Collect less
Seek information that is reasonably connected to the purpose of the activity.
INSTITUTIONAL STANDARD · PRIVACY
Stories deserve care.
So does personal information.
WAIIVPA aims to collect only what is needed, explain why it is needed, and separate the act of sharing a story from any later decision to publish it.
OUR APPROACH
Privacy is part of cultural care.
Personal information can sit inside photographs, oral histories, family stories, contact details and community records. We therefore treat privacy as part of the preservation process — not as an administrative afterthought.
This page is a public-facing summary. Project-specific consent forms, collection notices, agreements and legal requirements may add further protections.
Explain why
Tell contributors how information may be used before asking for sensitive material.
Publish separately
A contribution is not automatic permission to publish, screen, archive publicly or train an AI system.
Protect access
Public, community-only, restricted or embargoed access may be appropriate.
What we may collect
Depending on the activity, WAIIVPA may receive names, contact details, location information, story metadata, photographs, recordings, documents, relationship details, permissions and other information supplied by contributors.
We aim to avoid collecting sensitive or culturally restricted information unless it is genuinely relevant, the purpose is clear, and appropriate consent or cultural authority has been considered.
How we may use information
Information may be used to respond to enquiries, assess a proposed story, arrange interviews, verify provenance, manage permissions, administer programs, return copies to contributors, keep appropriate records and meet legal or safety obligations.
We do not treat a person's willingness to speak with us as blanket permission for unrelated use.
Publication is a separate decision
Public use of a person's image, voice, story or contributed material may require additional consent, rights checks, cultural-authority review, access conditions or project-specific agreements. Where material is restored, reconstructed or AI-assisted, that treatment should be separately disclosed.
Current online contribution arrangement
The Share Your Story form transmits contribution details and any accepted reference files through WAIIVPA’s Vercel-hosted website endpoint and delivers them to info@waich.org.au using WAIIVPA’s authenticated email service. The mailbox copy is the current primary submission record. The form does not automatically create a public archive record, publish material, or grant WAIIVPA publication rights. Larger source files may be requested separately after contact.
Security, retention and deletion
WAIIVPA aims to use reasonable administrative and technical safeguards appropriate to the sensitivity of the information held. Information should not be retained indefinitely merely because it may be interesting; retention should be connected to an archival, program, legal or accountability purpose.
Restricted cultural material may require controls beyond ordinary privacy settings, including limited access, embargoes or non-digitisation.
Access and correction
People may contact WAIIVPA to ask what personal information we hold about them, request correction of inaccurate information, or raise concerns about a proposed or existing public record. Requests involving shared family, community or culturally restricted material may require a careful rights and authority assessment rather than a purely individual decision.
Questions or concerns
For privacy questions, corrections or concerns, contact info@waich.org.au. We aim to address concerns respectfully and, where appropriate, revisit publication or access settings while an issue is being considered.
WAIIVPA intends to use privacy practices broadly consistent with the Australian Privacy Principles as a practical baseline where appropriate. Whether particular Privacy Act obligations apply can depend on the activity and legal circumstances.
REFERENCE POINT
OAIC PRIVACY PRINCIPLES ↗