privacy policy

1. About this policy

Polished Man is a campaign run by ygap Ltd (ABN 49 133 193 129) ("ygap", "we", "us", "our"), a registered charity. Funds raised through Polished Man support the Polished Man campaign and its related programs, including Polished Innovators and Polished Spaces, and our work to end violence against women and children.

We respect your privacy and are committed to protecting your personal information. This policy explains what personal information we collect, how we collect and hold it, how we use and disclose it, and how you can access, correct or complain about the way we handle it.

We handle personal information in accordance with the Privacy Act 1988 (Cth) (the Privacy Act) and the Australian Privacy Principles (APPs). Our marketing communications are also governed by the Spam Act 2003 (Cth) and, where relevant, the Do Not Call Register Act 2006 (Cth).

By providing your personal information to us, or by taking part in the Polished Man campaign, you agree to your personal information being handled as described in this policy.

2. What personal information we collect

The personal information we collect depends on how you interact with us. It may include:

• Identity and contact details: your first and last name and email address. If you sign up to fundraise, we also collect your date of birth, gender and postcode. If you donate, we collect your postal address.
• Organisation details: if you donate as, or on behalf of, an organisation, we also collect the organisation's name.
• Fundraising and participation information: your fundraising page content, team membership, sign-up and campaign activity, and any messages, photos or other content you choose to share with us or publish on your page.
• Donation and payment information: the amount and date of donations, and the payment details you provide when donating or purchasing a starter kit. Card and bank details are collected and processed by our payment provider, Stripe, not stored by us.
• Communications: records of your contact with us, your communication and marketing preferences, and your responses to our emails or messages. If you give us a phone number, for example when you contact us, we will hold that too.
• Technical and website information: device and browser information, IP address, and how you use our website, collected through cookies and analytics tools (see Section 8).

If you apply for a role, volunteer, or partner with us, we may collect additional information relevant to that purpose.

3. Sensitive information

Some personal information is treated as "sensitive" under the Privacy Act, such as health information or information about a person's background or experiences. We do not generally seek or collect sensitive information about you. If this ever changes, we will only collect sensitive information where you have consented to provide it, or where the law otherwise allows, and we will use it only for the purpose for which it was provided.

4. How we collect personal information

We collect personal information:

• Directly from you, when you sign up to fundraise, register or join a fundraising page, make a donation, buy a starter kit, join our mailing list or community, subscribe to updates, contact us, or take part in an event.
• Through our fundraising and website platforms, including Funraisin, which hosts the Polished Man campaign website and fundraising pages.
• Through our payment provider (Stripe), when you donate or make a purchase.
• Automatically, through cookies and analytics when you use our website (see Section 8).
• From third parties, such as someone who sets up a fundraising page and adds you to a team, or a social media platform if you interact with us there.

Where it is reasonable and practical, we collect personal information directly from you. If we collect your information from someone else, we take reasonable steps to make sure you are aware of this policy.

5. Why we collect, use and disclose your personal information

We use personal information to:

• process and acknowledge your donations, and issue tax receipts;
• run the Polished Man campaign and support you as a fundraiser or participant;
• fulfil and ship starter kits and other orders;
• send you service communications and, where permitted, marketing and campaign communications (see Section 6);
• respond to your enquiries and provide support;
• measure, analyse and improve our campaign, website and services;
• carry out administration, record keeping and reporting; and
• comply with our legal obligations and protect our rights.

We will only use your personal information for the purpose we collected it, for a directly related purpose you would reasonably expect, or where you have consented or the law otherwise permits.

6. Communications and direct marketing

Service communications. We may send you communications that are necessary to administer your account, donation or campaign, such as confirmations, receipts, password resets and fundraising resources. These are part of providing the service to you.

Marketing and campaign communications. If you have provided your contact details, we may contact you about your participation, impact updates, news, future campaigns, fundraising appeals, partner announcements and other information about Polished Man and our work. We may send these by email, and, where you have provided the relevant details, by SMS or text message, phone or post.

