Paul Ramsay Foundation Limited (ABN 32 623 132 472) (PRF) is committed to protecting the privacy of personal information and complying with applicable obligations under the Privacy Act 1988 (Cth) (Privacy Act).
This Privacy Notice explains why and how we collect, hold, use and disclose personal information, and what to do if you have questions, feedback or complaints.
Why do we collect, hold, use and disclose personal information?
The purposes for which we collect, hold, use and disclose personal information include:
- Undertaking philanthropic and related activities
- Monitoring, analysing or improving our philanthropic activities or website
- Responding to your requests for information and other enquiries
- Managing our relationship or interactions with you and ensuring a complete and accurate record of your engagement with PRF
- Facilitating our recruitment processes
- Complying with our contractual, legal or regulatory obligations or exercising our legal rights
What type of personal information do we collect?
Depending on the nature of our relationship and interactions with you, we may collect a range of personal information. This includes your name, contact details (including your address, email address and phone number), date of birth, online activity on our website, support for our work, areas of our work you might be interested in supporting, expressions of interest or questions about PRF grants, interests and opinions, communication preferences and conversations in person or by phone, email or social media channels with our staff. On occasion, we may also collect sensitive information (as defined in the Privacy Act), to fulfil our compliance obligations to external regulators, or for internal and external reporting purposes.
It is your choice how much information you provide to us, and you may choose to remain anonymous or use a pseudonym, where lawful and practicable. However, we might not be able to fulfil a request if you remain anonymous, use a pseudonym, or don’t provide us with certain information.
How do we collect information?
At all times we try to collect directly from you only the personal information we reasonably need for the particular function or activity we are carrying out. This can include when you visit our website, contact us, raise a query or complaint with us, sign up to one of our mailing lists, submit an expression of interest in relation to a PRF grant, apply for a job with us, contract with us, work alongside us in supporting our Partners, or otherwise interact with us.
We may also collect your personal information, including sensitive information, that we reasonably need from third parties, such as third party service providers (including credit reporting or other checks where relevant), and from publicly available records.
How do we use and disclose this information?
We may use and disclose your personal information for our legitimate business purposes, including for the purposes set out above in relation to our collection of personal information.
For example, we may disclose your personal information to our internal divisions, business units, departments, related entities or affiliates, third parties who work with us, our representatives, agents or contractors (including for data storage or processing, printing, mailing, marketing, planning, research and goods or services development) or provide services to us, our advisors (including lawyers and accountants), insurers, auditors and financiers and other parties when required by law, such as law enforcement entities or regulators.
We may also make personal information available to our secure, internal artificial intelligence (AI) tools for the purposes of improving the efficiency, accuracy and quality of our operations, including assisting with data analysis and administration. These tools operate within PRF’s protected technology environment and do not disclose your personal information externally. Any use of AI systems is subject to strict privacy, security and access controls.
We do not share your personal information except in accordance with this privacy policy or as permitted by the Privacy Act or other applicable privacy laws.
Website and digital information
In general, you can browse our website without submitting your personal information to us. We collect metadata relating to website usage, including by using cookies, for the purpose of improving our communications activities. The types of information collected include your server address, domain name or IP address, the date, time and duration of the visit, the pages accessed, and documents downloaded, and other information.
When you interact with a PRF page or account on a social media platform, such as Facebook, Instagram, Twitter, LinkedIn or YouTube, or when you use your social media account or credentials to log in to our website, we may also collect the personal information that you make available to us on that page or through that account, including your account ID or “handle.”
We use Google Analytics on our website to collect information regarding how people use our site, including the types of web information described above. Google Analytics uses both first person and third-party cookies to record standard internet traffic information and the information is used by us to understand how people use our website.
We may also use other analytics services to understand how visitors reach our websites, including from social media platforms and email newsletters, usage patterns on our websites, and visitors’ social media profiles.
If you do not wish to receive any cookies you may set your browser to refuse cookies. However, this may impact on website functionality and the services provided to you.
Storage and security of information
PRF will take reasonable steps to ensure that all personal information or sensitive information we collect is held in a secure format and protected from loss and misuse, as well as unauthorised access, modification, disclosure, alteration, or destruction. The information may be held either in hard copy or electronically.
We will hold the information we collect on systems managed and maintained by us and/or our third-party cloud storage service provider who may create a backup of our data and store that backup overseas. Any such backups of the data may be held in the United States, Canada, Singapore, the UK or within the European Economic Area. Otherwise, we do not, generally, disclose personal information to parties outside of Australia.
Retention and destruction of personal information
PRF will destroy or de-identify personal information as soon as practicable once it is no longer needed for the purpose for which it was collected. We will take reasonable steps and use appropriate techniques and processes in destroying information.
Access
People have a right to request access to personal or sensitive information held about them, and to request its correction. Requests for access to personal information or sensitive information held by the PRF may be made by contacting the address below. If it is information that a person is entitled to access, we will endeavour to provide it to them in a suitable way (e.g. by email or mail). We may charge a fee for compiling the requested information, if it is lawful for us to do so. Requests may also be made that we update or amend information we hold about a person; we will either amend the information, or make a record of the request, as appropriate.
Questions, feedback and complaints
Questions or feedback about this policy, or complaints should be directed to:
Privacy Officer
(02) 8582 4001
privacy@paulramsayfoundation.org.au
We commit to respond in a timely manner.
If we receive a complaint about a breach of the Australian Privacy Principles, we will advise what (if any) action we consider appropriate to take in response or if we do not agree, we will provide reasons. If the complaint is not handled to the satisfaction of the person making the complaint, they can contact the Office of the Australian Information Commissioner (www.oaic.com.au).
Policy updates
We may amend this privacy policy from time to time, with or without notice to you. We recommend that you check this page regularly and each time you visit this website.
Last updated: December 2025