Our Privacy Policy

1.1    This Privacy Policy (Policy) applies to The Pink Elephants Support Network Ltd ABN 68 613 333 243 ("Pink Elephants", "we", ”our" or "us"), and describes how we collect, handle and protect the privacy of your personal information. 

1.2    Pink Elephants provides resources, information and peer support for anyone impacted by early pregnancy loss. We provide a single source of specialist support for anyone who has directly experienced early pregnancy loss, their family and friends and corporate partners or healthcare professionals seeking ways to help. 

1.3    We are committed to protecting your privacy and understand the importance of protecting your personal information. This Policy outlines the types of personal information that we usually collect, the purposes for which we collect it, to whom we disclose it, how we hold and keep it secure and your rights in relation to your personal information, including how to complain and how we deal with complaints.

1.4    We will handle your personal information in accordance with this Policy. 

1.5    In this Policy, personal information means any information or opinion about an identified individual or an individual who is reasonably identifiable, whether true or not.  It does not include information that is de-identified. 

1.6    This Policy does not apply to the personal information of our employees. We may change this Privacy Policy from time to time, by publishing changes on our website: https://www.pinkelephants.org.au/.

2.1    The types of personal information we collect about you depends on the dealings you have with us, and may include your:

(a)    name, email address and phone number;

(b)    location (state and post code), 

(c)    the name of the organisation you work for and your professional title; and

(d)    the content of any communications you have with us.

2.2    If you make a financial donation to us, we may also collect information about

(a)    your payment details; and

(b)    details of the financial contribution(s) you have made to PINK ELEPHANTS.  

2.3    If you are a Beneficiary or Volunteer in our Support Network, we may also collect information about your: 

(i)    age, 

(ii)    citizenship status and cultural background; 

(iii)    details of early pregnancy loss or fertility treatment, 

(iv)    marital status, family make-up and/or sexuality; and 

(v)    the results of any mental health survey you complete with us. 

2.4    If you are applying for a job with us, to be on our Board, or to otherwise provide services to us we may also collect your:

(a)    employment history and qualifications;

(b)    academic records;

(c)    references; 

(d)    medical information;

(e)    personal alternative contact details;

(f)    superannuation fund details; and

(g)    criminal history record and any required Working with Children checks.

3.1    Where possible and lawful, you may interact with us anonymously or using a pseudonym. For example, if you contact us with a general question we will not record your name unless we need it to adequately handle your question.

3.2    However, for many of our functions and activities we usually need your name, contact information and other details to enable us to provide our services or products to you.

4.1    We may collect personal information from or about you in different ways, including: 

(a)    from you directly when you interact with us, e.g. from our discussions with you via emails and other correspondence, when you complete a form or mental health survey or make a donation, and your interaction with our website and social media pages; 

(b)    through third parties with whom we interact in order to provide our services; and

(c)    publicly available sources, including social media pages, LinkedIn, Annual reports, news and media. 

4.2    If you apply for a job or contract position with us, we may also collect personal information about you from third parties and publicly available sources, including:

(a)    recruiters;

(b)    government departments to verify your entitlement to work in Australia;

(c)    police agencies to obtain your criminal history record;

(d)    academic institutions;

(e)    consulting medical practitioner;

(f)    superannuation fund provider;

(g)    your current or previous employers; or

(h)    your referees. 

When you visit our website, we may also use 'cookies' or other similar tracking technologies that help us remember your log-in details. Cookies are small files that store information on your computer, mobile phone or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser but our website may not work as intended for you if you do so.

6.1    We collect your personal information for the following purposes: 

(a)    Beneficiaries: to provide peer support, resources and information services, monitor and improve peer support outcomes;

(b)    Volunteers: to complete due diligence for training and engagement purposes in relation to peer support or other skilled volunteer services;

(c)    Individual Donors: to provide updates about Pink Elephants and to issue tax receipts;    

(d)    Representatives of Corporate Donors: to facilitate fundraising events, to provide information and updates about Pink Elephants and to issue tax receipts; 

(e)    Job Applicants: to facilitate our recruitment processes;

(f)    Board Members: to facilitate appointment to and appointment of, the Board.  

(g)    Service Providers: to administer the provision of services to PINK ELEPHANTS and payment for services.      

7.1    In the course of providing our products and services to you, we may disclose your personal information with the following:

(a)    employees, volunteers and staff of Pink Elephants, including peer support and marketing functions; 

(b)    third parties in order to provide our services, including website hosts Evenico (t/a Engonet Pty Ltd) and Salesforce and customer relationship database management support provider, Flowbuilders Pty Ltd;

(c)    organisations we contract to provide services on our behalf such as software suppliers and mail houses; 

(d)    our professional advisers, including lawyers, accountants and auditors; and

(e)    government agencies, regulatory bodies and law enforcement agencies, or other similar entities.

7.2    Some of these organisations may be located overseas, for example we use third party service providers located in the USA (such as Acuity Scheduling, Salesforce and Stripe) and Ireland (such as Stripe). 

8.1    We may use your personal information to identify a product or service that you may be interested in or to contact you about events, fundraising appeals and updates relating to Pink Elephants. We may, with your consent, use the personal information we have collected about you to contact you from time to time by email, phone SMS or mail to tell you about services and updates that we believe may be of interest to you.

8.2    You can withdraw your consent to receiving direct marketing communications from us at any time by unsubscribing from the mailing list by clicking on the link in the marketing communication or by contacting the Privacy Officer at contact@pinkelephantssupport.com.

9.1    We store your personal information electronically. We take reasonable and appropriate steps (including organisational and technological measures) to protect your personal information from misuse, interference and loss, as well as unauthorised access, modification or disclosure. 

9.2    We only keep your personal information for as long as it is required for the purpose for which it was collected or as otherwise required by applicable laws. If we no longer need to hold your personal information for any reason or we are no longer required by law to keep it, we will take reasonable steps to de-identify or destroy that information. These steps may vary depending on the nature of the information, the way it was collected and how it was stored.

10.1    We will endeavour to ensure that the personal information collected from you is up to date, accurate and complete. 

10.2    You may request access to, or correction of, the personal information we hold about you at any time by contacting Pink Elephants by email at contact@pinkelephantssupport.com or by post addressed to PO Box 323 Botany NSW 1455. We will need to verify your identity before responding to your request. Subject to any applicable exceptions or requirements, we will provide you with access to the personal information you request within a reasonable time and usually within 28 days. If we decide to refuse your request, we will tell you why in writing and how to complain.

11.1    You can make a complaint in writing to Pink Elephants by email at contact@pinkelephantssupport.com or by post addressed to PO Box 323 Botany NSW 1455. We will respond to you within a reasonable period of time to acknowledge your complaint and inform you of the next steps we will take in dealing with your complaint. Please include as many details as possible about your complaint which will help us to address the issues thoroughly.

11.2    If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) via the OAIC website, www.oaic.gov.au.

12.1    If you have a question or comment regarding this Policy or wish to make a complaint or exercise your privacy rights, please contact PINK ELEPHANTS on the following details: contact@pinkelephantssupport.com or by post addressed to PO Box 323 Botany NSW 1455