PRIVACY STATEMENT & PRIVACY POLICY

Last updated: August 2026

inExTerra inc respects your privacy and is committed to handling personal information responsibly, transparently and securely.

This Privacy Statement & Privacy Policy explains how inExTerra inc collects, holds, uses, discloses and protects personal information when you interact with us, including when you visit inexterra.org, contact us, participate in our programs or events, volunteer with us, support our activities or otherwise engage with our organisation.

We aim to collect only information that is reasonably necessary for our activities and to handle that information in a way that respects the people and communities we serve.

Where applicable, we manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. ABOUT INEXTERRA INC

inExTerra inc is a Queensland incorporated association working to create opportunities for people to connect, participate and contribute through community, cultural, creative, environmental and educational initiatives.

Our activities may include:

community programs;
cultural and multicultural activities;
environmental and sustainability initiatives;
arts and creative activities;
community events;
volunteering;
partnerships and collaborations;
educational activities;
fundraising and sponsorship;
communications and publications; and
other activities consistent with our organisational purposes.

This Privacy Policy applies to personal information collected and held by inExTerra inc in connection with these activities, subject to any applicable legal exemptions or limitations.

2. WHAT IS PERSONAL INFORMATION?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information is recorded in material form or not.

Depending on how you interact with us, the personal information we collect may include:

name;
postal or residential address;
email address;
telephone or mobile number;
organisation or professional details;
volunteer and participation information;
event registration information;
correspondence and enquiries;
information about your involvement with our programs;
photographs, video or audio recordings;
preferences relevant to communications or participation;
payment or transaction information where applicable;
information contained in applications or submissions; and
other information reasonably necessary for our activities.

We may also collect information about how people interact with our website, such as technical or usage information, where this is collected through website technologies or third-party services.

3. SENSITIVE INFORMATION

Some information is considered sensitive information under Australian privacy law.

Sensitive information can include information relating to matters such as:

racial or ethnic origin;
religious or philosophical beliefs;
health information;
disability;
criminal record;
political opinions;
membership of professional or trade associations; and
other categories recognised under privacy law.

inExTerra inc does not generally need to collect sensitive information simply because someone visits our website.

However, sensitive information may be collected in particular circumstances where it is reasonably necessary for a program, event, participation requirement, accessibility arrangement, safeguarding matter or another legitimate organisational purpose.

Where applicable, we will handle sensitive information in accordance with the additional requirements that apply to it.

We will not ask you to provide sensitive information unless there is a legitimate reason to do so.

4. HOW WE COLLECT PERSONAL INFORMATION

We generally collect personal information directly from you.

For example, you may provide information when you:

contact us;
complete an online form;
subscribe to communications;
register for an event;
volunteer;
participate in a program;
make a donation or sponsorship enquiry;
submit an application;
provide feedback;
enter into a partnership or collaboration;
communicate with us by email, telephone or other channels; or
interact with us at an event or activity.

We may also collect personal information from other sources where this is permitted by law and reasonably necessary for our activities.

Such sources may include:

partner organisations;
event or program collaborators;
publicly available information;
government or regulatory bodies;
service providers;
funding bodies; or
another person where lawful and appropriate.

Where reasonably practicable, we will explain how and why personal information is being collected at or before the time of collection, consistent with applicable privacy requirements.

5. WHY WE COLLECT PERSONAL INFORMATION

We collect personal information for purposes connected with our activities and organisational responsibilities.

These purposes may include:

Community engagement

To communicate with people who express an interest in our organisation, programs, events or initiatives.

Program delivery

To organise and administer participation in our programs, projects, workshops, activities and community initiatives.

Event management

To manage registrations, volunteers, participants, performers, stallholders, partners, guests and other people involved in our events.

Volunteering

To assess and administer volunteer applications, placements, communications, training and participation.

Partnerships

To communicate with organisations, businesses, community groups, cultural organisations, sponsors, funders and other partners.

