Privacy Policy
Purpose of This Policy
True Portraits is committed to protecting personal information and managing it responsibly in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how True Portraits collects, uses, stores, protects and discloses personal information in connection with its programs, services, website, communications, events and community activities.
Who We Are
True Portraits is an Australian organisation that provides programs, resources and services designed to support individuals, families and communities.
True Portraits does not sell personal information.
Personal information is only used for legitimate organisational purposes or where required or authorised by law.
Types of Personal Information Collected
True Portraits may collect personal information including:
• name
• address
• email address
• telephone number
• organisation (if applicable)
• participation records
• communication history
• event registration details
• volunteer information
• donation transaction confirmations
• payment processing details (handled via secure third‑party providers)
True Portraits does not store full credit card numbers unless required for lawful processing and handled through approved secure providers.
Sensitive Information
Sensitive information is only collected where:
• the individual has provided consent
• the information is reasonably necessary
• collection is authorised by law
Sensitive information may include demographic information such as:
• date of birth
• gender
• nationality
Sensitive information is handled with additional safeguards.
How Personal Information Is Collected
Personal information may be collected:
• directly from individuals
• through program registrations
• via event participation
• through communications with True Portraits
• through website interactions
• from authorised representatives where appropriate
Where reasonable and practicable, information is collected directly from the individual concerned.
Why We Collect Personal Information
True Portraits collects personal information to:
• provide programs and services
• manage registrations and participation
• respond to enquiries
• administer events
• manage volunteers
• process donations
• maintain organisational records
• improve services and website functionality
• communicate relevant updates
• conduct surveys or feedback activities
• protect organisational safety and integrity
• comply with legal obligations
Consent may be withdrawn at any time by contacting:
Disclosure of Personal Information
True Portraits may disclose personal information:
• to contracted service providers
• to professional advisers
• where required by law
• where necessary to prevent harm
• where authorised by the individual
Service providers are required to comply with confidentiality and privacy obligations.
Overseas Disclosure
Some service providers used by True Portraits may operate outside Australia.
Where this occurs, True Portraits takes reasonable steps to ensure those providers manage personal information in accordance with Australian privacy requirements.
By providing personal information, individuals acknowledge that overseas disclosure may occur where reasonably necessary.
Website Analytics and Usage Data
True Portraits may collect technical information such as:
• IP address
• browser type
• operating system
• referring pages
• pages visited
• interaction activity
This information supports service improvement and website performance monitoring.
Aggregated analytics data does not identify individuals.
Video Viewing Privacy
True Portraits limits collection of video‑interaction data to what is reasonably necessary to operate services and improve user experience.
Where collected, such data:
• is stored securely
• is accessed only by authorised personnel
• may be anonymised where practicable
True Portraits does not disclose identifiable viewing activity unless required by law.
Donation Processing and Financial Information
True Portraits may collect limited personal information necessary to process donations.
Payment processing is performed through secure third‑party payment providers.
True Portraits does not independently store full payment card details unless legally required.
Donation information may be retained for:
• receipting purposes
• audit obligations
• financial compliance
• fraud prevention
• regulatory reporting requirements
Working With Children – Additional Privacy Safeguards
True Portraits is committed to protecting children’s privacy.
Where activities involve individuals under 18:
• parental or guardian consent may be required
• only necessary information is collected
• additional safeguards apply
• access requests from parents or guardians are supported
Parents or guardians may request access to or deletion of a child’s information by contacting:
True Portraits does not knowingly collect personal information from children without appropriate consent where required.
Photography, Media and Program Participation Consent
During events, programs or activities, photographs, audio recordings or video recordings may be taken.
Where required, consent will be requested prior to collection or publication of identifiable media.
Media may be used for:
• program reporting
• educational purposes
• promotional materials
• organisational publications
• website and social media communication
Individuals may request removal of identifiable media where reasonable and practicable.
True Portraits reserves the right to retain archival program records where required for governance, safeguarding or legal compliance purposes.
Data Security
True Portraits takes reasonable steps to protect personal information from misuse, loss and unauthorised access.
Security measures may include:
• encryption where appropriate
• restricted staff access
• secure storage systems
• monitoring for vulnerabilities
• contractor confidentiality obligations
Transmission over the internet cannot be guaranteed to be completely secure.
Access and Correction of Personal Information
Individuals may request access to personal information held about them.
Requests may also be made to correct inaccurate or outdated information.
Requests should be sent to:
Identity verification may be required prior to processing requests.
Cookies
Cookies may be used to support:
• website functionality
• analytics
• embedded media playback
• user preferences
Disabling cookies may affect website performance.
Third‑party platforms hosting embedded media may apply their own cookies independently.
External Websites
True Portraits websites may contain links to external websites.
True Portraits is not responsible for the privacy practices or content of external websites.
Users should review external privacy policies before providing personal information.
Retention of Personal Information
Personal information is retained only as long as necessary to:
• fulfil the purpose for which it was collected
• comply with legal obligations
• maintain safeguarding records
• support dispute resolution
• support organisational accountability
Information is securely deleted or de‑identified when no longer required.
Complaints and Privacy Concerns
Privacy complaints may be submitted to:
True Portraits will acknowledge complaints within a reasonable timeframe and respond as soon as practicable.
If an individual is not satisfied with the response, they may contact the Office of the Australian Information Commissioner.
Limitation of Liability
To the extent permitted by law, True Portraits is not responsible for:
• misuse of information transmitted via third‑party platforms
• failures of external service providers
• unauthorised access beyond reasonable organisational control
• privacy practices of external websites
Nothing in this policy excludes rights available under Australian consumer or privacy law.
Policy Updates
True Portraits may update this Privacy Policy from time to time.
Updated versions take effect upon publication.
Contact
Privacy enquiries:
True Portraits
Email: hello@trueportraits.org
Last Updated: 17 April 2026