Privacy Policy

Information we collect

We collect personal information only when you voluntarily provide it to us — for example when you apply for membership, fill out the contact form, or subscribe to our newsletter. The personal information we may collect includes: full name, email address, phone number, year of birth, street address, suburb, postcode, your selected membership plan, and your payment and subscription status. We do not knowingly collect more information than is necessary for these purposes. You may decline to provide personal information, though this may prevent you from joining as a member or receiving a reply to an enquiry.

How payments are processed

Membership payments are processed on our behalf by a third-party payment processor. When you pay, you are redirected to the payment processor’s secure checkout, and your card or bank details are handled directly by that processor. The Greek Pan Macedonian Association of Queensland does not receive, store, or retain your full card number or card security details. The processor provides us with confirmation of your payment, your subscription status, and limited customer details so we can manage your membership. The processing of your card data is governed by the payment processor’s own privacy and security policies.

Artificial intelligence translation and chat

Our website offers automatic translation of page content into Greek, and an interactive “History Guide” chat feature. Both are powered by an external artificial intelligence (AI) provider. When the site is displayed in Greek, the English text of our pages may be sent to that AI provider for translation; and any question you type into the History Guide chat is sent to the AI provider in order to generate a reply. Your translated content is cached locally in your own browser so it does not need to be re-sent on repeat visits. Please do not enter sensitive personal information (such as health, financial, or identity details) into the History Guide chat or any other free-text field, as that text may be processed by the external AI provider.

Non-personal and technical information

When you visit our Site we may automatically collect non-personal technical information, such as your browser type, device type, and general geographic region. This information is used only to keep the Site functioning and secure and is not used to identify you personally.

Local storage and cookies

Our Site uses your browser’s local storage (not tracking cookies) to remember your language preference (English or Greek) and to store translated text so pages load faster on repeat visits. We do not use advertising or analytics cookies, and we do not allow third parties to place tracking cookies on your device through our Site. You can clear this stored data at any time through your browser settings; doing so will simply reset your language preference and re-request translations on your next visit.

How we use collected information

• •To manage your membership — to record your membership details, confirm your payment, and maintain your subscription status.
• •To respond to your enquiries — to reply to questions submitted through our contact form or by email.
• •To send our newsletter — only to those who have opted in, with news, event notices, and community updates; each email includes instructions for unsubscribing.
• •To run our activities — to administer events, meetings, and other Society activities you have signed up for.
• •To improve our Site — to understand, in aggregate, how the Site is used and to keep it accurate and useful.

How we protect your information

We apply reasonable security measures appropriate to a small community organisation to protect your personal information against unauthorised access, alteration, disclosure, or loss. These include storing member and enquiry data on a reputable cloud hosting platform that provides access controls and encryption. However, no method of transmission or electronic storage is completely secure, and we cannot guarantee absolute security.

Sharing your personal information

We do not sell, trade, or rent your personal information. We share it only as necessary to operate the Site and our activities, with the following categories of third parties: a payment processor (to handle membership payments), an AI translation provider (for site translation and the History Guide chat), and a cloud hosting platform (to store and run the Site). These providers process data on our behalf and are bound by their own privacy and security obligations. Member and enquiry data may be stored on servers located outside Australia, as our hosting and AI providers operate internationally. We may also disclose information where required by law.

Third party websites

Our Site may link to external websites (for example, news articles, community organisations, and resources) that are not operated by us. We are not responsible for the content, privacy practices, or policies of those external sites, and we encourage you to review their privacy policies before providing them with any personal information.

How long we keep your information

We keep your personal information only for as long as it is needed for the purposes described in this policy — for example, to maintain your membership and respond to your enquiries. We do not set a fixed deletion period; instead, your member and enquiry records are retained until you ask us to delete them or until they are no longer required for the purpose they were collected for. To request deletion of your information at any time, contact us using the details below.

Your rights — access, correction, and deletion

You have the right to request access to the personal information we hold about you, to ask us to correct anything that is inaccurate, or to ask us to delete your information (subject to any legal record-keeping requirements). To make any of these requests, or to lodge a privacy complaint, please contact us using the details in the “Contacting us” section below. We will respond to your request within a reasonable time.

Children’s privacy

Our Site is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us so we can promptly delete it.

Changes to this privacy policy

Greek Pan Macedonian Association of Queensland has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage you to check this page periodically for any changes to stay informed about how we protect the personal information we collect. Your continued use of the Site following the posting of changes to this policy will be taken as acceptance of those changes.

Your acceptance of these terms

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site.

Contacting us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this site, please contact us at: Greek Pan Macedonian Association of Queensland, P.O. Box 5204, West End Qld 4101, AUSTRALIA, or by email at office@panmacqld.com.au. You can also send us a message through our contact page.