Privacy policy

The PDPA Act defines Personal Information as:

"…information or an opinion (including information or an opinion forming part of a database) that is recorded in any form and whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion, but does not include information of a kind to which the Health Records Act 2001 applies.”

Sensitive Information is a sub-set of personal information.

The PDPA Act defines sensitive information as personal information about an individual's:

"…racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual preferences or practices or criminal record."

Health Information is defined in the Health Records Act 2001 as:

“…information or an opinion about (i) the physical, mental, or psychological health (at any time) of an individual; or (ii) a disability (at any time) of an individual” where the Health Information is also personal information.”

This Policy uses the term ‘Information’ to include Personal, Sensitive and Health information as defined above.

When collecting Information, Geelong Arts Centre will take reasonable steps to advise you at the time of collection the type of Information that is being sought, for what purpose/s, the intended use, whether any law requires the collection, whether the Information will be disclosed, the implications, if any, of not providing the Information and how you can contact us. The amount and type of Information we collect from you will vary depending on the different ways in which you engage with us as described below.

Geelong Arts Centre will collect Information directly from you where possible but may also collect information about you from another person, agency or third party. Where reasonably practicable, Geelong Arts Centre will notify you when information about you has been collected from third parties.

Geelong Arts Centre may occasionally seek Sensitive Information or Health Information, such as ethnic origin or accessibility requirements, however providing this Information is voluntary. In most cases it is not essential for the Geelong Arts Centre to have this information in order to provide services to you.

If you visit the Geelong Arts Centre or any of its venues, the Information that we collect about you may include your name and contact details, details of our interactions with you (for example, feedback you have given to us or records of conversations you have had with our employees), details of transactions you have made with us and your image, for example, if you are filmed or photographed while attending an event or if you are captured on Closed Circuit Television (CCTV).

If you are filmed or photographed while attending an event or program at Geelong Arts Centre or while using our services, we may reproduce your image and/or voice in audio, video, or photographic display or other transmission, exhibition, broadcast, communication, publication or reproduction in any medium or context for marketing, publicity and/or reporting purposes without further authorisation by, or compensation or attribution to, you. We will notify you via our digital signage if we film or photograph you at an event and you may request not to be filmed or photographed.

For those under 18 years of age and those from diverse communities (such as First Nations, culturally and linguistically diverse (CALD), LGBTQI+ or people with disabilities) who are invited to attend and/or participate in particular events, we will seek explicit permission to use images, video and/or voice recordings prior to use of such images, videos and/or voice recordings for marketing, publicity and/or reporting purposes.

If you enquire about tickets or purchase ticket/s through the Geelong Arts Centre website or physical box office, we need to collect Personal Information about you such as your name, address, telephone number and email address so that we can contact you in the case of an event cancellation or to notify you of a change of event details or for replacement of lost tickets. We may collect Information about transactions that you have made with us or our authorised ticketing agents (for example, the events you have attended or booked tickets to attend) and your credit card details are used to process your payment only and are not retained or held by us. We may also collect your opt-out preferences for receiving communications from us or the presenters and promoters. We may also collect Information relating to any accessibility requirements related to the tickets you are purchasing.

If you visit Geelong Arts Centre’s website/s or contact us via social media, the Information we collect may include your name and other contact details, your preference as to whether you want to receive communication from us and details of any transactions you make such as the purchase of a ticket as well as any other details you provide to us through your use of our website or social media (for example, if you register to be on our mailing list or send us messages or comments via our website or social media).

Our website and social media channels use cookies and pixel placements to collect non- identifiable user information. This information is not personal, sensitive or health information. For example, our server automatically recognises and stores the visitor's domain name, but not their email address.

If you are a member, donor, partner, venue hirer, or if you connect with Geelong Arts Centre through fundraising, marketing or schools and community programs, the Information we collect may include your name and other contact details, records relating to your connection with us, in whatever capacity, details of the donations, bequests and contributions you have made to us, events you have participated in and your accessibility requirements (if any), your cultural or ethnic identity, services you have received from us and your billing information. If you have subscribed to Geelong Arts Centre, you may be asked to participate in surveys which may request additional Information from you.

