Newstead House is committed to protecting the privacy of individuals and managing personal information responsibly. The Trust recognises that the collection, use, and handling of personal information must be undertaken in accordance with applicable privacy legislation and with respect for the rights of individuals.
The purpose of this policy is to outline the Trust’s approach to collecting, storing, using, and disclosing personal information, and to ensure compliance with relevant privacy obligations in Queensland. This policy sets out the responsibilities of the Board of Trustees, the Management Services Company, volunteers, contractors, and other representatives in managing personal information appropriately and lawfully.
Related Legislation
This Privacy Policy is aligned with the following legislation and guidance:
- Information Privacy Act 2009 (Qld)
- Human Rights Act 2019 (Qld)
- Australian Privacy Principles (where applicable)
- Australian Charities and Not‑for‑Profits Commission (ACNC) Governance Standards
Related Policies
- Code of Conduct Policy (under development)
Applicability
This policy applies to all Newstead House Trust representatives, including:
- Directors
- Permanent, temporary, and casual employees
- Contractors and consultants
- Volunteers
- Students on work experience
- Any other individual who undertakes duties for, is associated with, or represents the Trust in any way
Definitions
- Personal Information: Information or an opinion about an identified individual, or an individual who is reasonably identifiable.
- Sensitive Information: Information such as racial or ethnic origin, political opinions, religious beliefs, health information, or other categories defined under privacy legislation.
- Disclosure: Providing personal information to another entity, organisation, or individual.
- Management Services Company: The organisation engaged by the Trust to manage operations, administration, and service delivery on its behalf.
- Newstead House Trust Representatives: Trustees, employees, contractors, consultants, volunteers, students on work experience, or any other individual who undertakes duties for, is associated with, or represents the Trust in any way.
Policy Statement
The Board of Trustees of Newstead House is committed to ensuring that personal information is collected, used, stored, and disclosed in a lawful, transparent, and secure manner. This includes:
- Collecting only the information necessary to deliver services and fulfil operational requirements.
- Informing individuals about the purpose of collection and how their information will be used.
- Protecting personal information from misuse, loss, unauthorised access, or disclosure.
- Ensuring personal information is only disclosed when required or authorised by law, or with the individual’s consent.
- Providing individuals with access to their personal information upon request.
The Trust will take all reasonable steps to ensure personal information is accurate, complete, and up to date.
Key Responsibilities
Board of Trustees
- Provide oversight.
- Ensure legal compliance.
- Review this policy annually.
Management Services Company
- Implement and monitor privacy practices.
- Manage data handling procedures.
- Respond to privacy enquiries or complaints.
Volunteers and Contractors
- Comply with this policy.
- Follow privacy procedures.
- Protect personal information encountered during their duties.
Visitors and Users of Services
- Provide accurate information when required.
- Follow site guidelines relating to privacy.
Note: Privacy enquiries or concerns should be directed to the Management Services Company, who act as the primary contact for these matters.
Privacy Practices
To ensure responsible handling of personal information, the Trust maintains clear guidelines on the following:
Collection of Information
- Individuals will be informed of the purpose for which information is collected.
- Only information necessary for service delivery, operational requirements, or legal obligations will be collected.
- Sensitive information will not be collected unless required by law or essential for service provision.
Use of Information
Personal information may be used to:
- Provide access to services, bookings, tours, and related activities.
- Process enquiries, transactions, donations, or payments.
- Communicate with individuals regarding their interactions with Newstead House.
- Improve services, reporting, and customer experience (with identifying details removed where possible).
Disclosure of Information
Personal information will not be disclosed unless:
- The individual has provided consent.
- Disclosure is required or authorised by law.
- It is necessary to prevent a serious threat to life, health, or safety.
- It is required for contractors or service providers to perform functions on behalf of Newstead House.
Third‑Party Providers
- Ticketing: Ticketing for tours is managed through Oztix, which operates under its own Privacy Policy.
- Payments: Online payments are processed through approved third‑party payment gateways. Newstead House does not store full credit card details.
Security and Storage
The Trust will take reasonable steps to:
- Securely store personal information.
- Protect information from misuse, loss, unauthorised access, or modification.
- Monitor website transmissions for quality control and security purposes.
Access and Correction
Individuals may request access to their personal information and request corrections where information is inaccurate, incomplete, or out of date.
Privacy Complaints
Complaints may be lodged via email at: parkland.events@cityparklands.com.au. The Trust will investigate complaints and provide a response. If unresolved, individuals may escalate the matter to the relevant privacy regulator.