MATRIX GUILD (VIC) Inc. PRIVACY POLICY updated July 2026
The Matrix Guild Management Committee (MGMC) respects the privacy of members and is committed to safeguarding all membership data and communications with members. This privacy policy is informed by the Matrix Guild Constitution (2019), Consumer Affairs Victoria, and the Australian Charities and Not-For-Profits Commission (ACNC), the national regulator of charities. The MGMC has considered its responsibilities arising from The Privacy Act 1988 and Associations Incorporation Reform Act 2012 (Vic). The MGMC has also been advised by the Matrix Guild Audit Risk Quality Advisory Group, which includes our pro bono solicitor. The Responsible People (i.e. MGMC office bearers) are required by the ACNC to:
- Act honestly with reasonable care and diligence
- Act honestly and fairly in the best interests of the Matrix Guild for its charitable purposes
Purpose for which the Matrix Guild collects personal data.
The promotion of social contact and support among older lesbians is one of the important aims and objectives of the Matrix Guild. To achieve that, the organisation must hold records of current members and their contact details to facilitate event planning and information distribution. In addition, to promote the interests of older lesbians in health and aged care, the Matrix Guild must know accurate numbers of current members to make representations and grant submissions to local, state and federal governments.
Membership data
Whilst carrying out its activities as a not-for-profit, volunteer run lesbian feminist organisation, the Matrix Guild collects and stores members’ information including:
- Names, addresses, mobile numbers
- Email addresses
- Year of birth
- Local council area
- Dates that members joined
- Dates that annual membership fees were paid
- Agreement to the aims and objectives of the Matrix Guild (Vic)
How the Matrix Guild collects personal data
The MGMC collects personal information when members or applicants for membership approach the organisation and complete a membership form electronically, by mail or in person.
How the Matrix Guild uses this personal data
The MGMC uses this information to distribute the monthly Matrix Newsletter, to email information to members about events or membership renewal and to calculate the total number of members.
How the Matrix Guild manages personal information
The MGMC will not share identifying membership data with any other organisation but de-identified data may be shared. The only instances where identifying data may be shared is with Insurers in the event of a claim or carefully selected consultants, for example:
- required to maintain the Matrix Guild’s access to electronic communications and
- Required to facilitate the Matrix Volunteer Visitor Program (MVVP). Consultants will be required to respect the confidentiality of personal information.
The MGMC will ensure membership records are amended if a woman ends her membership as follows:
- record the date she stopped being a member in the register within 14 days
- remove all information about that woman from the register within 14 days, other than her name and the date she stopped being a member
This is mandated by Consumer Affairs (Vic): https://www.consumer.vic.gov.au/clubs-and-fundraising/incorporated-associations/running-an-incorporated-association/membership
The MGMC will ensure all membership data is managed by the membership secretary, delegated by the committee, but that two other office-bearers will also know how to manage new member applications, Membership renewals and update the Memberplanet data base should the membership secretary be unable to continue her role. If the MGMC delegates a member, who is not on the MGMC, to be membership secretary, prior to commencing, she should sign an agreement acknowledging that she has read the policy and will comply with it.
The MGMC digital membership records will be maintained securely (e.g. password protected) and any hard copies of membership data will be held in a locked cabinet.
The Matrix Guild office bearers and the membership secretary will access membership data only as appropriate to fulfil the Matrix Guild purpose and aims. The MVVP Co-ordinator and MVVP consultant’s access to membership details will be confined to the MVVP visitors and visitees.
Transmission and exchange of information (eg. by email) is carried out at the members’ own risk. The Matrix Guild cannot guarantee the security of information that members email to or receive from the Matrix Guild. The Secretary will “bcc” (blind carbon copy) members’ email addresses when she emails the Matrix News or information to multiple members.
The Matrix Guild cannot guarantee the security of information that members email to or receive from the Matrix Guild. Although the Matrix Guild takes measures to safeguard against unauthorised disclosures of information, it is not possible to assure members that personal information that the Matrix Guild collects will not be disclosed in a manner inconsistent with this Privacy Policy.
Communication with members
Other than conducting normal Matrix Guild activities as appropriate to fulfil the Matrix Guild purpose or aims, there shall be no transmission of information about, or images of a Matrix Guild member by email without that member’s express permission. The monthly Matrix Newsletter will always be emailed to the membership by the Secretary or another member of the MGMC. The Matrix Guild will not email third party information to the membership. Any such information can be submitted to the Matrix Newsletter Editor by the next edition due date and may be included in the Matrix News if appropriate.
Matrix Guild Volunteer Visitor Program (MVVP)
The MVVP coordinator and the consultant will monitor the Program to ensure the strictest privacy requirements and confidentiality are adhered to. This includes:
- The MVVP Coordinator, a delegate from the MGMC committee, will hold responsibility for data privacy and confidentiality in the program in accordance with this Privacy Policy. Any consultant employed on the MVVP will be held to the same standards.
- Training on confidentiality covering all aspects of the MVVP will be provided to Visitors.
- Confidentiality will be monitored throughout all aspects of the MVVP by the Consultant
- Identifying records of inactive visitors and visitees will be deleted after two years. This allows for breaks from the program due to illness or other factors.
- Current MVVP digital records will be maintained securely (e.g. password protected). Any hard copies will be kept in a locked cupboard under the authority of the Consultant MGMC or the MVVP Coordinator.
Matrix Guild Newsletter – Articles. Photography.
The MGMC adheres to the principle that consent should be informed, voluntary, current and specific. Articles: The Matrix Guild Newsletter will only use members’ full names when permission has been granted. Photography: The Matrix Guild Newsletter will only use members’ photographs when permission has been granted even if the photograph has been obtained from a publicly available source. Members of the MGMC will request that members who attend Matrix Guild events sign a photography permission form to grant or withhold permission for photos of the event that include them. Members who do not wish to be photographed will be asked to wear a bright red sticker during the event to indicate their decision.
Changes to Privacy Policy
Please be aware that the MGMC may change this Privacy Policy in the future. The MGMC may modify this Privacy Policy at any time, at its discretion and modifications will be effective immediately upon the MGMC posting the modifications on the Matrix Guild (Vic) Inc. website.
Summary
The MGMC will not use a member’s personal data without consent, unless required to do so by law. We will comply with relevant privacy legislation. Only authorised MGMC members will be provided with access to members’ information when necessary. The Committee will take all reasonable steps to protect against the loss, misuse / or alteration of the information under its control including through appropriate physical and electronic security strategies
Complaints about Privacy
If a member believes the information the MGMC holds is inaccurate or out of date, she can make an enquiry or complaint about her personal information as held by Matrix Guild (Vic) Inc., by contacting the Secretary – secretary@matrixguildvic.org.au