Privacy Statement

Introduction

Aboriginal Hostels Limited (AHL) adopts best privacy practice. AHL adheres to the 'Guidance for agency websites: ‘Access to information' webpage', issued by the Office of the Australian Information Commissioner (OAIC). AHL seeks to comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 in its handling of personal information.

This page explains the type of personal information that is collected by AHL, for what purpose and how such information is used, if that information is disclosed and to whom, and addresses other relevant policies.

All privacy concerns should be made in writing and directed to:

FOI Contact Officer
Aboriginal Hostels Limited
PO Box 30
WODEN ACT 2606

or email: foi.officer@ahl.gov.au

Information about how an individual may seek access to and correction of the personal information held about them by AHL or make a complaint about AHL’s compliance with the APPs is set out in AHL’s privacy policy.

Information AHL Collects

Your email address

AHL will only record your email address if you send us a message. It will only be used for the purpose for which you have provided it and will not be added to a mailing list. We will not use your email address for any other purpose, and will not disclose it without your consent (unless required or authorised to do so by or under law).

AHL online Resident Survey

Once a year, AHL conducts an online survey of its residents to determine the level of service being received and what can be done to improve our services. Only nominated AHL staff view these survey responses for the purpose of collating the information and reporting the statistical data. The information provided in the survey remains private and confidential and is not viewed by Hostel Managers, Hostel Staff, Houseparents or Residential Youth Workers. Survey material is used to report statistical data to the Australian Minister for Indigenous Affairs and other government departments to improve services provided to Indigenous Australians.

Photos

AHL periodically collects photos of residents to be used on the AHL website or for AHL publications such as the Annual Report or Hostel News. When staff take these photos, a consent form is provided that is signed by the person photographed to allow AHL to include the photos in publications or on our website.

Resident information collected and stored in AHL’s Reservation Management System (RMS)

AHL’s Reservation Management System, RMS, collects and stores information for all its residents who stay at hostels, and organisations who refer residents to AHL. The data collected is used for the purpose of identifying residents and organisations. It is entered into the RMS database by authorised AHL staff. The primary information collected includes:

  • Resident Name
  • Organisation Name
  • Resident Address
  • Organisation ABN
  • Resident Date of Birth
  • Organisation Address
  • Resident Contact Details
  • Organisation Contact Person
  • Resident Next of Kin
  • Organisation Contact Details
  • The last 4 digits of some form of acceptable ID

The information collected is housed in an information security registered secure facility, held by an Australian cloud based provider – RMS. The RMS systems and facilities have been assessed by AHL as meeting the requirements of the Australian Privacy Principles (APPs).

Vendor information collected and stored in AHL’s Financial Management Information System

AHL’s Financial Management Information System, Great Plains (GP), collects and stores information for all its vendor and debtor accounts as these form part of the invoicing issuance and payment process. The primary information collected includes:

  • Vendor/Debtor Name
  • Vendor/Debtor Category
  • ABN
  • Vendor/Debtor Type
  • Address
  • Vendor/Debtor Email
  • Contact number
  • BSB and Account # (vendors only)

This information is collected from AHL vendors and debtors, and only authorised AHL staff in the Finance Division have access to the data in GP. The data is stored on a secure data centre located in Australia which meets Australian Government protective and information security policy. The collected information is used as follows:

  • Debtors:
    • Invoice issuance for debt recovery purposes. The invoice will include the name and address of the debtor. This stored information is automatically merged into an account receivable tax invoice.
  • Vendors:
    • Invoice payment process and vendor account setup.

How we collect information

The Internet, including the AHL website, does not provide secure transmission of data. The Internet is an insecure medium and users should be aware that there are inherent risks transmitting information across the Internet. Information submitted unencrypted via email or web forms may be at risk of being intercepted, read or modified.

If you do not wish to email or send an online form to AHL, you can send mail through the post at the address above.

Information disclosed

Information provided to AHL will only be used for the purpose for which you have provided it and, unless required our authorised by or under law, will not be disclosed to any other party unless otherwise stated.

Other sites

The AHL website contains links to other sites. AHL is not responsible for the privacy practices or the content of these websites.

Clickstream data

When you visit the AHL website, our Internet Service Provider (ISP) makes a record of your visit and logs the following information for statistical purposes – the user’s server address, the user’s top level domain name (eg .com, .gov, .uk etc), the date and time of the visit to the website, the pages accessed and documents downloaded, the previous site visited, and the type of browser used. No attempt will be made to identify users or their browsing activities except in the unlikely event of an investigation where a law enforcement agency may exercise a warrant to inspect the ISP’s log of files.

Cookies 

A cookie is a small file sent by AHL’s web server onto the user’s web browser software when the user accesses the AHL website. (A detailed explanation of cookies can generally be found on the website of the Office of the Australian Information Commissioner (OAIC)).

Some parts of the AHL website may use a cookie to maintain contact through a session. The cookie allows AHL to recognise you as an individual as you move from one page of the website to another. The cookie will expire on the close of your browser session, or on the closing down of your computer. Our copy of your information will be automatically deleted within 24 hours after you last access the website. This information is analysed to show broken links in our website, bottlenecks, or any other website problems. We use this information to redesign for efficiency of use. No attempt is made to identify anonymous users or their browsing activities unless legally compelled to do so, such as in the event of an investigation where a law enforcement agency may exercise a warrant to inspect the ISP’s log of files.

Glossary

Domain name - the code for the country or type of Internet connection a user comes from, such as, .com.au

Australian Privacy Principles - 13 principles established under the Privacy Act 1988. Australian government agencies must comply with these principles in their handling of personal information in their possession. The principles can be accessed at https://www.legislation.gov.au/Details/C2016C00979

Internet Service Provider (ISP) - a company or organisation that provides access to the Internet for users.

Law enforcement agency - an agency of the Australian, state or territory government such as the Australian Federal Police (AFP), which exercises powers such as executing a warrant to seize documentation or goods, or to search premises etc.