What information do we collect and why?

We (Council) use or ask for your personal information (such as your name, email address or street address) to:

• action your customer service requests or give you information you have asked for. For this purpose, we collect and use your information in accordance with the Local Government Act 1989.
• carry out our law enforcement responsibilities. For this purpose, we collect and use your information in accordance with the Privacy and Data Protection Act 2014.
• to provide you with information on services you might be interested in
• to post or email you notices, e-newsletters and updates
• to invite you to participate in a survey for Council, recognising that Council provides services to a property in which you live, own, visit, or manage a business
• to administer incentives and prizes associated with research and engagement activities

Personal information will not be collected from any person who is known by Council to be under the age of fifteen (15) without the consent of a parent or legal guardian.

How do we protect your information?

We take all reasonable steps to keep your information secure. Your personal information is held securely and used only for the purposes listed above.

Do we give your information to anyone?

We are committed to safeguarding your privacy and will not disclose any personal information you provide (such as your name, email address or street address) to a third party without your consent, unless required by law or to action a customer service request.

We reserve the right to collect and disclose demographic and summarised information about website visitors provided the information does not reveal the identity of any individual visitor.

Liability and personal information

We are not liable for events or consequences arising from unauthorised access to your personal information. Please keep your contact details and passwords confidential. If you provide private information regarding any customer service requests (such as your email address or request number) to a third party, we cannot guarantee the security of your personal information.

View our Privacy Policy

Survey and consultation responses

Council uses a number of software packages to collect online survey responses from our community members:

• SurveyMonkey: The data collected online is stored securely on servers located in the United States. (View SurveyMonkey’s Privacy Policy).
• LimeSurvey: This is a surveying system hosted in Australia. Only Council employees and website administrators have access to the data collected using this system, and all data is stored on Australian servers.
• The Hive: This is an engagement platform where all data is hosted in Australia. Only Council employees and website administrators have access to the data collected using this system, and all data is stored on Australian servers.

How do we manage your personal information when collected for a survey or consultation?

The personal information collected via our online surveys or The Hive platform will only be used to address your comments or requests and improve our services.

Occasionally a survey will include a question whereby an answer might result in a respondent being identifiable. To maintain respondent anonymity we carefully review all data and will delete any instances that pose a risk of identification prior to analysis / storing the data file on internal systems.

Where we use the online surveying software to manage email invites to a survey, the email is stored in a separate data file to survey responses. These can be linked with a randomly generated code that is recognised only within the surveying system so that the software can identify those who have completed the survey (so as not to send them reminders). The survey data file does not contain any identifiable information (email address, street address or name). The address file held within the survey system is deleted at a time that is determined within industry guidelines.

Where it is necessary to collect contact details to provide an update on a project or incentive for survey participation, this information is collected and stored in a separate database to survey responses. The information is never used for any purpose other than to contact incentive recipients or to provide project updates The data file is stored on a secure system and is deleted at a time that is determined within industry guidelines or contractual arrangements.

If you don't want to complete an online survey or contribute to an online consultation, you can provide written responses by posting to:

Cardinia Shire Council
PO BOX 7
Pakenham VIC 3810

or you can request for a hard copy of a survey or submission form to be posted to you. To request this, contact our customer service team on 1300 787 624 or mail@cardinia.vic.gov.au

Access and Correction

Individuals have the right to access their own personal information and can request that we amend or delete incorrect or misleading personal information.

Anyone can request access to documents held by Council however there are some exemptions under the Provision of the Freedom of Information Act. (FOI)

Examples of exemptions include:

• documents affecting personal privacy of other people (such as names, addresses, telephone numbers) - section 33(1)
• documents relating to commercial information (putting a commercial business at an unreasonable disadvantage) - section 34(1)
• information provided in confidence such as complaints – section 35(1)
• documents affecting legal proceedings (legal advice or opinions) - section 32(1)

Access will be provided when requested except in circumstances outlined in legislation or where FOI provisions apply. FOI gives a general right to individuals to access information held by Government agencies limited by exemptions.

Individuals are encouraged to contact the Council’s Privacy Officer to determine whether information can be accessed before making a formal FOI request. For details on how to make an application under the FOI Act, refer to Council’s website.

Privacy Collection Notice for planning notifications

Please also read our Privacy Collection Notice if making a submission or objection related to a notification given under the Planning and Environment Act 1987.

