Last Updated: 18 April 2023
1. Who are we and what do we do
Biopixel Oceans Foundation Limited (the Foundation) respects your privacy. The Foundation is a public not-for-profit charity and Approved Research Institute, with the primary objectives of advancing the natural environment and education through scientific research in connection with the ecology and biodiversity of oceans and marine life.
This policy explains how the Foundation collects your personal information and how we use, share, store and retain your personal information. In this policy, personal information means any information that relates to an identified or identifiable living individual.
2. How to contact us
Contact the Foundation
You can contact the Foundation:
By post at Biopixel Oceans Foundation Legal, PO BOX 10769, Brisbane QLD 4001
By email at firstname.lastname@example.org
Contact our Data Protection Officer
If you have an enquiry regarding privacy, or you wish to raise a complaint, you can contact the Foundation’s Data Protection Officer by email at email@example.com.
3. Our collection of personal information
Whose information do we collect
We collect personal information from people who are connected to our operations and activities, including employees, volunteers, donors, grantors, advocates, partners, suppliers and service providers.
Information collected directly from you
The personal information we collect directly from you will be apparent from the context in which you provide the information. In particular, we may collect your name, email address, phone number, company name, employer and any other information you choose to provide directly to us: (i) as part of your charitable or business relationship with us (ii) in response to marketing or other communications, (iii) through social media or online forums, (iv) in connection with a potential charitable or business relationship with us, (v) when you fill in an online form on our website or contact our team by phone or email, or (vi) when you give us your contact details in person.
Data from other sources
We may also collect personal information from other sources, such as our employees, volunteers, agents, partners, contractors and suppliers.
In some cases, we may also collect contact information from public sources or from third party service providers who licence your data to us. You can exercise any of your rights described in this Policy, including the right to ask us to erase your business contact information or object to the processing, by contacting our Data Protection Officer at firstname.lastname@example.org.
Data created through use of our website
We use Google Analytics for aggregated, anonymized website traffic analysis. In order to track your session usage, Google drops a cookie with a randomly-generated anonymised ClientID in your browser. This information is important to us for improving the user experience and determining site effectiveness.
4. How we use personal data
We rely upon a number of legal grounds as outlined in this section to ensure that our use of your personal data is compliant with applicable law.
When we process your data on the basis of legitimate business interests, we take measures and ensure safeguards are in place to protect your rights and interests.
Specifically, we process personal data:
a) To communicate with you as a donor, grantor, volunteer or advocate. This is so that we can encourage, facilitate and acknowledge your support and keep you informed of our activities, initiatives and programs;
b) To provide you with access to our website;
c) To assist you with your queries, for example, when you make an enquiry using the website, or when you subscribe to, or unsubscribe from, our distribution lists;
d) To enable us to deliver and improve our services;
e) To detect, prevent and address technical issues in the interests of business continuity and ensuring services operate as intended;
f) For direct marketing where you have expressed an interest in one or more of our services or research projects, completed an online form or otherwise indicated your interest in pursuing a business or charitable relationship, but only if we think you are able to reasonably expect at the time and in the context of collection of the data that processing for the purpose of direct marketing may take place. We do this in the interest of growing the Foundation’s support;
g) For the purposes of reporting to funding bodies or government agencies, and to comply with our legal obligations;
h) For the purpose of keeping our research and services safe and secure in the interests of prevention of fraud or misuse of our services and protection of the Foundation’s database;
i) For the investigation and enforcement of legal claims, debt collection via out-of-court procedures and other dispute resolution procedures to enable us to ensure that the Foundation’s rights are protected and to seek remedies if necessary; and
j) To consider your application for a role with the Foundation, including as an employee, contractor or volunteer.
Contractual and pre-contractual business relationships.
We use personal information for the purpose of entering into business relationships with prospective partners, suppliers and service providers, and to perform contractual obligations under contracts with partners, suppliers and service providers.
Activities that we may conduct in this context include:
a) partner and vendor management, accounting, auditing, billing and debt collection activities;
b) credit worthiness checks and vendor risk management;
c) communications regarding the services we provide or receive, future business relationships and related support services;
d) investigating complaints and carrying out dispute resolution; and
e) administering the Foundation’s agreement with each partner, supplier and service provider.
If you consent, we may process your data or share it with third parties for the purposes of marketing, advertising and related analytics.
If our data collection or processing is based on your consent, you may at any time withdraw your consent with effect for the future by email to email@example.com.
We will retain your information for only as long as there is a business or legal need.
5. Who the Foundation shares personal information with
Government, Law Enforcement and Regulatory Bodies
We may share personal information with government, law enforcement and regulatory bodies where this is required for the Foundation to comply with legal and regulatory obligations.
We may share your information with a limited number of third party service providers who we engage to perform tasks or provide capabilities on our behalf, such as payment systems operators, our partner relationship management software providers and email service providers.
We may also share your information with the Foundation’s legal, accounting, human resources and ﬁnancial advisers.
Purchasers of the Foundation.
If the Foundation or substantially all of its assets are acquired by a third party, the personal information held by it about its supporters, donors, grantors, volunteers, partners, suppliers and service providers will be one of the transferred assets.
Credit reference bureaus
We may share personal information with credit reference bureaus for the purpose of preparing credit reports or evaluation of creditworthiness.
The organisations that the Foundation shares personal data with are located throughout the world, but predominantly in the United States, United Kingdom, European Union, Singapore and Australia. If you are in the European Union, some of the countries to which data will be transferred in our use of service providers, such as the United States and Australia, may not necessarily have data protection laws as comprehensive or protective as those in your country of residence. Biopixel Oceans Foundation has adopted internal policies and implemented measures to ensure appropriate and suitable safeguards are in place in relation to such transfers. You can request more information at firstname.lastname@example.org.
6. Your rights and choices
Depending on your location and subject to applicable laws, you may have the following rights with regard to the personal information we control about you:
a) The right to request access to and rectification of personal information relating to you;
b) The right to request that we erase your personal information in certain circumstances provided by law;
c) The right to request that we restrict our use of your personal information in certain circumstances, such as while we consider another request that you have submitted;
d) Where the processing of your personal information is based on your previously given consent, you have the right to withdraw your consent at any time;
e) The right to object to the processing of your personal information for direct marketing purposes or on grounds relating to your particular situation.
You can exercise the above rights by contacting us at email@example.com.
You also have the right to lodge a complaint with your local supervisory authority, which will vary depending on your location.