BBM Youth Support (BBM Ltd) is committed to the wellbeing and legacy of our youth migrants and scholars. As part of that commitment, we respect your privacy and work within the privacy laws.
• the collection, use and disclosure of personal information
• governance and accountability
• integrity and collection of personal information
• the rights of individuals to access their personal information
• handling of complaints in relation to privacy
This policy applies to all personal information collected, received, used and held by BBM Ltd.
This policy does not cover personal information we collect or hold about current and former
3. Policy Statement
BBM Ltd is committed to upholding your rights to privacy and this policy has been developed
in accordance with the Australian Privacy Principles (APP) contained in the Privacy Act 1988
(Cth) (Privacy Act).
We will uphold our obligation to this policy by:
• Ensuring our commitment to confidentiality is resolute
• Regularly updating our practices to accommodate changes in legislation, policy and
• By providing your personal and sensitive information to us directly or indirectly you
4. What personal information do we collect?
Personal information is information, or an opinion about, an identified individual or an individual who is reasonably identifiable. Personal information includes a broad range of information, or an opinion, that could identify a person.
Examples of personal information include; an individual’s name, address, phone number, date
of birth, email address, details of BBM Ltd Youth Support Awards received (including the
category and date), documents you forward to us, details of your date and method of arrival
through the Big Brother Movement migration program, business name and type of business.
Personal information includes sensitive information.
Sensitive information includes information or an opinion about your; racial or ethnic origin;
political opinions or associations; religious or philosophical beliefs; trade union membership or associations; sexual orientation or practices; criminal record; health or genetic information and some aspects of biometric information.
Health information is also sensitive information and includes information about an individuals’ illness, disability or injury. Health information about an individual is governed by the Health Records and Information Privacy Act 2002 (NSW) (the HRIP Act).
When collecting Health Information from you, as this is sensitive information, BBM Ltd will
obtain your consent for such collection and explain how this information will be used.
Generally, sensitive information has a higher level of protection than personal information.
BBM Ltd will always ask for your consent to collect sensitive information and only collect the
information if it is reasonable and necessary. Depending on what the method of contact is and
the nature of the contact, BBM Ltd could collect information through contact forms on our
website, email, phone, conversations written correspondence and personal conversations.
We may collect sensitive information about you:
• when you consent (verbally or in writing)
• when the collection is authorised or required by law
• the collection is otherwise allowed under the Privacy Act.
5. Why do we collect information?
We collect personal information about you when it is reasonably necessary for, or directly
related to, one or more of our functions or activities. The information we collect may be used
5.1. Collect historical data:
• develop and retain historical records of people who were involved in the Big Brother
Movement migration program or the BBM Ltd Youth Support Awards program
• provide you and other visitors with information regarding the Big Brother Movement
migration program and BBM Ltd Youth Support
• maintain a register and searchable online database of past Big Brother Movement Little
Brothers and BBM Ltd Youth Support award recipients.
5.2. Deliver services:
We may collect your personal information when it is reasonable and necessary for delivering
For example, we may collect your personal information to:
• confirm your identity
• communicate with you, including by SMS or email
• provide advice about available support options
• verify data provided in relation to claims
• manage complaints and feedback
• support National Redress Scheme matters
• manage and respond to requests for information
• administer and provide online services, including various forms of media such as email,
Facebook, newsletter, e-newsletter
• perform administrative and oversight functions in our data documentation system
• tailor our website content to make your experience more valuable
• respond to your enquiries or provide you and/or our youth migrants and scholars with
assistance as requested
• process application forms you have completed either in hardcopy or in electronic form
or on our website
• provide you with newsletters relevant to the legacy of BBM Ltd (you may unsubscribe
from receiving such information at any time);
• comply with scholarships intake procedures etc.
6. How do we store personal information?
We take reasonable steps to protect your personal information against misuse, interference,
loss, unauthorised access, modification, or disclosure, as follows:
• Hardcopy records, where available, are stored securely
• Historical information will be sent to the NSW State Archives but we do hold an
electronic copy of Personal Record Cards and Ship Cards
• All electronic information described above is stored on restricted access databases
• Only access personal information on a need-to-know basis and by authorised
• Monitor system access which can only be accessed by password
• Regularly update and audit our storage and data security systems
7. How do we collect information?
We collect your personal information through a variety of channels. This includes
correspondence, email, face to face contact, social media or phone contact.
