Privacy Policy

Y Australia is committed to fostering a respectful and safe workplace for all individuals involved in our organisation. To support this commitment, we have established a Policy Framework that applies exclusively to Y Australia (The National Council of the Young Men’s Christian Association of Australia) and Y Safeguarding, collectively referred to as ‘The Y,’ ‘we,’ ‘us,’ or ‘our organization.’ This framework does not extend to individual member Ys, affiliates, or associated entities.

The Policy Framework applies to all employees (permanent, fixed-term, full-time, part-time, and casual), volunteers, contractors, subcontractors, labour hire workers, apprentices, trainees, and any volunteers engaged in activities with The Y.

The purpose of the policy framework is to ensure Y Australia meets legal requirements, ensuring it aligns with both strategic objectives and compliance standards. It also provides guidance on how Y People and Relevant Organisations should respond if they witness or experience breaches of these standards.

The Policy Y Australia recognises the importance of safeguarding personal information and is committed to handling all information with care, transparency and integrity. We value the trust placed in us by individuals, staff, volunteers, clients, Member Associations and partners, and take our responsibilities as both an employer and a national body seriously when managing personal information throughout a person’s engagement with us.

These policies, collectively known as the Relevant Policies, should be read and applied together. Importantly, nothing in the Policy Framework supersedes any Commonwealth, state, or territory law, which must be adhered to first and foremost.

When we collect personal information, we aim to ensure you understand why it is being collected, how it will be used, and who it may be shared with.

Y Australia complies with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). These principles guide the way we collect, store, use and disclose personal information across our organisation.

For more information about privacy rights and the Australian Privacy Principles, visit the Office of the Australian Information Commissioner (OAIC)

1.Purpose & Scope of Policy:

At the Y we are dedicated to foster a culture of integrity, respect around how Y Australia collects, uses, stores and protects personal information.

It applies to anyone who interacts with us, including staff, volunteers, clients, young people, Member Associations, National Entities, contractors, partners and the public. This includes personal information collected through employment, recruitment, volunteering and contractor activities, as well as information collected when engaging directly with participants. The purpose of this Policy is to outline:

What personal information we collect and hold;
How and why we use and share it;
How we protect it; and
How you can access or correct your information or raise a concern.

Our approach to privacy reflects our commitment to care, respect and transparency in everything we do.

2.Definitions:

Personal information – means any information or opinion about you that can identify you. This includes things like:

Your name, address, phone number, and email
Your date of birth and age
Your bank details or credit card information
For staff, contractors and volunteers, this includes information held for employment, payroll, performance and health and safety purposes.

Sensitive information – is a special type of personal information that is more private and needs extra protection. This includes things like:

Your health information (like medical history or disabilities)
Your racial or ethnic background
Your religious or philosophical beliefs
Your sexual orientation
Membership of a political party or trade union
Your criminal record

Member Y’s – An autonomous organisation which is a chartered member of the National Council of the YMCAs of Australia and must therefore act in accordance with the National Council of YMCAs of Australia’s constitution and formal decisions.

National Y Entities – established as Y Careers and Y Services. Y Careers was created to address the workforce shortages in the care industry. You can visit Y Careers to learn more and access their Privacy Policy. Y Services specialises in merchandise and procurement services, you can learn more about them and their Privacy Policy here.

Y Australia – means the employer as The National Council of the Young men’s Christian Association of Australia (“Y”, “we”, “us”, “our”, “our organisation”).

Y Person/People – includes employees, volunteers, contractors or subcontractors, labour hire employees, apprentices or trainees and volunteers involved with the activities of the Y. It also includes the Y Board Members and any person serving the Y on a committee or in an advisory capacity.

Y Safeguarding – means the employer as Y Safeguarding ( “Y”, “we”, “us”, “our”, “our organisation”).

3.What does Y Australia Do?

We are the national body that supports and connects the Y Movement across Australia. Our purpose is to strengthen and safeguard our shared work, fostering continuous improvement and innovation across our network of Member Ys and National Entities.

Together with our Member Ys and National Entities, we build a trusted and inclusive Movement that empowers young people, supports communities, and upholds the highest standards of safety, wellbeing and integrity. As a movement in Australia, we support 680+ communities, with 11,500+ staff and volunteers. We are also one of 120 member countries that make up our World YMCA movement.

