1. Purpose

Amateur Radio New South Wales Incorporated (“ARNSW”, “we”, “our” or “us”) is committed to protecting the privacy and confidentiality of personal information we hold about our members, volunteers, donors, event participants, website users, suppliers and other stakeholders.

This Privacy Policy explains how we collect, use, store, disclose and manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Scope

This policy applies to personal information collected or handled by ARNSW in connection with:

• membership applications, renewals and administration;
• use of VK2Connect and other ARNSW digital services;
• events, training, meetings and club activities;
• communications, newsletters and member support;
• volunteer, committee and governance activities; and
• general enquiries, donations, supplier relationships and community engagement.

3. Collection of Information

We only collect personal information that is reasonably necessary for our functions and activities. This may include:

• identity and contact details such as your name, postal address, email address and telephone number;
• membership information such as your membership status, callsign, licence details, areas of interest and branch affiliations;
• account information used to access VK2Connect or other ARNSW systems;
• payment and transaction details for memberships, event registrations, donations or merchandise purchases;
• communication records including emails, forms, support requests and correspondence with ARNSW;
• event and participation information relevant to ARNSW activities, awards, training or volunteer roles; and
• technical information such as website usage data, IP address, browser information and system logs where collected through our digital platforms.

We generally collect information directly from you through membership forms, renewals, event registrations, emails, phone calls, online portals and other normal interactions with ARNSW.

4. Use of Information

ARNSW may use personal information for purposes including:

• processing and managing membership applications and renewals;
• providing access to VK2Connect and other member services;
• communicating with members about ARNSW activities, notices, governance matters and updates;
• administering events, training, examinations, awards and club programs;
• processing payments, donations and financial records;
• supporting volunteer coordination and internal administration;
• maintaining the security, integrity and performance of our website and portal systems; and
• meeting legal, regulatory and governance obligations.

We do not use personal information for unrelated marketing purposes without consent. Where promotional communications are sent, they will relate to ARNSW activities, benefits or services and will comply with applicable law.

5. Disclosure of Information

ARNSW does not sell, rent or trade personal information. We may disclose information where reasonably necessary to:

• service providers who help us operate our website, portal, payment systems or communications;
• event organisers, volunteers or office bearers involved in delivering ARNSW activities and services;
• professional advisers such as accountants, auditors, insurers or legal advisers;
• regulators, government agencies or law enforcement where required or authorised by Australian law; or
• other parties where you have provided consent or where disclosure is otherwise permitted under the Privacy Act 1988 (Cth).

Where third parties handle personal information on our behalf, we take reasonable steps to ensure they do so securely and appropriately.

6. Data Storage and Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. Measures may include:

• secure hosting environments and access controls;
• password protection and role-based access to systems and records;
• system monitoring, updates and routine administrative controls;
• restricted access to information based on operational need; and
• secure destruction or de-identification of information when it is no longer required.

While we take reasonable precautions, no method of electronic storage or transmission is completely secure. We encourage users to protect their login credentials and notify us if they suspect unauthorised access.

9. Website and Portal Information

Our website and VK2Connect portal may collect technical information to help us operate, maintain and improve our digital services. This may include browser type, device information, pages visited, timestamps, referring pages and IP address.

We may use cookies or similar technologies where necessary for login sessions, preferences, security and site performance. You may be able to manage cookie settings through your browser, though some features may not function correctly if cookies are disabled.

Our website or portal may include links to third-party websites. ARNSW is not responsible for the privacy practices of those external sites.

10. Complaints and Enquiries

If you have a question about this policy or believe your privacy has been affected, please contact ARNSW at secretary@arnsw.org.au.

We will consider your enquiry or complaint and respond as promptly as practicable. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Postal contact details may also be published on the ARNSW website from time to time.

11. Policy Review

This policy may be updated from time to time to reflect changes in ARNSW operations, legal requirements or best practice.

The current version will be made available through ARNSW channels, including VK2Connect and, where applicable, the ARNSW website at https://www.arnsw.org.au.

12. Summary

ARNSW is committed to handling personal information responsibly, lawfully and transparently. We value the trust of our members and community and aim to protect privacy across our services, activities and digital platforms.