Privacy Policy

Last updated: October 2026

Policy Statement

Kids Giving Back (we, us, our) is committed to protecting the privacy of personal information. This Privacy Policy explains how we collect, hold, use, disclose and manage personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act).

“Personal information” means information that can identify you or could reasonably be used to work out who you are — for example, your name, address, date of birth, or financial details. It also includes “sensitive information” such as racial or ethnic origin, or political opinions.

Obtaining Consent

Before, or as soon as practicable after, we collect your personal information, we’ll take reasonable steps to make sure you’re aware of the reasons why we’re collecting it, who else it might be shared with, how you can access or correct it, and how to contact us, including to make a complaint.

If we collect information about you from someone else, we’ll take reasonable steps to make sure you know we’ve done so.

By providing personal information to us, you consent to us collecting, holding, using and disclosing it as set out in this Policy. You don’t have to give us information, but if you don’t, we may not be able to provide our services to you.

What We Collect

We may collect personal information when you interact with us in person or online — for example through our website, email, written correspondence, phone calls, or our social media accounts in connection with any of our services, programs or donations.

This may include your name, date of birth, address, phone number, email address, event and program attendance information, and donation details.

We may collect sensitive information (such as health, race, ethnicity, political beliefs or religion) only where we’ve asked for and received your consent.

We generally collect information directly from you — for example, through a registration or booking form.

When you use our website, we may indirectly collect your IP address, device identifiers, browser type, operating system, internet service provider, location, pages accessed, and time stamps. We use cookies on our website to operate it efficiently and to understand how visitors use it. You can set your browser to notify you when a cookie is used, or block cookies altogether, though this may affect how well the site works for you. Cookies alone can’t reveal your name or email address.

We may also collect personal information about you from third parties, such as charity partners and schools.

We take reasonable steps to keep the personal information we hold accurate, up to date and complete.

Why We Collect It

We collect personal information to:

connect charities with volunteers;
organise and run our programs and events, and manage our organisation generally; and
comply with our legal obligations.

We may also use it for any purpose you’ve consented to, a related purpose you’d reasonably expect, enforcement-related activities by an authorised body, or where a court, tribunal or Australian law requires it.

We may use your information to tell you about our programs and services, or those of partners we think may interest you (by mail, phone, email, SMS or online). You can opt out of this at any time by contacting us. If you ask us to stop all communication, we’ll keep only what we need to meet our legal obligations and won’t contact you again without your consent. We do not sell personal information and do not provide personal information to third parties for their independent marketing purposes without consent.

Who We Share It With

We won’t use or disclose your personal information for a purpose other than the one it was collected for (or a related purpose), unless you’ve consented or the law permits it.

We may disclose personal information to charity partners, and third parties who help us run our services or perform administrative functions on our behalf — for example, the booking and ticketing platforms we use to manage event registrations. We require these providers to keep your information confidential and to use it only to perform their services for us.

In accordance with our Child Safe Policy and legal obligations, we may disclose personal information without consent where there are reasonable grounds to suspect child abuse, neglect or harm, or where reporting is required to the Child Protection Helpline, NSW Police or the Office of the Children’s Guardian.

In limited circumstances we may disclose personal information overseas, where we’ve outsourced a function like website hosting to an overseas provider, where we reasonably believe the overseas recipient is bound by comparable privacy protections, or where an Australian law or court order requires it. Privacy laws overseas may be less strict than in Australia. Where we do disclose information overseas, we take reasonable steps to keep it protected to Australian standards.

Keeping Information Safe, and For How Long

We take reasonable steps to protect the personal information we hold from misuse, loss, and unauthorised access, modification or disclosure. Only people who need access to your information for their role are given it, and they’re trained to handle it appropriately.

If you give us information over the internet, that transmission carries some inherent risk, as no online transmission can be guaranteed fully secure.

We only keep personal information for as long as we reasonably need it and will destroy or de-identify it once it’s no longer needed for the purpose it was collected, unless we’re required by law to keep it longer. We retain personal information of participants for as long as reasonably required for operational, legal, safeguarding and regulatory purposes..

If a Data Breach Happens

If we experience a data breach that’s likely to result in serious harm to you, we’re required to notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme. We have a response plan in place to identify, assess, contain and respond to any suspected breach.

Children’s Privacy

Many of our programs involve children aged 5–18. We take extra care with a child’s personal information:

We only collect the minimum information about a child needed to run the program safely.
A parent or guardian must give consent on the child’s behalf before we collect their information.
We don’t use a child’s personal information for direct marketing.
How we handle photos and videos of a child is set out in Photos and Videos, below.

Photos and Videos

Photos and videos that show an identifiable person are personal information under the Privacy Act, in the same way your name or address is. This section explains how we handle them.

We may take photos and videos of participants, families, and visitors during our programs and events. Before we do, we take reasonable steps to make sure you know who we are, why we’re taking the image, and how it may be used and shared. We seek your consent before publishing a photo or video that identifies you or your child, rather than relying only on the minimum the law requires.

How we capture consent

If you book directly with us — for example, through our booking platform — you’re asked for your photography consent, and its scope, at the time of booking.
If you attend through a corporate or school booking, we notify the corporate or school contact of our photography and publication practices in advance; that organisation is responsible for obtaining consent from their own participants or guardians, consistent with their own enrolment process.

How we use images

Some uses stay within our own control and are easy to reverse — for example, a post on our own social media account.
Other uses are outside our control, or hard to reverse once published — for example, our website, print materials, physical branding, or a school, partner, or third-party platform. These require a further, specific approval before we publish.

Children

Where a participant is under 18, a parent or guardian gives consent on their behalf. We take particular care with images of children, consistent with our Child Safe Policy.

Your rights

You can ask us to remove a published photo or video at any time; we don’t require a reason. We aim to acknowledge your request within 2 business days and remove the image from platforms we control within 5 business days.

Full detail on how we assess, approve, and publish images is set out in our Photo & Video Consent Policy, available on request.

Access and Correction

You can ask us for access to any personal information we hold about you (subject to some legal exceptions). We may need to verify your identity before you can access any personal information we hold about you. If a legal exception applies and we decide not to give you access, we’ll explain why.

If we agree that information we hold about you is inaccurate, incomplete, out of date, misleading or irrelevant, we’ll take reasonable steps to correct it, including notifying any third parties we’ve disclosed it to. If we disagree, you can ask us to attach a statement noting your view to our record.

Other Websites

Our website and emails may link to other websites, and we may use other providers’ platforms for administrative functions like bookings and payments — for example, Humanitix. We don’t control these websites and aren’t responsible for their content, beyond disclosing the purpose of your payment or booking. If you visit them, you’ll be governed by their own terms and privacy policies.

Changes to This Policy

We may update this Policy from time to time. The latest version is always available on our website, and on request.

Complaints

If you have a concern, query or complaint about how we’ve handled personal information, this Policy, or a breach of the Australian Privacy Principles, contact us at info@kidsgivingback.org. Complaints are referred to our Customer Service and Bookings Coordinator, and we’ll respond promptly and try to resolve it quickly and fairly.

If you’re not satisfied with how we’ve handled your complaint, you can refer it to the Office of the Australian Information Commissioner (OAIC):