PRIVACY
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Eastern Regional Libraries Corporation (ERLC) is committed to upholding the principles of privacy as contained in the Federal Privacy Amendment (Private Sector) Act 2000, Victorian Information Privacy Act 2001, and any other relevant legislation.
The collection and handling of personal information that is held by Eastern Regional Libraries Corporation and the protection of this information fulfils the ten National Privacy Principles as outlined in the Federal Privacy Amendment (Private Sector) Act 2000.
Personal information is information that can identify an individual such as name, address and telephone numbers.
Sensitive information includes ethnic, religious, political, financial, taxation, credit card information, marital status, medical, sexual information and opinions about people.
collection
ERLC only collects personal information from its members when it is necessary and reasonable to do so.
The main collection point is the membership application form and all questions asked on this form are necessary to form the membership database of ERLC.
The information collected consists of the following:
- Form of address
- Name Address
- Telephone number
- Date of birth
This information is provided directly from the individual concerned, except in the case of minors when it is provided from a parent or guardian.
use & disclosure
ERLC does not use or disclose this personal information to any other outside persons, other than to a debt collection agency, and except in situations when required by law.
The information that is provided to ERLC by its members is necessary to enable it to carry out its main function of providing services to its members, including loans, reservations, accounts, computer bookings, customer surveys and customer feedback.
Some personal information may be used in the compiling of demographic statistics to enable the organization to provide a better service to its members.
data quality
ERLC takes reasonable steps to ensure that the personal information collected is accurate and up-to-date.
The membership database is regularly updated to ensure that correct and current information is held and having regular checks with its members of their addresses and telephone numbers.
The membership database is regularly purged to remove those members who have not used the services of ERLC for three years, except for the records of those members who have outstanding debts with ERLC.
data security
ERLC takes reasonable steps to ensure that personal information is protected from misuse and unauthorized access.
Membership forms are stored in a secure place and are shredded when no longer valid.
The ERLC computer system, where the personal information is stored, is protected by various security measures and is accessible to authorized personnel only.
openness
ERLC’s Privacy Policy is available for anyone to view in each branch library and on its web site.
Members are informed on the membership application form and on the web site that all information they provide is treated as private.
access & correction
Upon request, any person may ask to see their personal information that ERLC holds. They must have appropriate identification before this information will be released to them.
Identification that must be provided is the same as that required when becoming a member of ERLC.
Any incorrect information on the membership record will be corrected upon their showing proof of changes to be made.
If any person has a complaint, then the Complaints and Customer Feedback Procedure will be followed.
identifiers
ERLC assigns its own unique identifier to its members to enable it to carry out its functions and services.
A member’s unique identifier i.e. membership number, is not disclosed to any other parties at any time.
ERLC may ask its members to provide a unique identifier, when this is necessary to enable it to carry out any of its functions efficiently.
anonymity
Wherever it is lawful and practicable, individuals can have the option of not identifying themselves when entering transactions with ERLC.
transborder data flows
ERLC does not transfer any personal information outside Victoria, unless personal consent is obtained.
sensitive information
ERLC does not collect information of a sensitive nature.