We provide national coordination, resources and guidance across several key areas, including:

Brand & Communications – supporting Member Ys to promote programs and services, celebrate impact, and share stories that reflect the Y’s values and community contribution.
Advocacy and Public Policy – collaborating with Member Ys and partners to influence issues that matter to young people and communities across Australia.
Our National Youth Portfolio – amplifying young people’s voices and leadership through initiatives that create opportunities for meaningful participation at local, national and global levels.
Crisis Management – offering coordinated support when incidents occur, including safeguarding, data breaches, and health and safety matters, to help ensure a safe and consistent approach across the Movement.
Licensing and Assurance – providing frameworks and tools that help Member Ys maintain strong governance, financial sustainability, brand alignment, and safe work practices.
National Insurance Scheme – coordinating insurance cover and supporting Member Ys through the claims process to ensure appropriate protection for people, programs and property.
Redress – supporting the Y’s participation in the Australian Government’s National Redress Scheme for survivors of institutional child sexual abuse. For more information, see the National Redress Scheme Privacy Policy or visit our website.

4. What Personal Information do we collect and hold?

We only collect personal information that we reasonably need to carry out our work and support the Y Movement across Australia.

The information we collect depends on how you interact with us but may include:

Your name, contact details and date of birth;
Employment or volunteer information, such as qualifications, background checks and work history, and, for employees, information related to payroll, performance, training, wellbeing and workplace health and safety;
Health or medical information (for example, to support safe participation in programs and events or support reasonable adjustments in the workplace);
Financial and insurance information (such as details needed to process claims or payments); and
Information you choose to share with us about your background, experiences or preferences, so we can engage with you in a culturally respectful and inclusive way.

We collect personal information directly from you whenever possible – for example, when you contact us, apply for a role, complete a form, participate in a survey, or interact with us through our website or social media.

We only collect and use sensitive information (such as health, cultural or background details) with your consent, or where authorised or required by law.

We may collect government-related identifiers, such as Tax File Numbers, Medicare numbers or driver licence numbers, where required or authorised by law – for example, to meet employment, payroll, or right-to-work obligations. However, we do not use these identifiers as our own internal means of identifying individuals.

5.Information our Member Ys and National Y Entities Share with us

As the national body, Y Australia works with and supports Member Ys and National Y Entities across the country to strengthen and align the work of our Movement.

At times, these organisations may share personal information with Y Australia or Y Safeguarding for specific purposes related to our national functions – such as insurance, licensing and assurance, safeguarding, risk management, or participation in the National Redress Scheme.

This information is only shared when it is relevant and necessary for us to carry out these roles, and always in accordance with privacy and legal requirements.

Member Ys and National Y Entities may also provide us with aggregated or non-identifying data about their programs and services. This helps us understand the collective impact of the Y Movement, identify trends and opportunities, and support continuous improvement at a national level.

Each Member Y and National Y Entity is responsible for its own privacy practices and has its own Privacy Policy, which explains how it collects and manages personal information when delivering programs and services.

You can find contact details for all Member Ys and National Y Entities on our website or contact us if you would like assistance reaching the relevant organisation.

6.How do we collect personal Information?

We collect personal information in a few different ways, depending on how you interact with us.

6.1 Directly from you
Most of the information we collect is provided by you – for example;

When you contact us, complete a form or survey, subscribe to our publications, or apply for a role or program.
Through recruitment processes, onboarding, HR systems, payroll or professional development programs.

6.2 From others
In some cases, we may collect information about you from other people or organisations. This may include:

Your parent or guardian, if you are under 18;
Referees, government agencies or qualification bodies, when you apply for a role;
Member Ys or National Y Entities, if your information relates to an insurance claim, safeguarding matter or redress application; or
Other organisations or professionals involved in a claim or incident, where it is necessary for us to fulfil our role or meet legal obligations.

6.3 Through digital and online interactions
We use technology to help us connect with our community and improve how we communicate. This includes:

Social media platforms such as Facebook, Instagram and LinkedIn; and
Online services like survey or website tools (for example, WordPress).

When you use these platforms, the service providers may also collect and process your personal information under their own privacy policies. We encourage you to review their privacy settings or contact us directly if you prefer to communicate privately.

6.4 Website and analytics data
When you visit our website or digital platforms, we collect basic analytics data to understand website traffic and engagement, improve our marketing activities and enhance user experience.
This may include general information about your browser, device, approximate location or demographics.

You can choose to disable cookies or adjust your browser settings, although this may affect some website functions.

