The short version

We collect only what we need to run the website, look after our members and keep in touch. We use Stripe for card payments, Mailchimp for email, and Google for our email. We never sell your information. You can ask to see it, fix it or delete it, and you can unsubscribe from our newsletters at any time. Some of the services we use may handle data outside Australia. Under-16s can’t join as members.

Who we are

Friends of Perry Lakes Inc. (FoPL) is an incorporated community conservation association caring for Perry Lakes Reserve in Floreat, Western Australia. ABN 63 109 073 174.

We aim to follow the Australian Privacy Principles in the Privacy Act 1988 (Cth) as good practice, and our email practices follow the Spam Act 2003 (Cth).

Questions about this policy or your information? Contact our membership team at membership@friendsofperrylakes.org.

What we collect and why

Joining as a member. Your name, email, mobile number, date of birth, suburb and membership level (Individual or Family). For a Family membership, the names of other household members and, if you choose to give them, their email addresses. We also record that you accepted the Code of Conduct, this policy and the membership terms, with the date, time and version. We give you a member number (FOPL-0001 format). We use this to set up and run your membership. We use your date of birth to check you are 16 or over, and we keep it in your membership record.

Paying. Card payments go through Stripe. We never see or store your full card number. We keep a payment record: amount, date, status and the last four digits Stripe shows us. We use it for receipts, renewals and our financial records. [If auto-renewal from a saved card is confirmed: If your bank replaces your card, Stripe may receive the new expiry date or card number from the card network, so your renewal doesn’t fail.]

Volunteering and citizen science. If you fill in a volunteer or citizen science form, we collect the details you give us so we can contact you and organise activities.

Newsletters and updates. Your email address and membership status are held in Mailchimp so we can send newsletters and event news. If you choose a topic such as citizen science, that choice is stored as a tag.

Membership emails. We send welcome emails, receipts, renewal and expiry reminders, and notices about failed or cancelled payments from membership@friendsofperrylakes.org. These are needed to run your membership, so they don’t carry an unsubscribe link.

Photos and stories. If you share a photo or story through “Share your patch”, we publish it only if you tick the consent box. Committee and volunteer names and headshots appear on our About page.

Using the website. Our hosting provider keeps server logs, such as your IP address, browser type and the pages requested, for security and troubleshooting. [If Google Analytics is confirmed: We use Google Analytics to understand how people use the site, such as pages visited, time on site, device type and approximate location. It uses cookies and doesn’t tell us who you are. You can opt out with Google’s browser add-on at tools.google.com/dlpage/gaoptout.]

How we collect it and who we share it with

Mostly we collect information directly from you, through our forms, emails and payments. We don’t buy lists or collect information about you from other sources.

We share information only where it is needed to run the website and membership:

• Stripe processes card payments.
• Mailchimp holds our mailing list and sends newsletters.
• Google Workspace runs our association email accounts.
• Kinsta hosts the website and stores site data, form entries and member records.
• Google reCAPTCHA helps protect the join form from spam. It receives some browser data. [If Google Analytics is confirmed, add a bullet: Google Analytics measures how the website is used.]
• Google Maps, YouTube and ArcGIS content is embedded on some pages. These services may collect data when you load or use that content.
• Committee members who administer membership can see member records.

Links to Facebook, Instagram, YouTube and other sites open in a new tab. We don’t control those sites, so please check their own privacy policies.

We may also disclose information if the law requires it.

We don’t sell your information

We never sell or rent personal information, and we don’t share it for others’ marketing.

How we store and protect it

Site data, form entries and member records are stored in the website database at Kinsta in Melbourne, Australia. Kinsta takes regular backups and monitors the site for security threats. Access to member records is limited to the committee members who need it. No system is completely secure, but we take reasonable steps to protect your information.

How long we keep it

• Membership records: for the membership term, plus two years afterwards so we can contact lapsed members about renewing.
• Financial and payment records: seven years.
• Newsletter subscriptions: until you unsubscribe.
• Volunteer and citizen science forms: two years after your last activity.
• Published photos and stories: until you ask us to remove them.

When we no longer need information, we delete or de-identify it.

Overseas disclosure

Stripe, Mailchimp and Google may process and store data outside Australia, including in the United States. Our website itself is hosted in Melbourne, Australia. We choose well-known providers, but we can’t control the laws of other countries. By joining or subscribing, you accept that your information may be handled this way.

Cookies and similar technology

Our website uses cookies that WordPress and our membership login need to work, such as keeping you signed in. [If Google Analytics is confirmed: We also use Google Analytics cookies to measure how the site is used. We don’t use advertising cookies. If not confirmed: We don’t use analytics or advertising cookies.] Embedded content from Google Maps, YouTube and ArcGIS may set its own cookies. You can block or delete cookies in your browser settings, though member login may not work without them.

Children and photos

You must be 16 or over to join as a member. If you are under 18, please check with a parent or guardian before sharing a photo or story, especially one that shows a child. We publish photos only with consent, and you can ask us to remove one at any time.

Your choices and rights

You can ask us to:

• show you the information we hold about you
• correct anything that is wrong or out of date
• delete your information, unless we need to keep it by law (for example, financial records)

Email membership@friendsofperrylakes.org. We may need to check who you are first, and we’ll reply within 30 days.

Marketing email. You can unsubscribe from newsletters at any time using the link in every newsletter, or by emailing us. Membership emails such as receipts and renewal reminders are part of running your membership.

Complaints. If you’re unhappy with how we’ve handled your information, please tell us first and we’ll try to put it right. If you’re still not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We may update this policy from time to time. The current version is always on our website, and we’ll tell members about significant changes by email.

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Version: [1.0]. Effective: [date of launch].