This Collection Notice explains how your personal information is collected and managed when you use AssociationsOnline a secure online service provided by Department of Local Government, Industry Regulation and Safety (LGIRS) to administer and support functions under the Associations Incorporation Act 2015.
Why we collect
We collect your personal information to:
- establish and manage secure access to AssociationsOnline, including identifying and authenticating users;
- capture who completed the application or form, approval, or other submission;
- prefill forms, identify you, or assist in processing applications submitted by you or on your behalf;
- process applications and other transactions under the Associations Incorporation Act 2015;
- establish and manage user access (linking) to enable users to act on behalf of an incorporated association;
- contact you to request further information or follow up on matters;
- send you reminders or communications relevant to the service (for example, annual reporting reminders); and
- meet legislative, regulatory, reporting and compliance requirements, including maintaining records and taking regulatory action where required; and
- record, maintain and publish information on a public register of incorporated associations, including making some forms available for public inspection and purchase where required under the Associations Incorporation Act 2015.
When you create or use an account in AssociationsOnline, we collect your:
- name
- address
- email address
- landline phone number
- mobile phone number
- security question and response
- verification word
- password
We collect your personal information directly from you when you:
- enrol, login and use AssociationsOnline;
- submit a form (including any attached document) in AssociationsOnline; and
- link your user account to an incorporated association as its representative.
We may also collect your personal information from another person where they:
- provide your name and email address to invite you to link your account to an incorporated association as their representative; or
- attach supporting documents that include your personal information to support an application.
When you use AssociationsOnline to link your account to an incorporated association as its representative, your name and email address may be shared with other users associated with that association. For example:
- if you are invited or request access to link to an association, the Primary user will be able to view your name and email address to approve or decline your request;
- users linked to an association may be able to view the names and roles of other users associated with that association; and
- if you request access to an association, you may be able to view the names of current Primary users so that you can contact them if needed.
Once linked, you can manage or remove your access to an incorporated association through AssociationsOnline.
Providing your personal information is voluntary. However, if you do not provide the requested information, you will not be able to:
- enrol or use an AssociationsOnline account;
- request to link your user account to an incorporated association or accept an invitation; or
- act on behalf of an incorporated association through the service.
You can contact associations@lgirs.wa.gov.au for more information about alternative off-line options.
We will not disclose personal information about you to anybody else, unless you have given consent, or we are authorised or required to do so by law.
Please see Privacy Policy - LGIRS on our website for more information about how we handle your personal information, how you can request access to, or correction of, the personal information we hold about you, and who to contact if you have a privacy enquiry or complaint.