Privacy Policy

How Birch Foundation collects, uses and protects personal information under Australian privacy law.

Who we are and this policy

Birch Foundation is an Australian charity serving the Gold Coast community. In this policy, “we”, “us” and “our” mean Birch Foundation. We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

For privacy questions, access or correction requests, contact help@birchfoundation.org.au, 0468 482 023, or 4/127 Nerang St, Southport, QLD 4215. Last updated: 18 September 2026.

What personal information we collect

We may collect your name, pronouns, contact and address details; donation and transaction details; volunteer or employment information; preferences and communications; and information needed to deliver our programs. When you seek support, we may collect sensitive information such as health, disability, housing, financial hardship, family circumstances or other information you choose to share. We only collect sensitive information with consent or where permitted by law, and only when reasonably necessary for our work.

How we collect information

We collect information directly from you when you contact us, request support, donate, volunteer, register for an event, subscribe or communicate online. We may also receive information from authorised representatives, partner organisations, payment providers, publicly available sources and our website forms. We collect information automatically through cookies and analytics as described below. We take reasonable steps to ensure information collected from others is handled lawfully.

Why we use personal information

We use personal information to provide support and services; administer donations, payments, events and volunteering; communicate about programs and opportunities where permitted; improve our website and services; keep records; manage safety and risks; respond to enquiries and complaints; meet legal, tax and governance obligations; and protect Birch Foundation, our people and the community. We use sensitive information only for the purpose for which it was provided or another permitted purpose.

Disclosure and service providers

We may disclose information to organisations that help us operate, such as payment processors, technology and cloud providers, email and communications services, professional advisers, auditors, insurers, venues, delivery partners and funding or referral partners. We require providers to handle information securely and only for authorised purposes. We may also disclose information with your consent, when needed to provide a service, or where required or authorised by law. We do not sell personal information.

Overseas disclosure

Some providers we use, including cloud, website, analytics, payment or communications providers, may store or process information outside Australia. Where this occurs, we take reasonable steps required by the APPs to protect information and use providers that provide appropriate safeguards. By using our services, you acknowledge that overseas disclosure may occur in these circumstances.

Access and correction

You may request access to personal information we hold about you and ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Contact us using the details above. We will respond within the timeframe required by law, explain any refusal and provide a complaint pathway. We may need to verify your identity and may charge only reasonable costs permitted by the APPs.

Complaints and privacy concerns

If you have a privacy concern, contact us first at help@birchfoundation.org.au or 0468 482 023. We will acknowledge and investigate your complaint, keep you informed and respond within a reasonable time at no cost. If you are not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992. You may complain to the OAIC directly.

Security and retention

We use reasonable technical and organisational safeguards to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No online transmission is completely secure. We retain information only as long as needed for the purpose collected, our services and legal, accounting or reporting obligations, then securely destroy or de-identify it where practicable.

Cookies and analytics

Our website may use essential cookies for functionality and optional cookies or analytics to understand visits, improve content and measure campaigns. Analytics information may include device, browser, approximate location and pages visited and is generally aggregated. You can adjust cookie settings or block cookies in your browser, although some features may not work. Third-party tools may process data under their own policies.

Photography and image use

We may take or receive photographs and videos at outreach, events and activities. We may use and share identifiable images for our website, social media, reports, newsletters, fundraising and promotional materials. We will seek consent where appropriate and take reasonable care with children and people seeking support. You can object, withdraw consent where applicable, or request removal of an image by contacting us; removal may not be possible from copies already shared or archived.

Children and young people

We take additional care with information about children and young people. Where appropriate, we seek consent from a parent, guardian or authorised representative and collect only what is reasonably necessary for support, safety, participation or administration. If you believe we have collected a child’s information inappropriately, contact us so we can review and respond.

Get in Touch

Have questions about
your privacy?

We are committed to transparency. Reach out to our team if you have any concerns about how your information is handled.