If you apply for a job with Geelong Arts Centre, are employed by us or volunteer with us, the Information we collect may include your legal name, date of birth, image, gender, next of kin, identity document details, employment history and educational background, details of a health diagnosis that is relevant to your role, tax file number, information from police checks, working with children checks (or similar permits and licenses) information about your right to work in Australia and Information about you from any third parties that you nominate as your referees in your application.

If you are our business contact for Geelong Arts Centre, we may collect Information if you are from a government agency or in company with whom we deal, for example, if you are supplying us with goods or services. We generally do not collect information about you if you do not fall into one of the above- mentioned categories.

Anonymous transactions with Geelong Arts Centre - Geelong Arts Centre will endeavour to answer most general enquiries anonymously. Where it is lawful and practicable to do so, customers may transact with Geelong Arts Centre without providing Information. Customers wishing to purchase tickets without providing any Information can make an EFTPOS transaction in person at our Box Office. However, it’s important to note that if we do not collect certain Information about you at the point of sale, we will not be able to contact you in the case of an event cancellation or venue change, for example.

If you wish to remain anonymous while using our website, you may set your browser to either prompt or refuse cookies. Please note that rejecting cookies will disable your browser from purchasing tickets from our website.

The purpose/s for which Geelong Arts Centre uses your Information depends on how you deal with us and the purpose for which it was collected. We may use your personal information for the same purpose/s that we collected it for. We may also use it for secondary purpose/s related to the primary purpose/s of collection where you would reasonably expect us to. For example, if we have collected your personal information in connection with one fundraising appeal, we may use that information to contact you about future appeals.

If you engage with Geelong Arts Centre as a visitor, member or donor we may use your Information to administer our events, programs, exhibitions and services, process payments, deliver customer service to you, conduct quality assurance activities, carry out internal functions including administration, training, accounting, audit and information management, respond to and/or resolve feedback provided by you, comply with laws and regulations including reporting to funding and government agencies, send you information about our programs, events fundraising and donor activities.

If you engage with Geelong Arts Centre as a potential candidate or employee, we may use your Information to process your application, verify your identity, carry out internal functions, including administration, training, accounting, audit and information management, comply with laws and regulations and to report to funding and government agencies.

Geelong Arts Centre website/s
The Geelong Arts Centre will use Information collected online to provide you with our products and services (for example, to process your online purchases), to contact you in the case of an event cancellation or a change of venue, and, if you agree, for Geelong Arts Centre's marketing purposes.

We use cookies collected for tracking the statistics of our website which allows us to better understand our users, personalise their experience, improve the layout and functionality of our website and enable remarketing functionality. This tracking is conducted in such a way to ensure the anonymity of visitors to the website - in this context the cookie may identify your computer - but it should not identify you. If you make a purchase through our website, we use your credit card details to process your payment securely using an accredited Internet payment security system which does not store this Information.

Sometimes our website contains links to third party websites for your convenience and information. When you access a non-Geelong Arts Centre website, please understand that Geelong Arts Centre is not responsible for the privacy practices of that site. We suggest that you review the privacy policies of each site you visit.

Closed Circuit Television (CCTV)
Geelong Arts Centre’s venues and facilities are equipped with Closed Circuit Television (CCTV) cameras. CCTV cameras are used to protect the safety of staff and visitors and for where necessary to fulfil Geelong Arts Centre’s functions or activities, operational, planning and evaluation purposes.

CCTV Information is used in accordance with Victorian and Commonwealth surveillance legislation, the PDPA Act, the Public Records Act 1973 (Vic) and other applicable laws. Retention periods vary and we will only retain CCTV information for longer periods if the information is saved within that period in response to a specific request for an authorised purpose.

Other images of you
If you are filmed or photographed while attending an event or program at Geelong Arts Centre or while using our services, we may reproduce your image and/or voice in audio, video, or photographic display or other transmission, exhibition, broadcast, communication, publication or reproduction in any medium or context for marketing, publicity and/or reporting purposes without further authorisation by, or compensation or attribution to, you. We will notify you via our digital signage if we film or photograph you and you may request not to be filmed or photographed.

We will seek explicit permission to use images and/or voice of those under 18 years of age and those from diverse communities prior to use of such images and or voice for marketing, publicity and/or reporting purposes.

