The Sudanese Community Association of Victoria (SCAV, "we", "us", "our") is committed to protecting the privacy of our members, volunteers, donors, and website visitors. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have over your own information. It applies to https://scav.org.au and to information we collect offline in the course of running SCAV's membership, events, and community programs.
1. Information We Collect
We collect different information depending on how you interact with SCAV:
- Membership applications: full name, Arabic name (optional), date of birth, email address, phone number, home address, a brief personal bio, how you heard about SCAV, and — for family memberships — the names and relationships of family members included on the membership.
- Member Portal accounts: a username and password (stored securely by WordPress using one-way hashing — we never see or store your password in plain text), plus your login activity.
- Volunteer applications: full name, email, phone number, suburb, age group, skills, availability, and your motivation for volunteering.
- Payments and donations: the amount, date, and membership/donation type. Card and other payment details are collected and processed directly by our payment processor, Stripe — SCAV does not receive or store your full card number.
- Event RSVPs and attendance: your name and a unique QR ticket code used to check you in at events.
- Newsletter subscribers: your email address (and name, if provided) if you subscribe via our website.
- Contact form enquiries: your name, email, and the content of your message.
- Automatically collected data: standard technical information such as IP address, browser type, and pages visited, collected via cookies used for site functionality (e.g. keeping you logged in) and caching.
2. How We Use Your Information
We use personal information to:
- Process and manage membership applications, renewals, and family memberships;
- Provide access to the Member Portal and member-only benefits;
- Process payments and donations, and issue receipts;
- Organise, manage RSVPs for, and check attendance at SCAV events and programs;
- Coordinate volunteer applications and opportunities;
- Send newsletters, event updates, and community announcements to subscribers and members who have opted in;
- Respond to enquiries submitted through our contact form;
- Maintain the security, integrity, and proper functioning of our website; and
- Meet our legal, reporting, and governance obligations as an incorporated community association.
3. Who We Share Information With
We do not sell or rent your personal information. We only share it with:
- Stripe, our payment processor, to process membership payments and donations;
- Our website hosting and email delivery providers, who process data on our behalf under standard confidentiality obligations;
- SCAV committee members and authorised administrators, who access member and volunteer records strictly to run membership, events, and community programs; and
- Government or regulatory bodies, where we are required to do so by law.
4. Programs Involving Young People
Some SCAV programs and events are designed for children and young people (for example, our youth and sports programs). Where a program involves a participant under 18, we collect the minimum information necessary (typically via a parent or guardian) and require parental or guardian consent before the young person's information is collected or they participate.
5. Data Security
We take reasonable technical and organisational steps to protect personal information from misuse, loss, and unauthorised access, including secure password storage, restricted committee/admin access to membership records, and secure payment processing through Stripe. No online system can be guaranteed 100% secure, but we work to keep your information appropriately protected.
6. Data Retention
We retain personal information for as long as necessary to provide membership services, meet our record-keeping and legal obligations, and support the ongoing operation of SCAV. If you end your membership or ask us to delete your information, we will do so unless we are required or permitted by law to retain it (for example, financial records relating to payments and donations).
7. Cookies
Our website uses cookies for essential functions such as keeping you logged in to the Member Portal, remembering your preferences, and improving site performance through caching. You can control or disable cookies through your browser settings, though some parts of the site (like the Member Portal) may not work properly without them.
8. Your Rights
You have the right to:
- Ask us what personal information we hold about you;
- Ask us to correct inaccurate or out-of-date information;
- Ask us to delete your personal information, subject to our legal and record-keeping obligations; and
- Unsubscribe from our newsletter at any time using the unsubscribe link included in every email we send.
To exercise any of these rights, please contact us using the details below.
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The "Last updated" date at the top of this page shows when it was last revised. We encourage you to review this page periodically.
10. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
Sudanese Community Association of Victoria (SCAV)
Email: info@scav.org.au
Phone: +61 4 1234 5678