Privacy Policy
1. Introduction
WA School of Mines Alumni (ABN 97 456 631 696) (“WASMA”, “we”, “us”, or “our”) is committed to protecting the privacy of our members and website visitors in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how we collect, use, store, disclose, and manage personal information through our website (wasma.com.au) and associated member portal. Please read this policy carefully. By using our website or providing us with your personal information, you consent to the practices described in this policy.
2. Who We Are
WASMA is the alumni association for graduates of the WA School of Mines in Kalgoorlie. We operate a website and member portal to connect alumni, facilitate event registrations, share news, and support our community.
For privacy enquiries, please contact us at:
Organisation: WA School of Mines Alumni
ABN: 97 456 631 696
Email: admin@wasma.com.au
Postal Address: PO Box 1463, West Perth, WA 687
3. Information We Collect
We may collect the following categories of personal information:
3.1 Member Registration and Profile
- Full name
- Email address
- Phone number
- Postal address
- Year of graduation and course/degree details
- Employment information (current employer, job title)
- Gender
- LinkedIn Profile
- Profile photograph (where provided)
3.2 Event Registration
- Name and contact details
- Dietary requirements or accessibility needs
- Payment information (processed via third-party payment providers)
Note: Some WASMA events may involve the service of alcohol. Age verification may be required at the event in accordance with applicable liquor licensing laws. We may collect date of birth for the purpose of age verification where required.
3.3 Website Usage
- IP address and browser type
- Pages visited and time spent on pages
- Referring website or search terms
- Cookie data and analytics identifiers (see Section 8)
3.4 Contact and Enquiry Forms
- Name and email address
- Content of your message or enquiry
3.5 Email Communications
- Email address and communication preferences
- Open and click-through data from newsletters
4. How We Collect Information
We collect personal information in the following ways:
- Email address and communication preferences
- Open and click-through data from newsletters
5. Why We Collect and Use Your Information
We collect and use personal information for the following purposes:
- To manage your membership and provide access to the member portal
- To process event registrations and communicate event details
- To send newsletters, news, and updates about WASMA activities
- To respond to enquiries and provide support
- To facilitate networking and community engagement among alumni
- To verify eligibility for age-restricted events where required
- To improve our website and services through analytics
- To comply with legal obligations
We will only use your personal information for the purpose for which it was collected, or a directly related purpose, unless you consent to another use or we are required to by law.
6. Disclosure of Personal Information
We do not sell your personal information. We may disclose your personal information to:
6.1 Third-Party Service Providers
We use trusted third-party platforms to operate our website and deliver services. These providers may process your personal information on our behalf:
- Zoho Corporation — our Customer Relationship Management (CRM) platform, used to manage member records, event registrations, and email communications. Zoho is headquartered in India and operates data centres globally. By using our services, you consent to your information being processed and stored by Zoho in accordance with their Privacy Policy.
- WordPress / website hosting provider — our website is hosted on a third-party platform.
- Google — we use Google Analytics to collect anonymised website usage data (see Section 8).
- Email newsletter platform — used to send member communications.
- Payment processors — if you pay for events online, payment information is handled by a third-party payment gateway. We do not store credit card details.
6.2 Cross-Border Disclosure
Some of our third-party providers (including Zoho and Google) store and process data outside of Australia, including in the United States. We take reasonable steps to ensure these providers handle your information consistently with the APPs. By using our services, you acknowledge that your information may be transferred overseas.
6.3 Other Disclosures
We may also disclose your information:
- Where required or authorised by law
- To protect the rights, property, or safety of WASMA, its members, or others
- With your consent
7. Storage and Security
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include password-protected systems, restricted access to member data, and use of reputable third-party platforms with their own security controls.
However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee absolute security.
We retain personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law.
8. Cookies and Analytics
Our website uses cookies and similar tracking technologies. Cookies are small files stored on your device that help us understand how visitors use our site.
We use Google Analytics to collect anonymised, aggregated data about website usage (such as pages visited, session duration, and browser type). This data does not directly identify you. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on (available at tools.google.com/dlpage/gaoptout).
Most browsers allow you to control or disable cookies through your browser settings. Disabling cookies may affect the functionality of some parts of our website.
9. Marketing and Newsletter Communications
We may send you news, event information, and other communications relevant to the WASMA community. Where we rely on your consent to do so, you may withdraw consent and unsubscribe at any time by clicking the unsubscribe link in any email, or by contacting us directly.
We comply with the Spam Act 2003 (Cth) in relation to commercial electronic messages.
10. Accessing and Correcting Your Information
You have the right to request access to the personal information we hold about you, and to request corrections if the information is inaccurate, incomplete, or out of date.
Members can update many of their own details directly through the member portal. For other requests, please contact us using the details in Section 2.
We will respond to access and correction requests within a reasonable timeframe. In some circumstances we may decline a request as permitted under the APPs, and will provide reasons if we do so.
11. Complaints
If you believe we have breached the APPs or this Privacy Policy, please contact us in the first instance using the contact details in Section 2. We will investigate your complaint and respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001
12. Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be available on our website. We encourage you to review it periodically. Continued use of our website or services after any changes constitutes acceptance of the updated policy.
13. Contact Us
For any privacy-related questions, requests, or complaints, please contact us at:
Email: admin@wasma.com.au
Post: WA School of Mines Alumni, PO Box 1463, West Perth, WA 6872