Privacy Policy

Nepalese Association of Victoria (NAV) Privacy Policy
Effective Date: January 1, 2024
Last Updated: May 10, 2025

Introduction
The Nepalese Association of Victoria (NAV) is committed to protecting your privacy. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains in plain language how we collect, use, disclose, and store your personal information, and how you can access or correct your information. It also outlines how you can make a complaint or inquire about our privacy practices. We are a member-based, volunteer-driven community organization, and we value the trust you place in us when you provide your personal information.
In this policy, “personal information” means any information about you that can identify you (such as your name, address, or contact details).

What Personal Information We Collect
We only collect personal information that is necessary for our functions and activities as a non-profit community association. The types of personal information we may collect include:
• Contact details: Your name, postal address, email address, phone number, and other basic contact information.
• Membership information: Details you provide when you become a member of NAV, such as your membership category, date of joining, and any membership ID or number.
• Demographic information: Occasionally, information like your age or date of birth (for example, to confirm eligibility for student membership or event participation).
• Financial information: Records of your payments to NAV (e.g. membership fees or donations). Note: We do not store your credit card or bank account numbers –if you pay online, those details are handled directly by our payment processor
(such as PayPal).
• Event participation: If you register for an event or program (for example, a community workshop or the NAV Bal Chautari language classes for children), we may collect information related to that event (e.g. your child’s name and age, if a
parent is signing up for a minor, or any special requirements you notify us of).
• Website usage information: When you visit our website, we may collect information like your IP address, browser type, and browsing activity on our site. This information is usually not identified with you personally, but it may be
considered personal information in some cases.

We generally do not collect sensitive information about you (such as racial or ethnic origin, health information, etc.) unless it is necessary and you have given consent. For instance, identifying as being of Nepalese origin is usually voluntary and only for the purpose of fulfilling our mission to serve the Nepali community. If we ever need to collect sensitive information (for example, health or dietary information for an event), we will explain the purpose and obtain your consent.
How We Collect Personal Information

NAV collects personal information in a fair and transparent way. We collect information directly from you in most cases, such as when you:
• Join as a member: You might fill out a membership form (online or paper) providing your contact and relevant details.
• Register for an event or program: You provide details to sign up for events, cultural programs, classes, volunteer activities, or community services we offer. This may be done via online forms (for example, using Google Forms) or in person.
• Donate or payment: If you donate to us or pay membership fees, you might provide details through our website or via email/bank forms. Online payments are typically processed by third-party services (like PayPal), which collect your
payment details on our behalf.
• Contact us: When you email us, call, or send an inquiry (including via our Facebook chat portal), we collect whatever information you choose to give us in that communication (such as your name and the nature of your inquiry).
• Use our website: Our website may use cookies and similar technologies to collect information about your usage. For example, cookies help remember your preferences and understand how visitors navigate our site. You can adjust your
browser settings to refuse cookies if you prefer; however, some site features might not function properly without cookies.
We will only collect personal information by lawful and fair means. We do not collect personal data from third parties about you unless it is necessary (for example, if someone refers you to us for assistance or we purchase a ticket for you at your request, etc.), and in such cases we will take reasonable steps to let you know. We do not engage in the practice of buying or selling personal information from data brokers.

Use of Personal Information
We use the personal information we collect for purposes related to our mission of supporting the Nepalese community in Victoria and managing our organization. The main purposes for which NAV uses your personal information include:
• Membership administration: To process your membership application, manage your membership status, and maintain our member register. We use your details to keep an up-to-date list of members as required for our association’s operations
and legal compliance.
• Providing services and support: To deliver programs, events, and services you sign up for. For example, if you join a cultural event or community support program, we use your info to coordinate activities, confirm attendance, or provide
resources.
• Communication: To communicate with you about our activities. We may send you newsletters, updates, event invitations, and important notices about NAV and the Nepali community. We strive to only send communications that are relevant to you. You can always opt out of non-essential communications (there will be an unsubscribed option, or you can let us know if you prefer not to receive certain emails).
• Donations and financial records: To issue donation receipts, acknowledge contributions, process membership fees, and maintain proper financial records. If you donate or pay fees, we use your information to track the transaction and comply with accounting and legal obligations.
• Improving our operations: We may use aggregated and de-identified information to understand community needs or improve our website and services. For example, website usage data helps us see which pages are most visited so we can improve user experience. This kind of data will not identify you personally.
• Legal requirements and other purposes: To fulfill any legal requirements (such as providing information to regulatory authorities if required by law) or for other purposes you have consented to. For instance, if you apply for a specific program, we might use your information for that program’s requirements.
We will not use your personal information for purposes unrelated to our functions unless we have your consent or are required/authorized by law. Importantly, we do not sell or rent your personal information to anyone for marketing or any other purpose.

