplete, or outdated. We will respond within a reasonable timeframe.

4. Photograph & Image Policy

4.1 Core Principles

Privacy First – Protecting the identity and dignity of our community is central.
Respect & Consent – We seek written consent before using identifiable images in public materials.
AI Preference – Wherever possible, AI-generated imagery is used to represent our programs without relying on real participant images.

4.2 Use of Real Images

Consent Required – No identifiable image is used without consent.
Clear Purpose – Consent forms outline where and how the image will appear (e.g., website, social media, reports).
Right to Withdraw – You may withdraw consent at any time, and the image will be removed from future use as soon as practicable.

4.3 Restrictions

Images of children are only used with parental/guardian consent.
Covert or unauthorised photography at programs or events is strictly prohibited.
Images may not be used in a way that misrepresents or exploits individuals.

4.4 Storage & Security

Personal information is stored securely to prevent unauthorised access, misuse, loss, or disclosure.
Digital Records – Information collected by Spectrum 3 INC is stored in secure systems with password protection, encryption where appropriate, and restricted staff access.
Physical Records – Any paper-based records are kept in locked storage on our premises, with access limited to authorised personnel.
Images & Media – Photographs, videos, and consent documentation are stored securely and managed in line with our privacy protocols.
Security Footage – Spectrum 3 INC may use security cameras on and around our premises to help ensure the safety of staff, participants, and visitors. Security footage may capture individuals when entering, leaving, or moving within the premises. This footage is stored securely, accessed only by authorised personnel, and may be disclosed if required by law or in response to a safety or security incident. Spectrum 3 INC is not responsible for any 3rd party CCTV or security on or around the premises.

5. Website Privacy Notice

When you visit our website, we may collect:

Personal information you provide via forms, donations, or subscriptions.
Non-personal data (browser type, pages visited, time on site) via cookies and analytics tools.

We use this information to:

Respond to enquiries and provide updates
Process donations and registrations
Improve website performance and user experience
Comply with legal obligations

Cookies may be disabled in your browser settings, though this may affect site functionality.

6. Complaints & Concerns

If you believe your privacy rights have been breached, you can lodge a complaint with Spectrum 3 INC. We will acknowledge complaints within 5 business days and aim to investigate within 30 days.

If you are unsatisfied with our response, you may escalate your concern to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

Use the contact form below to voice any concerns in writing. When issues are verbally reported, the reporter will be asked to report online as we are a small organisation and this is our main tracking mechanism.

7. Review & Updates

This policy is reviewed regularly to reflect legal updates, organisational practices, and community expectations.

Last Updated 02/10/2025