We use social networking services such as Facebook. When you talk with us through social
media, we may collect your personal information to communicate with you and the public. The
social networking platform may also handle your personal information for its own purposes.
These services have their own privacy policies. You can access the privacy policies for these
services on their websites.
8. Use of disclosure of personal information
BBM Ltd can only use or disclose personal information for a purpose for which it was collected
and related to our functions.
information to third parties in order to assist us in providing services including:
• contractors and organisations who manage some of the services we offer. In such
circumstances steps are taken to ensure that the contactors comply with the APPs when
they handle Personal Information and are only authorised to use Personal Information in
order to deliver the services or perform the functions required by BBM Ltd. Examples
include the work our historian undertakes to share our Youth Migrant stories and the
partner organisation our scholars work with and our mentors
• other regulatory bodies such as WorkCover and SafeWork
• professional advisors, including our accountants, auditors and lawyers
It may be necessary for us to disclose your personal information to our database provider,
Salesforce and other software platforms such as Microsoft 365, Mailchimp, Zoom and
Excluding as set out above, BBM Ltd will not disclose an individual’s personal information to a
third party unless one of the following applies:
• the individual has consented to a secondary use or disclosure
• the individual would reasonably expect BBM Ltd to use that information for another
purpose related to the purpose for which it was collected (or in the case of sensitive
information – directly related to the purpose for which it was collected)
• the disclosure is required or authorised by, or under, Australian law or a court/tribunal
• it will prevent or lessen a serious threat to somebody’s life, health or safety or to the
public health or safety
• it is reasonably necessary for us to take appropriate action in relation to suspected
unlawful activity, or misconduct of a serious nature that relates to our functions or activities
• it is reasonably necessary to establish, exercise or defend a claim at law
• it is reasonably necessary for a confidential dispute resolution process
• it is reasonably necessary for the enforcement of a law conducted by an enforcement
body, in this case BBM Ltd will make a written note of the disclosure
• a permitted general situation exists, as defined in s16A of the Privacy Amendment
(Enhancing Personal Privacy) Act 2012
• a permitted health situation exists as outlined by s16B of the Privacy Amendment
(Enhancing Personal Privacy) Act 2012.
Under no circumstances will we disclose your personal information to any person for
9. Review and Access
Upon your request, we will provide you with details of the information we collect about you.
You will have the opportunity to correct, update or modify this information.
Access to information is limited to employees or volunteers who require it to deliver services.
such a notice, we will use the contact information we have on file for you.
We may create links allowing you to access third party websites. BBM Ltd is not responsible
for the content that appears on those sites and does not necessarily endorse those sites.
Please consult those sites’ individual privacy policies in order to determine how they treat
The BBM records from 1925 – 1982 have been transferred to the State Library who have
ownership of the historical documents. If you want to access private, historical information the
State Library will send the request to BBM for access decision. For further guidance please
see attachment A “Privacy guidelines for accessing the Big Brother Movements archive at the
10. Handling of complaints in relation to privacy
BBM Ltd are committed to respecting your privacy and we will make every effort to comply
with this policy.
If you believe your privacy has been breached, or you would like to discuss any aspects of this
policy please contact the CEO, on 02 9233 4005 or via email ceo@BBM.asn.au .
You will need to provide us with details regarding your complaint together with any supporting
evidence and we will investigate your complaint and determine the steps that we will
undertake to resolve your complaint.
We will contact you if we require any additional information from you and will notify you in
writing of the outcome of our investigation.
If you are not satisfied with our determination, at any time you can contact the Australian
Privacy Commissioner (see Privacy complaints — OAIC).
11. Contacting our Privacy Officer
Our Privacy Officer is the CEO Ph 02 9233 4005 Email firstname.lastname@example.org
12. Relevant legislation/legislative instruments
• Privacy Act 1988 (Cth)
• Health Records and Information Privacy Act 2002 (NSW) Related Documents/Resources
• Data breach response procedure
• Office of the Australian Information Commissioner (OAIC)