Disclosure of Personal Information
NAV respects the confidentiality of your personal information. We do not routinely share your information with other organizations or individuals, except as needed to carry out our activities or as required by law. Situations where we may disclose (share) your personal information include:
• Service providers (data processors): We use trusted third-party companies to help us operate effectively. For example, we use Google Workspace (for email and document storage), Amazon Web Services (AWS) (for website hosting and data
storage), and PayPal (to process payments and donations). These service providers may have access to personal information only to the extent necessary to perform their services for us (e.g., storing our email correspondence or processing a payment you make). They are not permitted to use your information for their own purposes.
• Publication of membership names: As a community association, we may publicly acknowledge our members and supporters. For example, we might publish a list of NAV members (such as life members or current members) on our website or in our annual report for transparency and to celebrate our community. Typically, this would include your name (and possibly your suburb or city) but not your contact details. If you prefer not to be listed publicly, you can let us know and we will respect your request.
• Event and partner organizations: Sometimes we collaborate with sister organizations or community partners for joint events or initiatives. In such cases, we might share the necessary details with them. For example, if you register for a joint event co-hosted by NAV and another community group, we may share your name with the co-host for event coordination. We will inform you when such sharing is happening, and we will ensure that our partners also handle your information with care.
• Legal or safety reasons: We may disclose information if required by law or if necessary to protect someone’s health, safety, or welfare. For instance, if we are compelled by a subpoena or if disclosure is required to investigate a serious complaint (such as fraud or another misconduct), we will comply with legal requirements. We might also share information with law enforcement or emergency services in rare urgent situations, but only as allowed by law.
• With your consent: In any other situation not covered above, we will disclose your information only if you agree. We will make sure you understand what information would be shared and with whom, so you can make an informed decision.
When we do share information, we only provide what is necessary. We do not give your personal details to third parties for their own marketing or unrelated purposes. NAV does not sell member lists or donor information to anyone.

Overseas Disclosure of Information
Some of the third-party service providers we use are located overseas or may store data on servers in multiple countries. This means your personal information could be held or processed outside Australia. In particular:
• Google and AWS: The cloud platforms we use (Google Workspace and AWS) are global companies. The personal information we store with them (such as emails, documents, or database backups) might be stored in data centers outside Australia. Likely locations include the United States and other countries where these providers operate secure data facilities.
• PayPal: If you make payments via PayPal, your information will be transmitted to PayPal’s systems which are based overseas (primarily in the United States and possibly other countries). PayPal will handle your personal and financial details under their own privacy policy and security protocols. NAV itself does not receive your full financial information (like credit card numbers) from PayPal.
• Other overseas recipients: Apart from our service providers, NAV generally does not share your personal data with overseas recipients. An exception might be if you specifically request us to connect you with an overseas organization or if we coordinate with a partner group in Nepal or elsewhere for a particular program – but in such cases, we would obtain your consent.
Whenever we disclose personal information overseas, we take reasonable steps to ensure your information is protected. We choose reputable providers with strong security and privacy commitments. For example, our cloud and payment providers are industry leaders who implement safeguards to protect data. We also have agreements in place (or rely on the providers’ terms) that require your information to be handled in line with Australian privacy standards. Despite different legal systems, our aim is that your data receives a similar level of protection as it would under Australian law.
If you have questions about whether your information may be stored or accessed overseas, please contact us (details below) and we can provide further information. 

Storage and Security of Personal Information
We understand that keeping your personal information secure is essential. NAV stores personal information in a combination of electronic and (in some cases) physical forms, and we take steps to safeguard it from misuse, interference, loss, and unauthorized access, modification, or disclosure. Our security measures include:
• Secure storage: Digital records are stored in password-protected systems and trusted cloud services (such as Google Workspace and AWS) that employ their own robust security measures (encryption, access controls, etc.). Any physical
documents (e.g., paper forms) are kept in a secure location accessible only to authorized personnel.
• Limited access: Only authorized members of NAV’s executive committee or designated volunteers who need to handle your information for our work are given access. Our team members are made aware of privacy obligations and are required to handle data confidentially. For example, the membership list or donor records are accessed only by the committee members who manage memberships or finances.
• Security practices: We implement administrative and technical measures such as using strong passwords, enabling two-factor authentication where possible, and regularly updating our systems to patch security vulnerabilities. We also regularly
review who has access to sensitive systems and revoke access when it is no longer needed.
• Website security: Our website employs standard security protocols (HTTPS encryption) to protect data transmitted via the site. However, remember that no internet transmission is 100% secure, so please be cautious when sending sensitive information online. For instance, if we provide online forms (like via Google Forms), those are also encrypted and subject to Google’s security standards.

