Who we collect information from

We may collect information from:

• Visitors who browse our website
• Members of the Time Capsule Collective
• Any person whose personal information is collected, stored, or used by Time Capsule Collective
• Volunteers and contributors to our projects
• Veterans and civilians participating in Your Service – Your Story
• Individuals providing personal information through forms, interviews, in-person, applications, digital platforms or other means

What We Collect

We may collect the following types of personal information:

Member Information:

• Name
• Email address
• Phone number
• Date of Birth
• Emergency Contact Information
• Role related information (if applicable)

Interviewee Information:

Due to the sensitive and highly personal nature of such interviews, agreing to this privacy policy does not imply automatic consent to an interview. Please note that explicit consent will be obtained separately for any interview participation.

We may collect the following information from interviewees:

• Name
• Residential Address
• Email address
• Phone number
• Date of Birth
• Detailed biographical information
• Military Service Information (if applicable)
• Emergency Contact Information
• Your audio and visual likeness (e.g., recordings, photographs, videos)
• Publicly available information which directly relates to the interviewee (i.e. historical records, press releases, example images to give relevance to your story)
• Any other information voluntarily provided by the interviewee
• Highly personal and sensitive information which the interviewee chooses to disclose

Volunteer and Contributor Information:

We may collect the following information from volunteers and contributors:

• Name
• Email address
• Phone number
• Emergency Contact Information
• Role related information (if applicable)
• Skills, qualifications, and experience

Website Interaction Information:

We may collect the following information from website interactions:

• IP address
• Browser type and version
• Pages visited and time spent on each page
• Click and navigation patterns
• Authentication Cookies and similar user session technologies

How We Use Your Data

We use the collected data for various purposes, including but not limited to:

• Providing and improving our services
• Communicating with you
• Conducting research and analysis
• Ensuring the security of our services
• Complying with legal obligations

Why We Collect Your Data

We collect your data to support our organisational operations and ensure the effective delivery of our services.

Organisational operations

• Supporting day-to-day operations
• Managing volunteer and contributor activities
• Ensuring legal compliance through proof of business activities
• Adhering to the Privacy Act 1988
• Facilitating effective communication and coordination within the organisation

Service delivery

• Ensuring the effective delivery of our services
• Improving service quality based on user feedback and data analysis
• Customizing services to meet the needs of our users
• Scheduling and managing service delivery activities
• Ensuring accuracy of information being collected and being delivered

Safety and security

• Protecting the safety and security of our users and services
• Preventing and addressing security incidents
• Ensuring compliance with safety and security regulations
• Providing support pathways
• Ensuring suitable before and aftercare for interview participants

Data Protection

We implement a range of technical and organisational measures to protect your data from unauthorized access, disclosure, alteration, and destruction.

Technical Measures

• Encryption of data in transit and at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Secure backup and recovery procedures

Organisational Measures

• Data protection policies and procedures
• Employee training and awareness programs
• Regular review and update of data protection practices
• Incident response and management protocols

Data Retention

We retain your data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.

Specific retention periods may vary depending on the type of data and the purposes for which it was collected. We regularly review our data retention practices to ensure compliance with legal requirements and to minimize the storage of unnecessary data.

Data (such as session tokens or raw footage) is typically retained for a limited period to facilitate the proper functioning of our services and to support any necessary operational or legal requirements. Beyond which the data is destroyed.

Interview Recordings

We aim to hold finalised recordings indefinately, through third party providers, for historical preservation unless:

• The participant requests archival-only storage of their recording
• The participant requests deletion of their recording*
• Legal or regulatory requirements mandate deletion
• A delayed-release condition applies

*Participants should be aware that deletion requests may be subject to legal or regulatory obligations that require us to retain certain data for a specified period. Whilst every effort will be made to accommodate deletion requests, there may be circumstances where this becomes impossible post-publish.

Member Data Retention

Member data is retained for seven (7) years from the date of collection, after which it is securely deleted unless otherwise required by law or for legitimate business purposes.

Data Sharing

We may share your data with third parties under certain circumstances, including for legal compliance, business operations, and with your consent.

Third-Party Sharing

We may share your data with trusted third-party service providers who assist us in operating our services, conducting business, or providing support.

At no point will Time Capsule Collective or Your Service - Your Story sell, donate, lease your personal data to third parties

Legal Requirements

We may disclose your data if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

Annonymised research

We may share anonymised or aggregated data for research purposes, ensuring that individual participants cannot be identified. For the purposes of improving services, raising awareness and seeking funding for larger projects

Contact Us

If you have any questions or concerns about our privacy practices or to view the full document, please contact us at info@timecapsulecollective.org.