Privacy, Data Protection and Records Policy

Purpose

Social Walks respects the privacy of the people who participate in, volunteer with and interact with our community. This policy explains the personal information we may collect, how we use and protect it, and the choices people have regarding their information.

We aim to collect only the information reasonably necessary to operate Social Walks, connect people with local walks and help keep our community safe.

Information we collect

• name, email address, phone number and account information;
• event registrations, attendance and check-in history;
• volunteer information;
• location information;
• communications and enquiries;
• photographs and video;
• information relating to incidents, complaints, safeguarding or safety matters; and
• technical information relating to use of our app or website.

We may occasionally collect health or other sensitive information where reasonably necessary for accessibility, safety, incident management or safeguarding.

Location information

The Social Walks app may request access to a user's location. We use location information to help people find walks near them and to confirm check-in when they are at a Social Walks location.

Users can manage location permissions through their device settings. Some app features may not work properly if location access is disabled.

How we use information

• create and manage accounts;
• help people find, register for and check in to walks;
• coordinate volunteers and activities;
• communicate with participants and volunteers;
• maintain participation records;
• respond to enquiries, complaints, incidents or safeguarding concerns;
• improve Social Walks and our technology; and
• meet legal, insurance or regulatory requirements.

We may also send Social Walks news and updates where permitted. People can unsubscribe from promotional communications at any time.

Sharing information

Social Walks does not sell personal information. We use third-party technology and service providers to help operate our app, website, communications and other services. These providers may process or store information on our behalf, including outside Australia.

We may also share information where reasonably necessary with insurers, professional advisers or authorities, or where required or authorised by law. Volunteers should only have access to participant information reasonably required for their role.

Security and records

Social Walks takes reasonable steps to protect personal information from loss, misuse, unauthorised access or disclosure. Access should be limited to people who reasonably need the information for their Social Walks responsibilities.

We keep personal information only for as long as it is reasonably required for legitimate operational, legal, insurance, safety, safeguarding or record-keeping purposes. When information is no longer reasonably required, we will take reasonable steps to delete, destroy or de-identify it where appropriate.

If a privacy or data security incident occurs, Social Walks will take reasonable steps to contain and respond to it and make any notifications required by law.

Children

The Social Walks app and online services are not intended for independent use by children. For Social Walks, a child is anyone under 18.

Children may participate in Social Walks only when accompanied and supervised by a parent or guardian. Where information about a child is reasonably required, Social Walks will aim to collect only what is necessary and handle it with appropriate care. Registration or check-in relating to a child should be managed by their parent or guardian where required.

Access, correction and deletion

People may contact Social Walks to request access to personal information we hold about them, ask for information to be corrected or request that information be deleted.

Some information may need to be retained for legitimate legal, insurance, safety, safeguarding or record-keeping purposes. We may take reasonable steps to confirm a person's identity before providing access to or changing personal information.

Privacy concerns

Questions, requests or concerns about how Social Walks handles personal information can be sent to info@socialwalks.com.au. Social Walks will consider privacy concerns fairly and respond within a reasonable time.

Review

This policy will be reviewed at least every three years or earlier where changes to Social Walks operations, technology or privacy requirements make a review appropriate.