We retain personal information only for as long as it is needed for our operations or required by law. For example, we keep membership records while your membership is active and for a period after (in case you return or for historical records), and financial records for the period required by taxation laws. When personal information is no longer needed, we will take reasonable steps to destroy it or de-identify it safely, provided it’s lawful to do so. For instance, outdated event sign-up sheets may be shredded, and old electronic files may be securely deleted or archived in a way that no longer identifies individuals.

Accessing Your Personal Information
You have the right to access the personal information we hold about you. We want to make sure your information is accurate, up-to-date, and complete. If you wish to see what personal information NAV holds about you, you can make a request at any time.
To request access, please contact us using the contact details in the “Contact Us” section below. For security reasons, we might ask you to put your request in writing and provide proof of identity (so we don’t accidentally give your data to someone else). We will respond to your request within a reasonable timeframe, usually within 30 days.
In most cases, we will be able to provide you with a copy of your information or let you know what details we have. There is no fee for making an access request. However, if the request is complex or requires significant resources (for example, retrieving archived data), we may charge a reasonable fee to cover the cost of providing the information. We will always let you know in advance if a charge might apply, so you can decide if you want to proceed.

There may be situations in which we cannot grant access to the information you request, as permitted by law. For example, we might refuse access if giving you the information would unreasonably affect someone else’s privacy, pose a serious threat to someone’s life, or if we are prevented by law from disclosing it. If we need to refuse access, we will give you a written explanation of the reasons (except where it’s not required to by law) and inform you of any steps you can take (such as appealing the decision or complaining to the relevant authority).

Correcting Your Personal Information

We take reasonable steps to ensure that the personal information we hold is accurate and up to date, but we also rely on you to let us know if something changes. If you believe that any personal information we have about you is incorrect, incomplete, or out of date (for example, you move house or change your email address, or you notice a spelling error in your name), you have the right to request that we correct it.
You can request a correction by contacting us (see “Contact Us” below). Please tell us what needs to be corrected and, if possible, provide the correct information. We might need to verify your identity or ask for clarification if we’re not sure what you want changed.
We will respond to correction requests promptly, typically within 30 days. If we agree that the information is wrong, we will correct it and let you know once it’s done. If we don’t agree that the information is incorrect (which can happen in rare cases, for instance, if we have a different record or if the info is an opinion or something that can’t be easily changed), we will explain why. In such cases, you can request that we add a note to the record stating that you believe the information is inaccurate or out-of-date. We will always take your concerns seriously and document your requested correction even if we do not make an actual change to the original record.
We won’t charge you for asking us to correct your information. Our goal is to have correct data so we can serve you and the community better.

Anonymity and Pseudonymity
Where possible, we allow you to interact with us anonymously or by using a pseudonym (a made-up name). For example, if you contact us with a general question, you don’t have to give your name if you prefer not to. Similarly, you can browse our website without identifying yourself.
However, in many of our activities, it’s not practical to remain anonymous. For instance, if you want to become a member, attend an event, receive our newsletter, or make a donation, we will need certain details from you to fulfill those requests (e.g., we can’t register you as a member without a name and contact, and we can’t issue a donation receipt without identifying the donor). In such cases, we will need your real identity to provide the service or assistance you are seeking.
Rest assured, if you do choose to interact anonymously for as long as you can, we will respect that choice. We will let you know if at some point we require your identity (for example, we might say, “To proceed with this, we will need to know who you are for record-keeping purposes”).

Cookies and Online Tracking
Our website uses cookies and similar technologies to enhance your experience and gather usage data. A cookie is a small text file that our site (or a service we use, like Google Analytics) may place on your device when you visit. Cookies allow the website to recognize your browser and remember certain information.
We may use cookies to:
• Understand site usage: We collect information about how visitors navigate our site, which pages are viewed, how long is spent on the site, etc. This helps us improve the content and layout of our website. We typically use Google Analytics
or similar tools for this purpose, which means Google may also collect some data about your device or browsing. This data is aggregated and does not directly identify you.
• Remember preferences: If our site has features that remember your settings or preferences (like language selection or font size), cookies help implement those.
• Improve functionality: Cookies can make using our site easier, for example, by keeping you logged in to member-only sections (if applicable) or remembering items you might have started to fill in a form, so you don’t lose progress.

You have control over cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies or notify you when a cookie is being sent. Keep in mind that disabling cookies might affect some features of our site – for instance, forms might not remember your info between sessions.
Aside from cookies, our website servers may automatically log certain information when you visit (such as your device’s IP address and the pages you accessed). We primarily use this information for website management and troubleshooting. We do not use these technologies to identify individual visitors unless necessary for security incidents or as required by law.
Our website may contain links to external websites (for example, to our Facebook page, or to relevant community resources). Please note that those external sites are not operated by NAV and will have their own privacy policies. We encourage you to review the privacy statements of any third-party sites you visit via links from our site, as we are not responsible for the privacy practices of other organizations.