Communications

To send information about our activities, events, opportunities, publications and other matters where permitted by law and consistent with your preferences.

Administration

To manage enquiries, records, correspondence, financial administration, governance and organisational operations.

Safety and safeguarding

To manage legitimate safety, accessibility, emergency, safeguarding and participation requirements associated with our activities.

Compliance

To meet legal, regulatory, contractual, insurance, funding and governance obligations.

Improving our work

To understand participation, evaluate programs, improve services and develop future initiatives.

We will generally only use or disclose personal information for the purpose for which it was collected, a related purpose that you would reasonably expect, or where otherwise permitted or required by law.

6. WHEN WE MAY DISCLOSE PERSONAL INFORMATION

We may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy.

Depending on the circumstances, information may be disclosed to:

our authorised officers, committee members and volunteers;
contractors and service providers;
event venues and event service providers;
program and project partners;
professional advisers;
technology and website service providers;
payment or transaction providers;
insurers;
funding bodies;
government authorities or regulators;
emergency services where appropriate;
auditors or professional service providers; and
other parties where you have consented or disclosure is otherwise permitted or required by law.

We do not sell personal information to third parties.

We aim to limit disclosure to information reasonably necessary for the relevant purpose.

7. DIRECT MARKETING AND COMMUNICATIONS

We may use your contact information to communicate with you about inExTerra inc activities, programs, events, volunteering opportunities, community initiatives and other relevant information where permitted by law.

We aim to make our communications relevant and proportionate.

Where applicable, you may opt out of receiving promotional or non-essential communications by using the unsubscribe facility provided or by contacting us.

Choosing not to receive promotional communications will not generally affect your ability to participate in our programs, events or other activities.

Direct marketing is subject to specific requirements under Australian privacy law.

8. PHOTOGRAPHS, VIDEO AND AUDIO

inExTerra inc may photograph, film or otherwise record events and activities for purposes such as:

documenting community activities;
reporting to supporters and funding bodies;
promoting future activities;
publishing stories and experiences;
educational purposes;
archival purposes; and
communicating the impact of our work.

Where appropriate, we may provide notices or seek consent for photography or recording.

If you have concerns about being photographed or recorded, please speak with an authorised inExTerra inc representative or contact us before or during the relevant activity where reasonably practicable.

Additional consent and safeguarding arrangements may apply when children or young people are involved.

9. CHILDREN AND YOUNG PEOPLE

We recognise the importance of protecting the privacy and safety of children and young people.

Where our activities involve children or young people, we may collect information reasonably necessary to:

administer participation;
obtain relevant permissions;
manage safety and accessibility;
communicate with parents, guardians or carers;
manage emergencies; and
meet legal, safeguarding or organisational requirements.

We will seek appropriate consent where required and will take reasonable steps to protect information relating to children and young people.

10. WEBSITE INFORMATION AND COOKIES

When you visit inexterra.org, certain technical information may be collected automatically through the website, hosting environment, analytics tools, security systems or other technologies used by the website.

Depending on the technology implemented, this information may include:

IP address;
browser type;
device information;
operating system;
pages visited;
approximate time and date of visits;
referring website;
website interactions; and
other technical or usage information.

This information may be used to:

operate and secure the website;
identify technical problems;
understand website usage;
improve website performance;
maintain website security; and
understand how visitors interact with our content.

The website may use cookies or similar technologies.

Cookies are small data files stored on or associated with your device that can help a website remember information or understand how the website is used.

Where third-party analytics, embedded content or other technologies are used, those providers may collect information in accordance with their own privacy policies.

11. THIRD-PARTY SERVICES

inExTerra inc may use third-party services to support the operation of our website and activities.

These may include services relating to:

website hosting;
email and communications;
online forms;
event registration;
payments and donations;
analytics;
cloud storage;
cybersecurity;
document management; and
other operational functions.

