Who are we?
WA Poets Inc., (‘WAPI’, ‘we’ or ‘us’) is a not-for-profit cultural organisation based in Western Australia. We work to promote and develop poets and poetry in a manner that values artistic excellence, improves arts access for all, and encourages the development of inclusive and vibrant communities.
To do this, we engage with our members and audiences through various means, which sometimes involves the collection of personal information. By “personal information”, we mean information or an opinion about an identified individual or about an individual who is reasonably identifiable from the information.
What personal information do we collect and hold?
The kinds of personal information we may collect and hold are:
- contact details (including email addresses);
- company name;
- language preferences;
- feedback, comments or questions, received;
- personal information in answers to membership applications, online forms or in answer to survey questions;
- shipping and billing addresses, and payment information if purchases are attempted or made; and
- details of your visits to our site (including IP address, timezone, traffic and location information, which pages you visit, weblogs, cookies, other communication information, the previous page visited and the type of browser you are using). We may use third party services such as Google Analytics that collect, monitor and analyse this data to better inform our decisions about the products and services we offer.
Also, when you visit our site, we may collect information about your device (including your IP address, operating system and browser type) and the date and time of your visit.
We do not keep all of the above information for all people who contact us, or with whom we deal. In many cases, we may have only one or two pieces of data relating to any particular person.
When do we collect personal data about you?
WAPI only collects personal information by fair and lawful means, such as:
- when you are purchasing a product or service;
- when you interact with us in person, through correspondence, by phone, by social media, or through our websites;
- when you respond to a survey for us;
- when you submit a membership application form;
- when you fill in forms on our site (such as contact, registration and order forms or when you subscribe, for example, to our e-newsletter);
- when you order or download files or other materials from us;
- post material to our site or to social media that we may from time to time use (such as Facebook and Twitter);
- contact us for assistance or with questions, or report problems with our site or with a product; and
- contact us directly, other than through our site or social media (for example, by email).
We only collect personal information if it is considered to be of legitimate interest, and if this interest is not overridden by your privacy interests.
We prefer to obtain any personal information we collect directly from you. In some cases, however, it may be unreasonable or impracticable to obtain personal information directly, and we may obtain that information from a third party, such as from member organisations or project partners delivering services to WAPI, marketing partners, public sources or social networks.
Why do we collect and hold personal information?
Collecting and holding this personal information aids us in a variety of ways, including allowing us to share with you news and information from WAPI. Different kinds of personal information will be used for different purposes.
In each situation, the personal information we collect and hold is reasonably necessary for our functions and activities, including to provide you with services you would expect from us. These purposes are:
- to provide you with news and information, products or services that you request from us or which we believe may interest you;
- to respond to your questions and comments, and provide you with customer service;
- for purposes necessary or incidental to providing you with products and services that you have ordered or requested from us;
- to personalise and customise your experience when using our site (including so that our site is presented in the most effective manner for you and for your device);
- to communicate with you (including by email, mail or telephone, and including in relation to changes to our products and services);
- to reply to a ‘Contact Form’ or other web forms you have completed on one of our various websites;
- to provide you with content and venue details for events that you signed up for;
- to verify your eligibility and deliver prizes in connection with contests and sweepstakes;
- to manage our business, enforce our terms and conditions, or to perform contractual obligations;
- to manage and enhance our products and services;
- for system administration, or for network analysis and security;
- to allow you to participate in interactive features of our site that may be available;
- to investigate any complaints about or made by you, or if we have reason to suspect that you are in breach of any of our terms and conditions or that you are, have been or may be engaged in any unlawful activity;
- to help us screen for potential risk and fraud (in particular, your IP address); and
- as required or permitted by any law (including privacy legislation).
If you no longer wish to receive communications from us, you may opt-out by emailing us with a request to cancel your services.
We utilise third-party companies and individuals (such as payment processors, ticket purchasing, event bookings, surveying providers, social media platforms, email providers and analytics and security providers) to help us to provide our services. These third parties have only limited access to your information, may use your information only to perform these tasks on our behalf and are obligated to us not to disclose or use your information for other purposes.
How long do we keep your personal information?
We store personal information for as long as we find it necessary to fulfil the purpose for which the personal data was collected, while also considering our need to answer your queries or resolve possible problems, to comply with legal requirements under applicable laws, to attend to any legal claims/complaints, and for safeguarding purposes.
This means that we may retain your personal information for a reasonable period of time after your last interaction with us. When the personal data that we have collected is no longer required, we will delete it in a secure manner. We may process data for statistical purposes, but in such cases, data will be anonymised.
Your rights to your personal information
You have the following rights with respect to your personal data:
- the right to request a copy of your personal information that WAPI holds about you;
- the right to request that WAPI corrects your personal information if inaccurate or out of date;
- the right to request that your personal information is deleted when it is no longer necessary for WAPI to retain such information;
- the right to withdraw any consent to personal information processing at any time. For example, your consent to receive e-marketing communications (if you want to withdraw your consent to e-marketing, please make use of the link to manage your subscriptions included in our communication); and
- the right to object to the processing of personal information, in the case that information processing has been based on legitimate interest and/or direct marketing.
If you wish to review or correct any of your personal information that WAPI have collect and held, please contact us at the below details. We will respond to your request as soon as is reasonably possible.
Who has access to my personal information?
Generally, only our staff will access your personal information, and then only on a “need to know” basis.
We may, however, also disclose your personal information:
- to people who work for or with us or for suppliers, who may be engaged in, among other things, processing member organisation payments, analytics, research and providing support services;
- to protect the rights, property, health or safety of WAPI or its staff, customers or others (including exchanging information with other companies and organisations to protect against fraud and to reduce credit risk);
- to our agents, affiliates, joint venture entities and other partners (including members of WAPI);
- to anyone else that you specifically authorise us to receive information held by us; and/or as otherwise required or permitted by law (including under privacy legislation).
How do we keep your personal information secure?
We take all reasonable precautions to protect personal information we may have on you. When you submit sensitive information via the website, your information is protected both online and offline. For example, apart from using secure servers (with application level security and restricted logins), we implement firewalls, we use “https” for requests to the site, back-ups are stored on secure servers and transferred via SSL encryption.
Please note, however, that the transmission of information (including over the Internet) is never completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information – particularly while it is being transmitted to us – so any transmission is at your own risk and we cannot accept responsibility for misuse or loss of, or unauthorised access to, your personal information where the security of information is not within our control.
If you suspect any misuse or loss of, or unauthorised access to, your personal information, please let us know immediately.
Only employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. While we take physical, technical and administrative precautions to protect your information from unauthorized access or use, no transmission of data over the Internet or any other public network, or any online service, can be guaranteed to be 100% secure.
Cookies and Pixels
We use “cookies” and “pixels” on our site. A cookie is a piece of data that aids us to track your behaviour through our sites. They allow us to better understand how we can improve our services and target the interests of our users to enhance the experience on our site. Usage of a cookie is in no way linked to any personally identifiable information on our site.
Pixels are technological equivalents of cookies. These pixels allow social media sites to track visitors to outside websites so as to tailor messages users see while visiting that social media website. We use these pixels in compliance with the policies of the various social media sites.
We also may use technology in e-mail messages or newsletters to determine whether messages have been opened and clicked. The information we obtain in this manner enables us to customise the services we offer our website visitors to deliver targeted information and to measure the overall effectiveness of our online content.