Privacy Statement

Last updated: 3 July 2026

This privacy statement explains how House of Orb WA Inc handles personal information through this website, the member portal, OrbSpace, event tools, forms, membership administration and related association records.

We aim to handle personal information consistently with the Australian Privacy Principles where they apply. This statement is written to describe what we actually collect and do, not to create permission for unrelated use.

Short Version

• We collect the information needed to run accounts, membership, payments, events, community features, safety moderation and association administration.
• We do not sell personal information.
• The site uses a login session cookie and technical security records. We do not currently use advertising cookies or third-party analytics tags in the site code.
• Some information is visible to other members or the public if you post it in a public or shared area.
• Some information is handled by service providers such as website hosting, email delivery, Square payments and Google address services where those services are enabled.
• You can ask to access or correct your information by contacting admin@houseoforb.com.

Information We Collect

Account and membership records may include your legal name, preferred name, display name, email address, phone number, date of birth, postal address, password hash, email verification status, account role, membership number, membership status, membership application answers, volunteer and mailing list preferences, committee/admin decisions, member register history, offboarding notes and related administrative notes.

Payment and order records may include membership dues records, store order details, payment status, payment references, provider references, Square checkout identifiers, receipt details and direct transfer notes. Card details are handled by Square when Square checkout is used. We do not store full card numbers on this website.

Community and website content may include profile details, profile images, posts, blog entries, comments, reactions, RSVP responses, chat messages, OrbSpace mail, uploaded images, uploaded audio, uploaded documents, file names, captions, feedback, confessions, moderation records and admin audit logs.

Technical and security information may include login session records, CSRF tokens, upload metadata, timestamps, rate-limit records and information recorded by our server or hosting provider such as IP address, browser or device information and request logs.

How We Collect It

We collect information when you create or update an account, apply for membership, pay dues, submit a form, upload content, RSVP, post, comment, message, use the member portal or contact us. We may also create or update records through committee/admin actions, member register imports, payment confirmations, email delivery records and security logs.

Why We Use It

We use personal information to operate the website and member portal, verify accounts, administer membership, process dues and store orders, send transactional email, manage mailing list preferences, organise events, provide community features, moderate content, handle feedback and safety issues, protect the site, keep association records, meet accounting or legal obligations and communicate with members or people who contact us.

Public And Member Content

If you post content, upload files, comment, react, RSVP or send messages, that information may be visible to the audience selected for that feature, such as the public, logged-in accounts, members, committee or admins. Do not put sensitive information in public or shared areas unless you are comfortable with that audience seeing it.

Confessions, safety feedback and private admin records are handled through restricted moderation/admin tools, but they may still be seen by committee or admins who need access to respond, moderate or keep association records.

Cookies And Address Tools

The website uses a necessary session cookie so logged-in users can stay signed in. The cookie is not for advertising. If Google address autocomplete or validation is enabled, address text, place identifiers and related address details may be sent to Google so the address tool can work.

Disclosure

We may disclose personal information to committee members, admins and trusted volunteers who need it for their role; website hosting, database, storage, backup, email and IT providers; Square for payment processing; Google for address lookup or validation where enabled; professional advisers; regulators; dispute handlers; law enforcement where required or permitted; and other people where you have directed us to share it or where the website feature itself makes it visible.

We are likely to use service providers that operate outside Australia or use global infrastructure. Relevant countries may include the United States and other countries where our service providers or their subcontractors operate.

Security And Retention

We use access controls, hashed passwords, secure session settings, CSRF protection, rate limits, audit logs and restricted admin areas to help protect personal information. No internet service is perfectly secure, so we also limit access to people who need it and review issues when they arise.

We keep information for as long as needed for the purposes described above, including membership records, accounting records, moderation history, safety records, dispute handling, backups and legal or association administration. When information is no longer needed, we will delete, de-identify or archive it where practical and lawful.

Access, Correction And Removal

You can update some account details through your account page. You can also ask us to access, correct or remove personal information by emailing admin@houseoforb.com. We may need to verify your identity before acting on a request.

We may refuse or limit a request where we need to keep records for legal, accounting, safety, dispute, association or security reasons. Where deletion is not practical, we may deactivate, restrict or de-identify information where appropriate.

Complaints

If you have a privacy concern, email admin@houseoforb.com with enough detail for us to understand and respond. We aim to acknowledge privacy complaints within a reasonable time and usually try to respond within 30 days.

If the Privacy Act 1988 applies to us and you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner.

Automated Decisions

Membership approval is a committee/admin decision. The website may automatically update account or membership status after an approved payment is confirmed, but we do not currently use automated decision-making to decide whether a person should be accepted as a member.

Changes

We may update this statement when our website, service providers, records or legal obligations change. The latest version will be published on this page with the update date.