Privacy Policy

Ear Foundation Australia (“Ear Foundation Australia”, “we”, “us”, or “our”) is committed to protecting your privacy and handling personal information in an open and transparent manner.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information obtained through our website, programs, services, fundraising activities, and communications.

Ear Foundation Australia provides hearing health services, screening programs, education and support activities. In providing these services, we may collect personal information and sensitive information, including health information relating to children.

By using our website or providing personal information to us, you acknowledge that your information will be handled in accordance with this Privacy Policy.

1. Who We Are

Ear Foundation Australia is a charitable organisation dedicated to improving hearing health outcomes for children and communities.

For privacy-related enquiries, please contact:

Ear Foundation Australia
PO Box 237
Northbridge WA 6865

Email: admin@earfoundation.org.au
Phone: (08) 9328 4574

2. The Information We Collect

The types of personal information we collect depend on the nature of your interaction with us.

Personal Information

We may collect:

• Name
• Email address
• Telephone number
• Postal address
• Donation information
• Communication preferences
• Information you provide in forms, enquiries, surveys or correspondence

Health Information

Because Ear Foundation Australia operates hearing health programs and audiology-related services, we may collect health information where necessary.

This may include:

• Information about a child’s hearing or ear health
• A child’s age
• Information provided by a parent, guardian or carer when requesting services

Health information is considered sensitive information and is given additional

3. How We Collect Information

We collect personal information directly from you when you:

• Submit a booking request
• Make a donation
• Sign up for our newsletter
• Contact us by email, telephone or website form
• Participate in our programs or events
• Interact with our website

We may also collect certain technical information automatically when you visit our website.

4. Booking Requests

When you submit a hearing test or callback request through our website, we may collect:

• Parent, guardian or carer name
• Email address
• Phone number
• Child’s age
• Details contained in your message

These requests may include information relating to a child’s hearing or ear health and therefore may constitute health information.

Website booking request submissions are stored within our website systems and may also be accessible to authorised personnel who assist in responding to enquiries and arranging appointments.

By submitting a booking request, you consent to us collecting and using this information to respond to your enquiry and provide services.

5. Donations

When you donate through our website, we collect information required to process and acknowledge your donation, including:

• Name
• Email address
• Donation amount

Credit card and payment details are processed directly by Stripe and are not stored on our website.

Where you establish a recurring or monthly donation, Stripe maintains the ongoing payment arrangement in accordance with its own privacy practices.

We use donation information to:

• Process donations
• Issue receipts
• Respond to donor enquiries
• Maintain financial and taxation records
• Communicate with donors where appropriate

6. Newsletter Subscriptions

Visitors may subscribe to our newsletter by providing their email address.

By subscribing, you consent to receiving email communications from Ear Foundation

Australia about:

• Our programs and services
• News and organisational updates
• Events and community activities
• Fundraising campaigns and appeals
• Stories demonstrating the impact of our work

You may withdraw your consent at any time.

All marketing communications sent by Ear Foundation Australia will identify us as the sender and include our contact details. Each marketing email will contain a functional unsubscribe facility, allowing you to opt out of future communications at any time. We will process unsubscribe requests promptly and in accordance with applicable law.

7. Contacting Us

If you contact us through our website, email, telephone or other channels, we may collect:

• Your name
• Contact details
• Information contained in your enquiry or correspondence

We use this information to respond to your request and maintain records of communications.

8. Website Analytics, Cookies and Technical Information

When you visit our website, certain information may be collected automatically.

This may include:

• IP address
• Browser type
• Device information
• Date and time of visits
• Pages viewed
• Referring websites
• Approximate geographic location

Google Analytics

We intend to use Google Analytics 4 to better understand how visitors use our website and improve user experience.

Google Analytics may collect information through cookies and similar technologies, including device identifiers and usage information.

Data collected by Google Analytics may be processed by Google on servers located in Australia or overseas.

Cookies

Our website uses cookies and similar technologies to:

• Maintain website functionality
• Improve website performance
• Measure website usage
• Protect against fraud and misuse

You may manage cookie settings through your web browser, although disabling cookies may affect website functionality.

Maps

Our website uses mapping services provided by Mapbox. When map features are used, Mapbox may receive your IP address and other technical information necessary to deliver mapping services.

Hosting and Logs

Our website hosting provider records standard server logs which may include:

• IP addresses
• Browser information
• Access dates and times
• System activity information

Website backups may also contain copies of website form submissions and related information.

The location of our hosting provider and associated data storage facilities is currently being confirmed and will be updated in this Policy when available.

9. How We Use Personal Information

We use personal information to:

• Provide hearing health services and support
• Respond to enquiries
• Arrange appointments
• Deliver programs and services
• Process donations
• Issue receipts
• Communicate with supporters
• Send newsletters and marketing communications
• Improve our website and services
• Meet legal, regulatory and reporting obligations
• Protect our systems and prevent fraud

We will only use personal information for purposes reasonably related to those described in this Policy unless otherwise required or permitted by law.

10. Disclosure of Personal Information

We may disclose personal information to:

• Employees and authorised representatives of Ear Foundation Australia
• Professional advisers, auditors and insurers
• Information technology and website service providers
• Hosting and backup providers
• Stripe for payment processing
• Government agencies, regulators or courts where required by law

We do not sell personal information to third parties.

11. Overseas Disclosure

Some service providers engaged by Ear Foundation Australia may store or process information outside Australia.

In particular:

• Donation payments are processed through Stripe, which may transfer information to systems located outside Australia, including the United States.
• Certain website, analytics, storage, communications or cloud service providers may store information in overseas jurisdictions.

Where overseas disclosure occurs, we take reasonable steps to ensure service providers handle personal information appropriately and consistently with Australian privacy obligations.

12. Children’s Information

Ear Foundation Australia provides services and programs that support children.

Where appropriate, personal information and health information relating to children is collected from a parent, guardian or authorised carer.

We take additional care when handling children’s personal information and sensitive health information.

13. Stories, Photographs and Published Information

Our website may publish:

• Staff and board member names
• Staff and board biographies
• Professional photographs
• Stories of impact
• Photographs and experiences of children, families and communities

We seek appropriate permission and consent before publishing personal stories, photographs or identifying information.

Where stories involve Aboriginal children, families or communities, Ear Foundation Australia aims to respect applicable cultural protocols and community expectations regarding imagery and personal information.

14. Storage, Security and Retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Security measures may include:

• Access controls
• Secure hosting environments
• Password protection
• Backup and recovery systems
• Restricted staff access

We retain personal information only for as long as reasonably necessary to:

• Provide services
• Maintain operational records
• Meet legal and financial obligations
• Resolve disputes
• Protect organisational interests

Booking and enquiry forms may be periodically reviewed and deleted when no longer required.

Donation records may be retained for longer periods where required under taxation, charity, financial reporting or other legal obligations.

15. Access and Correction

You may request access to personal information we hold about you.

You may also request correction of information that is inaccurate, incomplete, outdated or misleading.

Requests should be directed to:

admin@earfoundation.org.au

We may need to verify your identity before providing access or making corrections.

16. Complaints

If you believe we have mishandled your personal information, please contact us using the details in this Policy.

We will investigate your complaint and respond within a reasonable timeframe.

If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website functionality, legal requirements or privacy practices.

The current version will always be available on our website, together with its effective date.

Contact Us

Ear Foundation Australia
PO Box 237, Northbridge WA 6865
Email: admin@earfoundation.org.au
Phone: (08) 9328 4574