Your consent and your control. By providing your email address or phone number, you consent to receiving these communications. You can opt out of marketing and campaign communications at any time by using the unsubscribe link in our emails, replying with the opt-out instruction in any SMS, or contacting us at hello@polishedman.org. Every marketing message will identify us as the sender and include a way to opt out. Opting out of marketing will not stop service communications that are necessary to administer your account, donation or campaign.

We do not sell, rent or trade your personal information, and we do not share it with other organisations for their own marketing or other purposes.

7. Who we share your personal information with

We may disclose your personal information to:

• Service providers who help us run the campaign, including our fundraising platform, payment providers, email and communications tools, IT and hosting providers, and analytics providers, who are only permitted to use it to provide services to us;
• Professional advisers, such as our auditors and lawyers;
• Government, regulatory or law enforcement bodies, where required or authorised by law; and
• A successor organisation, if we merge with, or transfer our operations to, another entity, in which case we will require it to handle your information consistently with this policy.

8. Cookies and website analytics

Our website uses cookies and similar technologies to make the site work, remember your preferences, and understand how the site is used so we can improve it. We use analytics tools including Google Analytics to measure how the site is used, and advertising and retargeting technologies from providers including Meta (Facebook and Instagram) to show Polished Man content to people who have visited our site. These providers may set cookies through your browser. You can manage cookies through your browser settings, and opt out of interest-based advertising through the controls those providers offer, though some parts of the site may not work properly if you disable cookies.

9. Overseas disclosure

Some of our service providers store or process personal information outside Australia. In particular, our payment provider (Stripe) may process payment information on infrastructure located in the United States, and our fundraising platform provider (Funraisin), while operating in Australia, also has operations overseas. Analytics and advertising providers such as Google and Meta may also process information overseas. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.

10. International supporters

You can sign up, fundraise or donate from outside Australia. Polished Man is run from Australia. If you provide personal information to us from another country, that information is collected, transferred to and held in Australia, and handled in accordance with this policy and Australian law, including the Australian Privacy Principles. Our service providers may also store or process it in other countries (see Section 9). By providing your personal information to us from outside Australia, you consent to it being handled in this way.

Where the data protection laws of your own country give you additional rights over your personal information, we will consider and respond to reasonable requests to exercise those rights to the extent those laws apply to us. To make a request, contact us using the details in Section 16.

11. How we store and protect your personal information

We hold personal information in electronic systems operated by us and our service providers, principally our fundraising platform (Funraisin) and, for payment information, our payment provider (Stripe). We take reasonable steps to protect it from misuse, interference and loss, and from unauthorised access, modification or disclosure, using measures such as access controls, secure platforms and staff obligations of confidentiality. Where we handle payment card information, we do so in line with the Payment Card Industry Data Security Standard (PCI DSS). No system is completely secure, and we cannot guarantee the security of information transmitted over the internet.

If a data breach is likely to result in serious harm, we will respond in line with the Notifiable Data Breaches scheme under the Privacy Act.

12. How long we keep your personal information

We keep personal information only for as long as we need it for the purposes described in this policy, or as required by law (for example, financial and tax record keeping). When we no longer need it, we take reasonable steps to destroy or de-identify it.

13. Accessing, correcting and deleting your personal information

You can ask us for access to the personal information we hold about you, and to correct it if it is inaccurate, out of date or incomplete. If you would like to change, modify, or request deletion of information we hold about you, contact us using the details in Section 16. You can also request to have data deleted, and we will take reasonable steps to do so unless we are required to keep the information for legal, accounting, auditing or risk management reasons. We will respond within a reasonable time, and in limited cases the law allows us to decline access, in which case we will explain why.

14. Making a complaint

If you have a concern about how we have handled your personal information, please contact us first using the details in Section 16 so we can try to resolve it. We will acknowledge your complaint and respond within a reasonable time.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.

15. Children and young people

The Polished Man campaign is directed at adults. We do not knowingly collect personal information from children without the involvement of a parent or guardian. If you believe we have collected a child's information without appropriate consent, please contact us and we will address it.

16. Contact us

For any privacy question, request or complaint, you can contact our Privacy Officer. This is a role within ygap, not a named individual, so the details below will always reach the right person even if our team changes.

17. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. The current version will always be available on our website, and the "Last updated" date at the top shows when it last changed.