1. Objective
The purpose of this procedure is to detail how Merri-bek Community Gardening (MCG) will manage and use members’ personal information in accordance with our MCG Privacy Policy.
2. Related policy
3. Procedure
3.1. Acceptable use of MCG Members’ Personal Information
Members of the MCG Board and Garden Organising Committees are only to use or disclose member’s personal information for those purposes detailed in the MCG Privacy Policy (not for private, commercial or personal purposes).
3.2 Who has access to Members’ Personal Information
Only current members of the MCG Board and Garden Organising Committees have access to members’ personal information. When a person is no longer a member of any of these groups, their access to this information is revoked.
3.3 Storage and security of Members’ Personal Information
Members’ personal information should only be accessed via MCG’s current electronic storage locations whenever reasonably practical. Lists of members and their details should not be downloaded on to personal devices or to hardcopy.
Individual member details may be communicated by email to MCG Board members or garden Membership Coordinators for the purposes of communicating about MCG administration matters, this information must only be used in accordance with this policy and must be deleted when no longer in use.
When accessing members’ personal information, care should always be taken to ensure that the information is accessed and used securely (e.g. access is via an electronic device with virus protection, password protection and screen locks.)
If using hard copy records – members’ personal information should be transferred to MCG electronic storage locations and hard copies destroyed as soon as possible. 3.3 Storage and security of Members’ Personal Information
Members’ personal information should only be accessed via MCG’s current electronic storage locations whenever possible, rather than downloading to personal devices or printing to hardcopy.
When accessing members’ personal information, care should always be taken to ensure that the information is accessed and used securely (e.g. access is via an electronic device with virus protection, password protection and screen locks.)
If using hard copy records – members’ personal information should be transferred to MCG electronic storage locations and hard copies destroyed as soon as possible.
3.4 Use of private information/photos for display, media etc
Members should, wherever possible, seek consent of other members – or make them aware and allow them to opt out – when taking photos which may be used in the public domain or when displaying other kinds of personal information in the public domain.
Members may, at any time, inform a Member of the MCG Board or Garden Organising Committee if they do not want their photos or name in the public domain (ie in a newsletter or on a ‘whos who’ board). All such requests will be followed and treated with respect and discretion.
4. Contact about Privacy Policy issues
People involved in MCG who want to raise any concerns about behavior contrary to this policy or to make a complaint should do so directly with the MCG Board. You can contact the Board by emailing board@merribekcg.org. or you can find out the names of the current Board Members (from the MCG website) and contact an individual Board Member.
5. Monitoring and Review
The MCG Board is responsible for monitoring compliance with this policy, and reviewing this policy to ensure that the policy is operating effectively. This policy and related procedures will be reviewed at least every two years. Procedural aspects of the policy may be changed from time to time by the MCG Board and such changes will be logged in the table below.
November 2018
| Date | Update |
| 6/12/18 | Approved at Board meeting |