Where personal information is handled by a service provider on our behalf, we seek to use providers that offer appropriate privacy and security protections.

Third-party services may have their own privacy policies and terms of use.

Where you interact directly with a third-party platform, that provider may collect and handle information under its own privacy practices.

12. OVERSEAS DISCLOSURE AND STORAGE

Some technology, communications, cloud storage, payment, analytics or other service providers used by inExTerra inc may operate or store information outside Australia.

Where personal information is likely to be disclosed to overseas recipients, we will take reasonable steps to address applicable privacy requirements.

The countries in which information may be stored or processed will depend on the particular services and technology providers used by inExTerra inc.

Before publication, this section should be updated to identify the actual countries involved where it is practicable to do so.

Where required by applicable law, we will take reasonable steps to ensure appropriate protections are in place for overseas disclosures.

13. HOW WE STORE AND PROTECT PERSONAL INFORMATION

We take reasonable steps to protect personal information we hold from:

misuse;
interference;
loss;
unauthorised access;
unauthorised modification; and
unauthorised disclosure.

Depending on the nature of the information and the circumstances, security measures may include:

access controls;
password protection;
secure systems;
restricted access to information;
secure transmission methods;
appropriate organisational procedures;
staff and volunteer awareness; and
secure disposal practices.

No online system can be guaranteed to be completely secure.

We therefore encourage you to take reasonable steps to protect your own information, including using secure devices and keeping passwords and account information confidential.

Australian privacy requirements also require reasonable steps to destroy or de-identify personal information when it is no longer needed for an applicable purpose, subject to legal retention requirements.

14. HOW LONG WE KEEP PERSONAL INFORMATION

We retain personal information only for as long as reasonably necessary for the purposes for which it is held, or for as long as required by law, funding requirements, insurance requirements, governance obligations or other legitimate organisational needs.

Retention periods may vary depending on the type of information and the purpose for which it was collected.

When information is no longer required and there is no legal or other legitimate reason to retain it, we will take reasonable steps to securely destroy, delete or de-identify it.

15. QUALITY OF PERSONAL INFORMATION

We aim to ensure that personal information we hold is accurate, complete and up to date where it is relevant to the purpose for which it is used.

You can help us by notifying us if your information changes or if you believe information we hold about you is incorrect.

If you identify an error, please contact us using the details provided below.

16. ACCESS TO YOUR PERSONAL INFORMATION

You may request access to personal information that inExTerra inc holds about you, subject to applicable legal exceptions.

To request access, please contact us and provide sufficient information to allow us to identify the information you are seeking.

We may need to verify your identity before providing access.

We will generally respond to an access request within a reasonable period and in accordance with applicable privacy requirements.

In some circumstances, access may be refused or limited where permitted or required by law.

If this occurs, we will explain the reason where we are legally permitted to do so.

17. CORRECTING YOUR PERSONAL INFORMATION

If you believe that personal information we hold about you is inaccurate, incomplete, out of date or misleading, you may ask us to correct it.

We will take reasonable steps to correct information where appropriate.

If we refuse a correction request, we will provide reasons where required or permitted by law and may provide information about available complaint or review options.

18. ANONYMITY AND PSEUDONYMS

Where lawful and reasonably practicable, you may interact with us without identifying yourself or by using a pseudonym.

However, anonymity or pseudonymity may not be practical for activities such as:

event registration;
volunteering;
applications;
financial transactions;
participation requiring identification;
safeguarding;
legal or regulatory compliance; or
other circumstances where identification is reasonably necessary.

Where identification is necessary, we will explain this where appropriate.

19. UNSOLICITED PERSONAL INFORMATION

Sometimes we may receive personal information that we did not request.

Where this occurs, we will assess whether we could have lawfully collected the information under applicable privacy requirements.

Where the information could not lawfully have been collected and no exception applies, we will take reasonable steps to destroy or de-identify it as required.

