Privacy Policy

1. Introduction

Australian Mutuals Archives (we, us, our) is committed to protecting the privacy of individuals whose personal information we collect, store, and use. This Privacy Policy outlines how we manage personal information in accordance with the National Privacy Principles under the Privacy Act 1988 (Cth) and relevant state and territory laws.

2. Collection of Personal Information

2.1. Types of Personal Information Collected

We collect and hold a range of personal information, including but not limited to:

  • Annotated sets of minutes
  • Photographs
  • Publications
  • Passbooks and chequebooks
  • Memorabilia and memoirs
  • Board Minutes, Board Papers, Board Committee Minutes
  • Loan records
  • Member registers
  • Oral history tapes
  • Videos

This information may relate to directors, staff, volunteers, members, and donors.

2.2. How Personal Information is Collected

Personal information is collected through:

  • Archival transfers from member organisations
  • Voluntary donations of materials
  • Research queries and correspondence
  • Oral history projects

3. Use of Personal Information

Personal information is used for the following purposes:

  • Research and educational activities
  • Supplementing official records
  • Preserving the history of the credit union movement, mutual building societies, and customer-owned banking sector
  • Facilitating research and responding to queries
  • Managing and conserving archival collections

Access to personal information is strictly controlled and used only in accordance with this policy and applicable laws.

4. Disclosure of Personal Information

4.1. Third Party Access

  • Required or authorised by law (e.g., subpoena, discovery)
  • The information is already on the public record
  • Special access is granted to professional researchers or approved projects, with authorisation from the Trustees or a senior delegate

4.2. Photographs and Oral Histories

Access to and reproduction of photographs and oral history tapes require the consent of all individuals concerned.

4.3. Contractors and Volunteers

All contractors and volunteers are bound by the National Privacy Principles and are required to respect privacy at all times.

5. Security of Personal Information

We implement the following security measures to protect personal information:

  • Restricting access to records containing personal information for a minimum of 70 years
  • Trustees or senior delegate approval required for special access
  • Only the Archivist and authorised delegates have access to identification databases
  • Use of series and box numbering systems to prevent unauthorised identification
  • Secure storage environments managed by a specialist secondary storage provider
  • Written permission required for reproduction or reference of sensitive materials

6. Storage of Personal Information

All personal information held by Australian Mutuals Archives is stored on servers located within Australia. We do not transfer, disclose, or permit access to personal information outside Australia unless required or authorised by law, or with the explicit consent of the individual concerned.

7. Access, Correction, and Deletion

7.1.  Access

Individuals may request access to their personal information by contacting us. Access to certain records (e.g., Meeting Minutes, Loan records, Member Registers) is restricted for at least 70 years. Special access may be granted to professional researchers or approved projects with appropriate authorisation.

7.2. Correction

Requests to correct or update personal information must be made in writing and will be considered by the Trustees or a senior delegate, in accordance with privacy and archival policies.

7.3. Deletion

Personal data may be deleted (deaccessioned) if re-appraised or if there are changes to the aims and objectives of the Archives. This process is managed by the Archivist with appropriate authorisation.

8. User Rights

Individuals have the following rights regarding their personal information:

  • Protection in accordance with the National Privacy Principles and relevant laws
  • Restricted access to personal information for a minimum of 70 years
  • Special access only with appropriate authorisation
  • Consent required for reference or reproduction of photographs and oral histories
  • No disclosure to third parties without permission, unless required by law or already public
  • Access to identification databases limited to authorised personnel

9. Consequences of Non-Compliance

Failure to comply with this Privacy Policy and the National Privacy Principles may result in breaches of the Privacy Act 1988 (Cth), regulatory action, reputational damage, and potential legal liability.

10. Contact Us

For any queries or requests regarding your personal information, please contact:

Privacy Officer

Australian Mutuals Archives
59 Buckingham Street
Surry Hills NSW 2010

11. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on request.