Privacy Policy

1. Introduction

Peradeniya University Alumni Association Victoria Inc., trading as Peradeniya University Alumni Australia Victoria Chapter (PUAAViC) ("we", "us", "our"), is committed to protecting your privacy in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

This Privacy Policy explains how we collect, hold, use, and disclose your personal information when you interact with our website, membership services, events, or communications.

2. Information We Collect

We may collect the following personal information:

• Contact and identity details: Name, title, email address, phone number, postal address.
• Alumni and professional details: Faculty, degree, graduation year, current occupation, and location.
• Optional information: Profile photo, family member details (if you register them).
• Event and membership data: Registration details, attendance records, and payment information.
• Technical information (automatically collected): IP address, device and browser details, pages visited, and login timestamps.

We only collect information that is reasonably necessary for our functions and activities.

3. How We Use Your Information

We use your personal information to:

• Process and manage membership applications and renewals.
• Organise and communicate about events and activities.
• Send newsletters and important announcements (only with your consent or where we have a legitimate interest).
• Maintain an internal member directory and, where you consent, limited public visibility.
• Improve our website and services.
• Comply with legal and regulatory obligations.
• Protect the security of our systems and members.

4. Cookies and Tracking Technologies

We use essential cookies for website functionality, security (including Cloudflare Turnstile), and user preferences. You may manage non-essential cookies through your browser settings. Disabling essential cookies may affect the functionality of the site.

5. Third-Party Service Providers

We may disclose personal information to the following trusted service providers who assist with our operations:

• Cloudflare (bot protection and security)
• Resend (email delivery)
• Mapbox (event mapping)
• Google Fonts (website styling)

All service providers are bound by confidentiality obligations and must comply with applicable privacy laws. We do not sell your personal information to any third parties.

6. Data Sharing and Disclosure

We may share your information with:

• Other PUAAViC members — only the details you have chosen to make public.
• Service providers under written agreements.
• Law enforcement, regulators, or government authorities when legally required.

7. International Transfers

Some of our service providers are located outside Australia (primarily in the United States). Before any transfer occurs, we take reasonable steps to ensure that the overseas recipient is bound by obligations substantially similar to the APPs, including through contractual safeguards.

8. Data Security

We implement reasonable technical and organisational measures to protect your information, including:

• Encryption of data in transit (HTTPS/TLS).
• Secure authentication (with optional two-factor authentication).
• Access controls and audit logging.
• Regular security monitoring.

9. Data Retention

We retain your personal information only for as long as it is needed:

• Active membership records: Duration of membership plus 7 years (to meet legal and accounting requirements).
• Event records: 3 years after the event.
• Contact enquiries: 2 years.
• Login/security logs: 90 days.
• Unverified accounts: Unverified accounts are retained and are not automatically deleted. You can delete your account and associated data at any time from your profile settings (self-service).

When information is no longer needed, we securely delete or de-identify it.

10. Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your information (where lawful).
• Withdraw consent for marketing communications at any time.
• Lodge a complaint about how we have handled your information.

To exercise these rights, please contact us at committee@puaavic.org.au or update your details in your member profile.

11. Children's Privacy

Our services are not directed at children under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected such information, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website. We will notify you of any material changes by email or website notice.

13. Contact Us

For any privacy enquiries or to exercise your rights, please contact:

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.