20. DATA BREACHES

inExTerra inc takes reasonable steps to protect personal information from unauthorised access, disclosure, loss or other misuse.

If we become aware of a data breach, we will assess and respond to it in accordance with applicable law and our internal procedures.

Where a breach is likely to result in serious harm and notification is legally required, we will take appropriate steps to notify affected individuals and the relevant regulator.

21. LINKS TO OTHER WEBSITES

Our website may contain links to third-party websites, including websites operated by partners, community organisations, government agencies, sponsors, event providers and other organisations.

Once you leave inexterra.org, the privacy practices of the third-party website will apply.

inExTerra inc is not responsible for the privacy practices, security or content of external websites.

We encourage you to review the privacy policy of any third-party website before providing personal information.

22. SOCIAL MEDIA

inExTerra inc may maintain or use social media pages and platforms to communicate with the community.

When you interact with us through a social media platform, information may also be collected and handled by that platform according to its own privacy policy and terms.

We encourage you to consider the information you choose to make publicly available through social media.

Messages, comments or other information sent through social media may be retained by us where reasonably necessary for organisational, administrative, safety or legal purposes.

23. PRIVACY COMPLAINTS

If you believe that inExTerra inc has mishandled your personal information or has not complied with applicable privacy obligations, we encourage you to contact us first so that we can investigate and attempt to resolve the matter.

A privacy complaint should include:

your name and contact details;
a description of the issue;
relevant dates or circumstances;
details of the information involved, where appropriate; and
the outcome you are seeking.

We will acknowledge and investigate privacy complaints within a reasonable period and will seek to resolve them fairly and appropriately.

We will not charge you for making a privacy complaint.

24. EXTERNAL PRIVACY COMPLAINTS

If you are not satisfied with our response, or if your complaint remains unresolved, you may have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).

The OAIC is Australia’s independent privacy regulator.

You can find information about privacy rights and complaints through the OAIC website.

Office of the Australian Information Commissioner (OAIC)

25. HOW TO CONTACT US

For privacy enquiries, requests for access or correction, or privacy complaints, please contact inExTerra inc through the contact details provided on our website.

inExTerra inc
Queensland, Australia

Website: inexterra.org

When making a privacy request, please clearly identify the nature of your request so that we can direct it to the appropriate person.

26. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect:

changes to our activities;
changes to our website;
changes to technology or service providers;
changes to privacy practices;
changes to applicable law; or
improvements to the way we communicate our privacy practices.

The latest version will be published on this page.

The “Last updated” date at the top of this Privacy Policy indicates when it was most recently reviewed or amended.

We encourage you to review this page periodically.

An APP privacy policy should be kept up to date and should accurately reflect an organisation’s actual information-handling practices.

27. OUR PRIVACY COMMITMENT

Privacy is more than a legal requirement. It is part of building trust.

inExTerra inc seeks to treat personal information with the same care and respect that we seek to show the people and communities who participate in our work.

We aim to be clear about what information we collect, why we collect it, how we use it and the choices available to you.

We will continue to review our practices as our organisation, programs and digital services develop.

Your information matters. Your trust matters.

inExTerra inc — Creating Opportunities. Building Communities.

QUICK PRIVACY SUMMARY

What we collect
Information reasonably necessary to communicate with you, administer our programs and events, manage volunteers and partnerships, and operate our organisation.

Why we collect it
To deliver our activities, communicate with participants and supporters, manage our organisation, meet legal obligations and improve our programs.

Who we share it with
Only where reasonably necessary with authorised people, service providers, partners, authorities or others where permitted or required by law.

Do we sell your information?
No. inExTerra inc does not sell personal information to third parties.

Can you access your information?
Generally, yes, subject to applicable legal exceptions.

Can you ask us to correct it?
Yes. Contact us if information we hold about you is inaccurate, incomplete or out of date.

Have a privacy concern?
Contact inExTerra inc first so we can investigate and respond.

Last updated: August 2026