Melbourne Christian Aid                 Association (MCAA)

Privacy Policy

Effective Date: September 2026

Organisation: Melbourne Christian Aid Association (MCAA)

1. Our Commitment to Privacy

Melbourne Christian Aid Association (MCAA) respects the privacy of its members, applicants, families, volunteers, committee members and other people who interact with the Association.

MCAA is committed to handling personal information responsibly, securely and only for legitimate Association purposes.

2. Information We May Collect

MCAA may collect personal information including:

• Full name
• Residential or postal address
• Telephone number
• Email address
• Date of birth or age, where required
• Membership details and membership number
• Details relating to a spouse or family members, where relevant to membership
• Children's names, dates of birth or ages where required for membership or Association purposes
• Membership contributions, payments and other relevant financial records
• Emergency contact information
• Records of communications with MCAA
• Other information reasonably required to administer membership or provide Association services

MCAA will aim to collect only information that is reasonably necessary for its activities.

3. Why We Collect Personal Information

MCAA may use personal information to:

• Process and manage membership applications
• Maintain accurate membership records
• Communicate with members
• Administer membership contributions and payments
• Organise meetings, Annual General Meetings, events and Association activities
• Provide assistance or benefits available under MCAA's rules and policies
• Maintain appropriate records of members and their eligible family members
• Meet legal, regulatory, governance and reporting requirements
• Protect the legitimate interests, security and administration of MCAA and its members

Personal information should not be used for unrelated purposes without an appropriate basis or permission.

4. Children's Information

MCAA recognises that information relating to children requires particular care.

Where information about a member's child is reasonably required, MCAA will seek to collect only the information necessary for the relevant membership or Association purpose.

Access to children's information should be restricted to authorised persons who require it for legitimate MCAA activities.

MCAA will periodically review whether children's information remains necessary and should securely delete or de-identify information that is no longer required, subject to applicable legal and record-keeping requirements.

5. How Information Is Collected

MCAA may collect information through:

• Membership application and renewal forms
• MCAA's website
• Electronic forms
• Email and other authorised communications
• Meetings and Association activities
• MCAA's membership management systems, including Odoo
• Direct communication with members

Where reasonably practicable, personal information will be collected directly from the person concerned or, where appropriate, from their parent, guardian or authorised representative.

6. Storage and Security

MCAA takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Security measures may include:

• Password-protected systems
• Multi-factor authentication where available
• Restricted user permissions
• Limiting administrative access
• Reviewing access provided to committee members and other authorised users
• Removing access when a person's role ends
• Appropriate backup and security procedures
• Secure handling of physical and electronic records

Members and committee members must not unnecessarily copy, download, distribute or share membership information.

7. Odoo and Other Service Providers

MCAA may use third-party technology and service providers, including Odoo, to operate its website, membership database, communications and administrative systems.

Where third parties process personal information on MCAA's behalf, MCAA will seek to use appropriate providers and take reasonable steps to understand how those providers store, process and protect the information.

Some service providers may store or process information outside Australia. Where relevant, MCAA will consider the privacy and security implications of such arrangements.

8. Disclosure of Personal Information

MCAA will not sell or trade members' personal information.

Personal information may be disclosed where:

• It is necessary for legitimate MCAA activities;
• The individual has consented or would reasonably expect the disclosure;
• A service provider requires the information to provide an authorised service to MCAA; or
• Disclosure is required or authorised by law.

Access to MCAA's membership database should be limited to authorised persons with a genuine need to access the information.

9. Photographs and Events

MCAA may take photographs or recordings at meetings, events or community activities.

Where photographs or recordings are intended for publication on MCAA's website, social media or promotional materials, MCAA should consider whether consent is appropriate, particularly where children are identifiable.

10. Access and Correction

Members may contact MCAA to request access to personal information MCAA holds about them or to request correction of information that is inaccurate or out of date.

MCAA will respond to reasonable requests in accordance with its applicable legal obligations and organisational procedures.

11. Retention and Deletion

MCAA will aim not to retain personal information longer than necessary.

Information that is no longer reasonably required should be securely deleted or de-identified, unless MCAA is required or reasonably needs to retain it for legal, financial, governance, dispute-resolution or record-keeping purposes.

12. Data Breaches

If MCAA becomes aware of unauthorised access, disclosure, loss or misuse of personal information, it will assess the incident and take appropriate steps to contain and address it.

Where applicable law requires notification to affected individuals or a regulatory authority, MCAA will take appropriate steps to meet those obligations.

Members should promptly report suspected privacy or security incidents to the MCAA Committee.

13. Privacy Complaints and Enquiries

Anyone with a question, concern or complaint regarding MCAA's handling of personal information may contact the MCAA Committee.

MCAA will endeavour to investigate and respond to privacy concerns appropriately and within a reasonable period.

14. Changes to This Policy

MCAA may review and update this Privacy Policy from time to time to reflect changes in its activities, technology, practices and applicable privacy requirements.

The current version should be published on MCAA's website.

Privacy Notice for the MCAA Membership Form

Your Privacy

MCAA collects the personal information provided in this form to process and administer your membership, maintain membership and family records, communicate with you, administer member contributions and provide MCAA services and benefits.

Your information will be accessible only to authorised persons where reasonably required for MCAA activities. MCAA will take reasonable steps to protect your information from unauthorised access, loss, misuse or disclosure.

Where you provide information about your children or other family members, please ensure that you are authorised to provide that information.

For further information about how MCAA handles personal information, please read the MCAA Privacy Policy available on our website.

Consent