Privacy Policy

Last Updated: 1st June 2025

Your privacy is important to us. This Privacy Policy explains how Community Access and Services South Austalia (CAASSA) collects, uses, stores, and protects your personal information when you interact with our website and services.

By using our website and submitting any personal information through our forms, you consent to the collection, use, and management of your data as outlined in this Privacy Policy.

1. Information We Collect

CAASSA collects personal information when you interact with our website through the following forms:

Contact Forms: We collect personal details (such as name, email, phone number, etc.) when you reach out to us for inquiries, support, or other services.
Referral Forms: If you submit a referral, we may collect information about the individual being referred (such as name, email, and the reason for referral).
Feedback Forms: We collect feedback, suggestions, and comments regarding our services and programs.

We do not collect sensitive personal information unless voluntarily provided by you.

2. How We Use Your Information

We use the personal information you provide for the following purposes:

To respond to your inquiries, provide assistance, and deliver the support you requested.
To process referrals, contact referred individuals, and engage with them regarding our services.
To gather feedback to improve our programs and services and enhance the impact of our work.

Your personal information will not be used for purposes other than those outlined in this policy, unless we obtain your explicit consent.

3. How We Protect Your Information

We take reasonable steps to protect the personal information you provide through secure technology and processes. However, please be aware that no method of data transmission over the internet or method of electronic storage is 100% secure.

We ensure that only authorised personnel within our organisation have access to your personal data and that data is used only for legitimate purposes related to our activities.

4. Information Sharing

We value the privacy of our supporters, beneficiaries, and stakeholders. We do not sell, trade, or rent your personal information to third parties. However, we may share your information with trusted third-party partners or service providers who assist us in operating our website, conducting business, or delivering our programs, but only for the purposes outlined in this policy.

In certain circumstances, we may share your information with:

Government or regulatory authorities, if required by law.
Partners, collaborators, or donors, where necessary to fulfil our mission or provide services to you.
Fundraising or event partners, to ensure the proper administration of events or activities.

We ensure that any third parties with whom we share your information are bound by appropriate confidentiality agreements and are prohibited from using your data for any purposes beyond those described in this policy.

5. Cookies and Tracking Technologies

Our website may use cookies or similar tracking technologies, including Google Analytics, to enhance the user experience and track website activity. Google Analytics helps us understand how visitors engage with our site, which pages are visited, and how often, to improve our services and communication efforts.

You can control cookie settings through your browser preferences. If you wish to opt out of Google Analytics, you can install the Google Analytics Opt-Out Browser Add-On.

6. Information Management (Retention and Deletion Policy)

CAASSA retains the personal information you submit through our forms for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including resolving any issues, providing support, and complying with applicable laws, regulations, and our organisational requirements.

Our organisation follows the general retention guidelines outlined in our internal Retention Policy, which governs the retention and deletion of data across all activities. The retention periods for information collected through our website are as follows:

Contact Form Data: Retained for as long as necessary to respond to inquiries, provide support, or manage our programs. After this period, the data may be deleted or anonymised unless further retention is required for legal or organisational reasons.
Referral Form Data: Retained for as long as necessary to process referrals, contact referred individuals, and assess program eligibility. After this period, the data may be deleted or anonymised.
Feedback Form Data: Retained for as long as necessary to analyse feedback and improve our services. After this period, the data may be deleted or anonymised.

For other types of data, our general retention periods, as outlined in our company-wide Retention Schedule, are as follows:

Financial Records: Retained for 7 years.
Employee Records: Retained for 7 years after termination.
Client Records: Retained for 7 years after the case is closed.
Program Records: Retained for 7 years after program completion.
Board Meeting Minutes: Retained permanently.
Contracts and Agreements: Retained for 7 years after expiration.
General Correspondence: Retained for 2 years.

7. Deletion of Information

You may request that we delete your personal data at any time. However, due to legal, regulatory, or contractual obligations, we may not be able to delete all or certain parts of your data immediately. Specifically:

If we are required to retain information for financial records, client records, employee records, or other legal or organisational purposes, we will explain the retention requirements and the specific data that cannot be deleted at that time.
Where deletion is not possible, we will anonymise or pseudonymise the data, making it no longer identifiable to you, to the extent permissible under applicable law.

8. Inactive Accounts or Data

If you have not interacted with our website for an extended period, we may periodically review inactive data and either delete or anonymise it, in accordance with our retention policy. However, any data that falls under specific retention categories (e.g., client records, financial records) will be retained for the legally required periods as described above.

9. Your Rights and Choices

As an individual whose data we may collect, you have the following rights:

Access: You have the right to request access to the personal information we hold about you.
Correction: You can request corrections to any inaccurate or incomplete information.
Deletion: You can request the deletion of your personal information, subject to the limitations outlined above.
Opt-Out: You can opt out of receiving marketing communications from us at any time by following the unsubscribe instructions in the email.

To exercise these rights, or if you have any concerns about the way we handle your personal data, please contact us at admin@caassa.org.au

10. Third-Party Links

Our website may contain links to external sites operated by other organisations, including partners and collaborators. We are not responsible for the privacy practices or content of these external websites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page, and the date of the last update will be indicated at the top of the policy. Please review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions or concerns regarding this Privacy Policy or how we handle your personal information, please contact us:

Organisation Name: Community Access and Services South Australia (CAASSA)
Email Address: admin@caassa.org.au
Phone Number: (08) 8447 8821
Address: 62 Athol Street, Athol Park, SA 5012
51 Bower Street, Woodville, Sa 5011
28 Ann Street, Salisbury, Sa 5108