HGA Privacy Policy

Scope

This policy applies to all functions of HGA and its associates, executive committee (board) members and members. This applies to all activities, events and enterprises of HGA. 

Aims

HGA takes privacy seriously and we’re aware that our community has specific privacy concerns. Some information about sex and gender can be particularly sensitive. This policy describes how we aim to protect privacy, and to collect the minimal information that is required to register and communicate with members and to provide events and activities to support our membership. We will not publicise any of your information without your consent.

This policy has been developed in conjunction with survivors of violence, stalking, and cybersecurity experts. 

Collection of Information

How we collect and hold information

We collect information that you give us via:

  • Membership forms

  • Online surveys

  • Email

  • Our web contact form

  • Client accounts such as SurveyMonkey, Eventbrite and DoodlePoll (covered below)

Our information is stored electronically in the G-suite Drive, with varying access to Shared Drives to limit unauthorised access to view, modify or disclose information.

The type of information we collect

We collect information to allow us to communicate with you and include you in our mailing list such as your preferred name, pronoun and e-mail address.  You can use a pseudonym (fake name). We don’t require verification of your ‘legal’ name nor do we require medical verification of your sex or gender. We want to know how you prefer to be called and how you choose to identify.  

Event organisers may collect information relevant to payment for events such as credit/debit card details, but such information is not collected or retained by HGA. 

We may collect information, if you disclose it, about access needs for events. We may collect allergen and dietary information for events. 

We may collect data about your sex assigned at birth or gender identity when you attend an event or activity in order to assess how well we are representing people with different gender identities in the community, but that information will not be reported on or shared unless it is  de-identified (not attached to your name.) 

HGA members may be asked for further identification to allow HGA to confirm they are members or allies of the trans and gender diverse community, and are of good reputation, as per the Rules of HCSGD.

HGA executive committee members may be asked for their legal name and additional personal information such as phone number, address and date of birth, to enable registration as committee members. This information is stored in the Shared Drive (secure hub two) with access restricted to named positions and information officers who have been independently verified by HGA.

How you can access or correct your information

If your information needs updating to better reflect your identity or contact details, you can send an email to secretary@huntergenderalliance.org. We’ll change your entry in our database. 

If you have a question or complaint

We’re always happy to hear from our members. Please email us at secretary@huntergenderalliance.org to discuss any issues you may have with our privacy policy or management of your information.


Disclosure of Information

Survey Monkey 

We use Survey Monkey to conduct web surveys of our members. You can access SurveyMonkey’s privacy policy if you click here. Sometimes we use consent and privacy statements which you can fill in. We endeavour to keep your information anonymous – you can use a pseudonym for most of our SurveyMonkey surveys.

EventBrite

We use EventBrite to help us manage ticketing for events. You can access EventBrite’s privacy policy if you click here. When registering for an event, you may be required to give EventBrite personal information including your name, address, telephone number and email address. You may also be required to provide financial information, including credit card number and expiration date, if you make a payment for an event. EventBrite may share with us some of your personal information, including information about whether a particular registered individual has made payment, but we do not receive your financial information.

DoodlePoll

Sometimes we use DoodlePoll to coordinate meeting times. You can view their privacy policy  here. You’re not required to put any personal information into Doodle Poll, but your name can help others see what meeting times you’re available. 



Workplace

We use Workplace (a Facebook online collaboration platform) to communicate among the executive and sub-committees of HGA. Their privacy policy is accessible if you click here.

Our Web Hosting

Our website is hosted by Squarespace, whose privacy policy can be found if you click here. Squarespace collects personal data when you visit this website, including:

  • Information about your browser, network and device

  • Web pages you visited prior to coming to this website

  • Your IP address

Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form. HGA will not collect, share or on-sell any such identifying information collected by Squarespace when you visit the website or use it for any other purpose than general analysis. You can read Squarespace’s cookie policy if you click here.

Social Networking Services

We use social networking services such as Twitter, Facebook and YouTube to communicate with the public about our work. When you communicate with us using these services we may collect your personal information, but we only use it to help us to communicate with you and the public. The social networking service will also handle your personal information for its own purposes. These services have their own privacy policies. You can access the privacy policies for Twitter, Facebook and YouTube (a Google company) on their websites.

Please also refer to HGA’s Social Media Policy.


Overseas recipients

HGA is not going to disclose your information to any overseas recipients. 

HGA Privacy Policy passed for approval at Executive Meeting May, 2020

Signed off by President 7th June, 2020

Due for review June, 2022