Privacy Policy

This Privacy Policy describes how Ballina Environment Society Inc. (BES), an autonomous Incorporated Association dedicated to promoting environmental policies and protecting the natural environment within the Ballina Shire, collects, uses, and protects personal information provided by members, supporters, and website visitors.

1. Information We Collect

We collect personal information when you interact with us, particularly when you become a member, contact us via our website, or subscribe to our communications.

A. Information You Provide to Us Directly

We collect personal information directly provided by you for the purpose of maintaining membership, facilitating communication, and engaging in our environmental activities. This may include:

• Contact and Identification Data: We collect your Name, Address, Postcode, E-mail address, Mobile phone number, and Telephone (Home/Work) number when you submit a Membership Application.

• Correspondence Data: If you contact us via email (bes2478@gmail.com) or through a contact form, we collect the content of your message and your contact details to respond to your inquiry.

• Financial Data: While membership fees are paid via EFT or mail, we may receive or record transaction details (such as a fee receipt) to track your membership status.

B. Information Collected Automatically (via Squarespace and Third Parties)

Our website is built using Squarespace, and we utilize online tools, including Hubspot, to manage communications and member engagement. These platforms automatically collect certain information about your device and how you interact with our site:

• Usage Data: Information about how you access and use the website, including the pages you view, the links you click, and the time and date of your visit.

• Device Information: Data about the device you use to access the site, such as IP address, browser type, and operating system.

• Cookies and Tracking: Our website uses Cookies and similar tracking technologies (like those provided by Squarespace Analytics) to help us see how the site is used, ensure functionality, and monitor the effectiveness of our engagement efforts.

2. How We Use the Information We Collect

We use the information we collect to operate the Ballina Environment Society, manage our membership base, and advance our mission of defending environmental values shire-wide.

We use your data to:

• Manage Membership: To process your membership application and renewals, and to notify you of the outcome of your application.

• Internal Communication: To notify you about meetings (held bimonthly or quarterly) and invite you to attend or contribute.

• Advocacy and Education: To send updates via email list discussions or social media regarding our Submissions (e.g., to Ballina Shire Council on Climate Policy or Biodiversity), Public Policy Monitoring, and Public education efforts.

• Operational Requirements: To allow members to contribute their expertise and energy by joining Working Parties to research and prepare positions on specific issues.

• Website Improvement: To understand website traffic and interaction, helping us measure the effectiveness of the Website Redesign and brand refresh efforts.

3. Sharing Your Information

BES is committed to protecting your privacy and does not sell your personal information. We only share your data as necessary to perform our organizational functions or as required by law.

• Service Providers: We share your information with third-party service providers who assist us in operating our website and managing our communications.

◦ Squarespace: Used for website hosting, functionality, and basic site analytics.

◦ Hubspot: (As requested by the user) Used for customer relationship management (CRM) and managing email communications, such as newsletters and campaign updates.

• Legal Compliance: We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4. Third-Party Websites

Our website may contain links to third-party sites, such as the Facebook page or external resources related to our campaigns. If you click on a link to a third-party site, you will be directed to a site that we do not operate or control. We strongly advise you to review the Privacy Policy of every site you visit.

5. Data Retention

We retain your personal information only for as long as necessary to provide you with membership services, manage our communications, and fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. If you are a member, we keep your membership details for the duration of your membership and for a short period thereafter to facilitate renewal or historical organizational needs.

6. Your Rights

Depending on where you reside, you may have the right to request access to the personal data we hold about you, request corrections to inaccurate or incomplete information (such as errors on your membership form), or request that your personal information be deleted

7. How to Contact Us

If you have any questions or concerns regarding this Privacy Policy or our data practices, please contact us directly:

Ballina Environment Society Inc.Email: bes2478@gmail.com

This page was last updated on: 30/11/25 to reflect the new Squarespace website platforms.

Please be aware that we may change this Privacy Policy in the future. We may modify this Policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on our website or notice board. Please check back from time to time to review our Privacy Policy.