The South Australian Genealogy & Heraldry Society Inc (SAGHS / The Society) is committed to protecting personal information about its employees, volunteers, members, research clients and for living persons who may be subjects of family history research or publication.
Personal information is any information about an identifiable individual and includes:
- Name, age and gender.
- Home address and phone number. (Title and business contact details may be provided.)
- Marital status, nationality, ethnic origin and religion.
- Information regarding income, health and personal preferences.
The Society will only collect, store, use and disclose personal information as needed to:
- Establish, maintain or terminate relationships with employees, volunteers and members.
- Establish and maintain relationships with research clients.
- Undertake activities including recruitment, training, research and Society administration.
- Meet legal, regulatory or statutory requirements.
- The Society is responsible and accountable for maintaining, protecting and allowing access to personal information under its control, which it will achieve by maintaining reasonable physical, technical, and procedural security safeguards to prevent unauthorised access, use, disclosure, loss or modification..
- The Society will identify the purposes for which personal information is collected and how it will be used either before or at the time of collection.
- The Society will disclose to the individual from whom the personal information is being collected the purposes for which the information will be used.
- The Society will obtain in advance consent in writing from the individual to collect, use, store or disclose the personal information for the purposes that have been indicated, except where authorised or required to do so by law.
- Where possible, the Society will collect any personal information directly from the individual to whom it pertains. The Society will not collect personal information from a third party without the consent of both that party and the individual concerned unless legally entitled to do so.
- The Society will limit collection of personal information to only those details that are reasonable and necessary for the purposes intended.
- The Society will only disclose personal information for the purpose for which it has been collected, and not for any other purpose unless required by law or otherwise with the individual's prior consent.
- The Society will ensure that that personal information collected is kept as accurate, up-to-date and complete as possible to fulfill the purposes for which it was collected.
- An individual may request access to their personal information at any time to review content and accuracy, and have it amended as appropriate.
- The Society will, on request, provide the individual with information regarding personal information, how it has been used, and the Society's policies and practices relating to the management of personal information.
- Where information is prevented by law from disclosure or for any other reason, the Society will provide reasons for non-disclosure.
- The Society will destroy personal information records when it is reasonable to assume retention is no longer necessary for the purpose it was collected.
- The Society may publish databases that contain personal information on persons still living. The information in these databases has been gathered from public records released by governmental and other agencies, and is available elsewhere, often on the Internet.
- Member and other contributions to the Society may include information on living persons with or without their consent. Whilst the Society encourages contributors to be sensitive to privacy issues, the Society has no control over the content of these contributions.