PICA’s commitment to privacy
Perth Institute of Contemporary Arts Limited (PICA) respects your privacy and is committed to protecting and managing your personal information in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Privacy Act).
Personal Information, as defined by the Privacy Act, is information or an opinion about an identifiable individual, or an individual who is reasonably identifiable; whether the information or opinion is true or not true, and whether the information or opinion is recorded in a material form or not.
Why and how PICA collects and uses personal information
The purposes for which we usually collect and use personal information relate to circumstances when we receive, respond to or action:
- purchase of ticket/s to a performance, event or other activities on PICA’s premises or other venues;
- enrolments in programs and registration for events including talks, performances and workshops;
- subscriptions to PICA’s e-newsletter;
- donations, sponsorship and other transactions, such as the processing of payments;
- requests for information or brochures and other general inquiries.
- venue hire and events arrangements;
- applications from artists to participate in programs or exhibitions at PICA;
- commissioned or otherwise engaged artists or performers;
- recruitment processes (including for volunteers, internships and work experience);
- injuries or incidents that occur at PICA;
- interaction with PICA through our website or through social networking site including, but not limited to, Facebook, Twitter, TikTok, Twitter and Instagram;
- general operations to run our business.
Through these interactions and by providing PICA your personal information for our associated collection and use, you are giving us permission to send you information about upcoming exhibitions, events, programs, products and services offered by PICA.
We also collect and use your personal information for market research purposes, to market online services and to innovate and remain client-focused in our delivery of products and services.
We collect personal information directly from you as our audience, donors, supporters, business contacts, artists and other individuals we may deal with. We may collect and update information over the phone, by email, through your social networking interactions with PICA, in person, in writing or if you participate in an audience survey.
Type of personal information we collect
The type of personal information we generally collect includes your name, email, postcode, postal address and contact numbers as well as any additional information you provide to us, or authorise us to collect, as part of your interaction with PICA. In the case of our recruitment activities, we may also collect information about you from third parties who you have nominated as referees.
Exhibitions, programs, performances and events are occasionally recorded by photo and video and may capture individuals in the vicinity. All efforts are made to inform the public that photo/video capture is taking place. If you do not wish to be photographed or filmed, please inform the photographer or staff onsite.
We do not collect sensitive information such as your political or religious beliefs. We may collect details such as cultural background or gender identity for statistical purposes through our audience surveys. This type of information can assist us to better develop and deliver programs.
Information is also collected relating to the development of artworks, however Intellectual Property remains with the artist/s in question and will be specified in detail in individual contracts. Occasionally, information is retained in perpetuity where it is relevant and important to PICA’s heritage and value as a cultural institution.
PICA’s interaction with you via the internet and social media
Links to other sites
ISP activity logs
When you look at this website, our Internet Service Provider may make a record of your visit or log information such as your server address, your top-level domain name (for example .com, .gov, .au), the date and time of the visit to the site, the pages accessed and documents downloaded, the previous site visited, and the type of browser used.
No attempt is, or will be, made to identify users browsing activities except in the unlikely event of an investigation, where a law enforcement agency may exercise a warrant to inspect activity logs.
PICA will provide individuals with the opportunity to remain anonymous or to use a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable or lawful for PICA to deal with individuals anonymously or pseudonymously on an ongoing basis. If we do not collect personal information about you, you may be unable to participate in or have access to our events, programs or activities. Personal information and contact details are also required to allow us to issue a tax-deductible receipt for donations and to register you for certain events, programs, and activities.
How we hold information
We store information in a number of secure databases and servers (including trusted third-party storage providers), paper-based files or other electronic record keeping methods. Personal information may be collected in paper-based document and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference, and loss and from unauthorised access, modification, or disclosure.
PICA uses physical security and other measures to ensure that personal information is protected from misuse, interference, and loss and from unauthorised access, modification and disclosure.
We maintain computer and network security by using firewalls, user identifiers and passwords to control access to our computer system. Donations and registrations made on the PICA website use encryption methods and credit card data is stored using systems compliant with the Payment Card Industry Data Security Standard. We also take steps to destroy or de-identify information that we no longer require. In some cases there are statutory requirements for retaining information for a prescribed period of time.
PICA uses and discloses the personal information it collects to communicate directly with you to promote its goods and services. You can unsubscribe using the unsubscribe link at the bottom of our electronic direct marketing communications. You may also contact PICA to request not to receive direct marketing communications by emailing email@example.com. If you opt-out of receiving marketing material from us, please note that PICA may still contact you in relation to its ongoing relationship with you. For example, for ticket purchases or registrations, or if you are a donor to PICA through its dedicated fundraising programs.
Disclosure of personal information
Our response to a data breach
In the event of a data breach, such as the unauthorised loss, use or disclosure of your personal information, we will assess and respond in line with our applicable policies and procedures, which incorporate the requirements contained in the Privacy Act. Pursuant to our obligations under the Privacy Act, we will notify you where your personal information is involved in an eligible data breach that is likely to result in serious harm. Such notification will also include making recommendations about the steps you should take in response to the breach. Where required by law, the Australian Privacy and Information Commissioner will also be notified of an eligible data breach.
PICA holds the required level of Cyber Liability Insurance with Chubb Insurance.
Your personal information – how to access and correct it
To request access to your personal information, please contact our General Manager (firstname.lastname@example.org). We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. If your personal details change, such as your contact details, or if you consider the information held by us is inaccurate, out-of-date, incomplete, irrelevant or misleading, please contact us to correct or update your details.
We undertake to promptly acknowledge any requests for access and correction to your personal information and will take reasonable steps to correct the information. In limited circumstances, a request to access, correct or delete personal information may be declined in accordance with the Australian Privacy Principles. In such instances, PICA will provide a reason for its decision.
Making a complaint
All privacy complaints should be directed in writing to the General Manager who will consider your complaint to determine whether there are simple or immediate steps that can be taken to resolve the issue. We will endeavour in the first instance to deal with your complaint and to take any steps necessary to resolve the matter within one to two weeks.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint and will ask you to provide us with further information about the circumstances of the matter that you are complaining about, how you believe your privacy has been interfered with and how you believe your complaint should be resolved.
We will endeavour to acknowledge receipt of the further information within five (5) business days of receiving it and to complete our investigation into your complaint in a timely manner. This may include, for example, gathering the relevant facts, locating and reviewing relevant documents and speaking to relevant individuals. In most cases, we expect that complaints will be investigated, and a response provided within 30 days of receipt of the information from you. If the matter is more complex and our investigation may take longer, we will write and let you know.
If you consider PICA’s response to be unsatisfactory or believe that PICA may have breached the Australian Privacy Principles or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone 1300 363 992 or via the Office of the Australian Information Commissioner website.
PICA General Manager
GPO Box P1221
Perth WA 6844
Phone +61 8 9228 6300