The following Terms and Conditions govern the use of Creating Cardinia (“the site”). The platform is owned and operated by us, Social Pinpoint Pty Ltd, on behalf of Cardinia Shire Council.

By accessing and using this site, you are choosing to accept and comply with the Terms presented throughout this agreement as well as the Privacy Policy and Moderation Policy. These Terms apply to all visitors and users of this site. Linked sites, affiliated services or third party content or software have their own Terms that you must comply with. If you disagree with any of the Terms presented in this agreement, you may discontinue using the site immediately.

If you are under 18 years old, please ensure that your parent or guardian understands and accepts these Terms and Conditions (including the Privacy Policy and Moderation Policy).

What are the conditions with a user’s account?

While using the site, you must not violate any applicable laws and regulations. It is our duty to protect the confidentiality of content you provide on our site in accordance with our Privacy Policy. When you create an account with us, you must always provide us with accurate information. Failure to provide accurate information violates the Terms, which may result in immediate termination of your account on our service. You are responsible for protecting your own password you use for this site and for any activities done under that password. Unauthorised use of your password or account must be immediately reported to Social Pinpoint. In some cases, we or our agents may require access to your user accounts to respond to technical issues.

We are not responsible for the content on the site that has been provided by the users of the site. Any content posted by you is subject to the rules of our Moderation Policy. Your contribution to the site may be edited, removed or not published if we consider it inappropriate (refer to Moderation Policy). Contributors should also be aware that their posts may remain online indefinitely. Where practical, you may choose not to identify yourself, deal with us on an anonymous basis or use a pseudonym.

What does Social Pinpoint require from their users?

You must understand and agree that, without limitation:

• all information, data, images and other materials are the sole responsibility of the person from whom the content originated;
• you are prohibited from advertising or offering to sell or buy any goods and services
• you cannot transmit Content that contains software viruses or programs designed to change or destroy the functionality of any computer software or hardware; or
• you cannot collect or store personal data about other users of the site
• you cannot impersonate any person or entity, including without limitation to a Social Pinpoint representative
• you cannot interrupt or interfere with the site or servers or networks connected to the site
• you cannot attempt to gain unauthorised access to the site or other use accounts
  
  

Can your account be suspended or terminated?

We may terminate or suspend access to your site and/or account immediately, without prior notice, including without limitation if you breach the Terms. We may immediately deactivate or delete your account and all the related files and information in your account. After your account has been terminated, the content you have posted may also remain indefinitely on the site.

If you want to terminate your own account, please send an email to info@socialpinpoint.com.

Governing Law

These Terms shall be governed in accordance with the laws of Victoria, Australia, without regards to its conflict of law provisions.

Indemnification

Social Pinpoint, its subsidiaries, affiliates, officers, agents, licensors and other partners are not responsible for any loss, liability, claim, or demand, including legal fees, made by any third party due to or arising from a breach of this agreement and/or any breach of your representations and warranties set forth above.

What content does Social Pinpoint own?

Creating Cardinia website contains the copyrighted material, trademarks, patents, trade secrets and other proprietary information (“Intellectual Property”) of Social Pinpoint and its suppliers and licensors. Social Pinpoint owns and retain all proprietary rights in the intellectual property. All intellectual property in the content of this site including without limitation to text, software, source code, pages, documents and online graphics, photographs, sounds, audio, video and other interactive features are owned by or licensed to us.

Any original content that you submit or post on our site may be made available to the public and allows users to share your content (with the end user acknowledging your contribution) under the Creative Commons Attribution-ShareAlike 4.0 Australian License.

Except for Intellectual Property which is in the public domain or for which you have been given written permission, you may not copy, alter, transmit, sell, distribute any of the Intellectual Property.

We are not responsible for your communications or dealings, including payment and delivery of goods or services, with a third party found via our website. Any loss or damage incurred from those communications or dealings are solely between the user and the third party.

Disclaimer and Warranties

Users must agree that you use of the site is at your own risk. We make no warranty that the site will meet your requirements or be uninterrupted or error-free. Any material that the user downloads through the site is done at their own risk and are responsible for any damages to their computer system or loss of data.

What happens if these Terms change?

We reserve the right, at our sole discretion, to modify or replace these Terms at any time without notice. The most recent version of the Terms can be seen on this page. By continuing to access or use our site after those revisions become effective, you agree and will comply to the revised terms. If you do not agree to the revised terms, please discontinue using our site.

Contact Us

If you have any questions about these Terms, please contact us at info@socialpinpoint.com