6.5 Unsolicited Information
If we receive personal information that we did not request, we will determine whether it is reasonably necessary for our work or if we are legally permitted to keep it. If not, we will securely delete or de-identify the information as soon as practicable.

6.6 How we use and share personal information
We handle personal information carefully and only use it for legitimate and appropriate purposes.

Personal information is used to:

Deliver our national functions and initiatives;
Support Member Ys and National Y Entities in areas such as insurance, safeguarding and assurance;
Manage our workforce, including employment, training, payroll, performance, wellbeing and workplace safety obligations.
Engage with stakeholders and partners; and
Meet our legal and regulatory obligations.

We only share personal information when it is necessary for these purposes, for related purposes you would reasonably expect, or when required or authorised by law.

The individuals and organisations we may share information with include:

Our staff, contractors and volunteers who need access to perform their roles;
Service providers such as legal advisers, insurers, auditors, IT and communications providers who assist us in operating safely and effectively;
Government agencies, regulators or law enforcement bodies, where required by law; and
Research and education partners, such as universities or research organisations, when contributing to projects aligned with our mission and values.

6.7 Direct Marketing
We may use your contact details to send you updates, newsletters or information about our programs and initiatives that we think may be of interest to you. You can opt out of receiving these communications at any time by following the unsubscribe instructions in our emails or by contacting us directly.

6.8 Use of Photos and Marketing Materials
We sometimes use images, videos or stories of individuals to promote our programs and share the positive impact of our work.
We only use this type of images and information with informed consent.

6.9 Sharing Information with Third Parties
When sharing information with third parties, we take steps to ensure that it is handled securely, used only for the purpose it was provided, and protected in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

6.10 How we store, manage and secure personal information

We take the security of personal information seriously and use safeguards to protect it from misuse, loss, unauthorised access or disclosure. Employee data is handled with the same safeguards as all other personal information.

Personal information is stored in both digital and paper formats. We use secure systems and facilities and restrict access to authorised staff and contractors who need the information to do their work. Staff and volunteer records are maintained within secure HR information systems, accessible only to authorised personnel.

Electronic records are stored on secure servers managed by trusted third-party providers located in Australia. These providers are required to handle information in accordance with Australian privacy and security standards.

When personal information is no longer required, we take reasonable steps to delete or de-identify it, unless we are legally required to retain it.

6.11 Does my information stay in Australia?
We do not usually send or store personal information outside Australia.

In limited circumstances, your information may be shared with or accessed by trusted organisations overseas – for example, when arranging travel for participation in international YMCA activities such as the Global Change Agent Program or the YMCA World Council.

Whenever personal information is transferred overseas, we take steps to ensure it is handled in accordance with Australian privacy laws and protected to the same standard as if it were held in Australia.

Some online platforms we use – such as Facebook, Instagram, MailChimp or LinkedIn – may store information on servers outside Australia. These platforms have their own privacy policies, which outline how they collect and use data.

Our website may also contain links to external websites or third-party services. We are not responsible for the privacy practices of those sites, and we encourage you to review their privacy policies before sharing any personal information.

6.12 Accessing and correcting your personal information
You can request access to the personal information we hold about you or ask for corrections if you believe it is inaccurate, out of date or incomplete.

To make a request, please contact us using the details provided in Section 9.

We will respond within 30 days and explain any reasons if we are unable to provide access to certain information.

Current and former employees, contractors and volunteers may request access to their employment-related records in the same way.

We are committed to keeping your information accurate and up to date and appreciate your help in letting us know if your details change.

6.13 How to contact us
You can contact us about anything in this Privacy Policy, including if you would like to:

request access to, or correction of, the personal information we hold about you;
ask a question or raise a concern about how we collect, use or protect personal information; or
request more information about how we manage privacy at Y Australia.

You can contact us by:
Email: [email protected]
Mail: Privacy Officer, Y Australia, Level 1, 2 Bristol Street, Essendon Fields VIC 3041

If you prefer to interact with us anonymously or under a pseudonym, please let us know. We will do our best to accommodate your request where possible.

We take all privacy enquiries and complaints seriously.
Once we receive your complaint, we will acknowledge it and aim to respond within 30 days. We will try to resolve all privacy matters within 90 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC):
Phone: 1300 363 992
Email: www.oaic.gov.au

The National Council of the Young Men’s Christian Associations of Australia ABN: 45 004 076 297 (Trading as YMCA Australia)

The Trustee for YMCA Australia Youth and Community Fund (Ancillary Gift Fund) ABN: 99 524 351 539

Updated March 2026