Geelong Arts Centre will not release or provide access to Information to any other person or body, unless it has been authorised to do so by the person to whom the information relates; it is permitted or required to do so by law; and/or, it is appropriate or required for Geelong Arts Centre to perform its functions or activities.

Geelong Arts Centre will not sell, rent or trade personal information about you to or with third parties however, in the course of performing our functions and activities, we may provide Information about you to third parties in some circumstances as explained below.

Unless you specify otherwise, Geelong Arts Centre may disclose your contact details to show presenters or promoters so that they can provide you with promotional material about upcoming events.

We may also disclose your Information to third party contractors and service providers who work with us or to provide a service to you (for example, our contractors include a company which helps us to operate our computer systems and to send out our mail/email). If Geelong Arts Centre provides your Information to presenters, contractors or service providers, we require these organisations to agree to and comply with our Privacy Policy and the strict conditions governing how personal information is to be handled.

If you apply for a job with Geelong Arts Centre, we may disclose the Information you have provided to third parties, solely for the purpose of considering your application, for example in order to verify your identity

Geelong Arts Centre takes the security of Information very seriously and uses all available measures to protect stored Information. These measures include data security systems (to encrypt data and maintain access control policies) processes and technology safeguards across information, ICT personnel and physical security to protect Information from misuse, loss, unauthorised access, alteration and disclosure of information.

If you make a purchase through our website, we do not store your credit card details. Your payment is processed securely using an accredited Internet payment security system. With the combination of Geelong Arts Centre SSL encryption at our website and a secure browser at your end, we take all measures to ensure that your credit card details are protected when you make a purchase online.

Some Information we collect is stored in our service providers’ secure data centres in owned and managed servers based in New South Wales, Australia. If, under extenuating circumstances our technology infrastructure requires us to make use of cloud infrastructure or servers located outside Australia, we will only do so if confident that the recipient organisation protects privacy provisions to the extent that is required by Australian law and in line with obligations equivalent to the PDPA Act and/or we have obtained your consent, which in some cases may be implied.

Geelong Arts Centre destroys or permanently de-identifies Information that it no longer needs to fulfil its functions or activities. This process is undertaken in accordance with the Geelong Arts Centre Records Management Policy which aligns with the Public Records Act 1973 and the applicable Retention and Disposal Authorities.

Geelong Arts Centre employees are required, as a condition of their employment, to treat Information held by Geelong Arts Centre as confidential, and to maintain the confidentiality of that Information. If Geelong Arts Centre becomes aware that information has been inappropriately handled, Geelong Arts Centre will take steps to inform the individual/s of the incident and will take appropriate action to ensure that such a breach does not occur again.

Unique identifiers
The Geelong Arts Centre does not use or assign unique identifiers for individuals and uses a proprietary filing system.

Under the PDPA Act, you have a right to seek access to Information which Geelong Arts Centre holds about you. You also have the right to ask us to correct Information about you that is inaccurate, incomplete or out of date.

We will take reasonable steps to ensure that any Information it holds is kept accurate, complete and up to date. If you wish to access the Information that we hold about you, please set out your request in writing, including your contact details, to our Privacy Officer. Geelong Arts Centre will take necessary steps to verify the identity of any individual who requests access, or a correction, to their Information held by Geelong Arts Centre before considering the request. If you wish to discuss our method of providing access, please contact our Privacy Officer with your query.

Requests can be made by letter to the following address:

Privacy Officer
Geelong Arts Centre
PO Box 991
Geelong, VIC 3220

Geelong Arts Centre may change its Privacy Policy at any time. Geelong Arts Centre will make available this policy to anyone who requests it, whether at our offices or by use of our website.

For further information about privacy issues and the protection of privacy visit the Office of the Victorian Information Commissioner’s website at www.ovic.vic.gov.au/privacy

If you feel that Geelong Arts Centre is not complying with this Privacy Policy, or if you have other privacy concerns, please contact our Privacy Officer (using the following contact details and directing your enquiry to the Privacy Officer):

By email at boxoffice@geelongartscentre.org.au
By letter to PO Box 991, Geelong, VIC 3220
By telephone on (03) 5225 1200
In person at our Box Office - 50 Little Malop Street, Geelong VIC 3220