Contact Us (Privacy Inquiries)
If you have any questions or concerns about this Privacy Policy or about how your personal information is handled by NAV, please do not hesitate to contact us. We are here to help and address any issues.
Contact details for privacy inquiries:
• Email: president@nav.org.au
• Postal Mail: Privacy Officer (or President), Nepalese Association of Victoria, 9/41-43 Jones Road, Dandenong 3175, Melbourne, VIC (Australia) (If you prefer to write to us, you can send mail to our official mailing address. Please mark it
“Attn: Privacy Officer” to ensure its handled appropriately.)
• Phone: If you would like to speak to us, you can request a call via email or check our website for any contact phone numbers of our officers. (As a volunteer-run organization, we may not have a dedicated office line, but we will arrange to communicate with you in the most convenient way.)

When you contact us with a privacy question, please provide as much detail as possible about your inquiry or concern. This will help us respond more effectively. For example, if you’re seeking access to your data, letting us know which interaction or form it relates to (membership, event, etc.) can speed up our search.
We will respond to your inquiries promptly and courteously. Your questions are important to us, and we appreciate the opportunity to clarify our practices or improve them if needed.

Complaints and How We Handle Them
We take your privacy seriously. If you believe that we have breached your privacy rights or not lived up to our obligations under the Privacy Act or this policy, we want to know so we can address the issue. Here’s how you can make a complaint and how we will handle it:
1. Contact NAV first: Please send your privacy complaint to us (using the contact details above, ideally in writing via email or letter). Provide details of your concern, including what happened and how you believe your privacy was breached. The more information you can give, the better we can understand and investigate the issue.
2. Our response: We will acknowledge your complaint as soon as possible, typically within a week, and let you know the next steps. Our team (which may include our President or a designated Privacy Officer) will then investigate the matter. We may reach out to you if we need more information. We aim to resolve all complaints in a timely manner. You can expect a substantive response usually within 30 days. If we need more time (for example, if the issue is complex), we will inform you of the reason and an expected timeframe.
3. Outcome: Once we have completed our investigation, we will contact you with the outcome. If a breach or mistake on our part is confirmed, we will explain what went wrong and what we are doing to fix it. We will also let you know what steps we are taking to prevent it from happening again. If you’re not satisfied with our response or how we handled your complaint, please let us know – we genuinely want to resolve the matter if possible.

Escalating a complaint: If you feel that we have not dealt with your complaint adequately or you are not satisfied with the outcome, you have the option to take your complaint to an external authority. You can contact the Office of the Australian Information Commissioner (OAIC). The OAIC is the independent government body that oversees privacy law compliance in Australia.

• OAIC website: www.oaic.gov.au
• OAIC contact: You can lodge a complaint with the OAIC using the form on their website, or by mail. The OAIC generally requires that you have given the organization (in this case, NAV) a chance to respond first, which is why it’s
important to go through our internal process before contacting them.

We hope it never reaches that point, and we will do our best to resolve any privacy concerns directly. Your trust is vital to us, and we view complaints as an opportunity to improve our practices.

Changes to This Privacy Policy
From time to time, we may update this Privacy Policy to reflect changes in our practices or for other operational, legal, or regulatory reasons. We encourage you to review this policy periodically to stay informed about how we are protecting your information.
When we make significant changes, we will notify our community in an appropriate manner. For example, we might post a notice on our website’s homepage or send an email to our members outlining the changes. Minor updates (such as clarifications or typographical fixes) may be made without special notice, but the “Last Updated” date at the top will always indicate when the policy was most recently revised.
If the changes materially affect how we handle your personal information, we may seek additional consent if required by law. However, rest assured that we will not use your personal information in a new way without your permission if it’s outside the scope of what’s described in this policy.
This Privacy Policy is available on our website www.nav.org.au at all times. If you would like a copy of this policy in a different format (for example, a printed copy or a text-only email), please contact us and we will be happy to provide it free of charge.

Acknowledgment
Thank you for taking the time to read our Privacy Policy. By engaging with NAV (for example, by becoming a member, using our website, or attending our events), you acknowledge and agree to the terms of this policy. We hope this document has explained clearly how we handle your personal information. We are committed to maintaining a strong culture of privacy and openness. If you have any further questions or suggestions regarding privacy at NAV, please reach out to us. Your privacy is important to us, and we will continue to safeguard it as part of our commitment to our community