Policy

This page includes the following policies which govern use of the Fellowship’s website, sale of good and services, use of technology and more:

Privacy

The Rotary LGBT+ Fellowship operates in accordance with Rotary International policy, but is not an agency of, or controlled by, Rotary International.

We follow the privacy policy set by Rotary International which can be viewed at https://my.rotary.org/en/privacy-policy. The information you submit to us, including on this website, will be used and managed in accordance with this policy.

Terms of Sale

1. General

The following Terms of Sale apply to all transactions conducted through the LGBT+ Rotary Fellowship (hereafter referred to as “the Fellowship”), incorporated in Victoria, Australia under the Associations Incorporation Reform Act 2012 (Vic) with number A0119100K. By making a purchase, you agree to these terms and conditions.

2. Products and Services

The Fellowship offers a variety of products and services, including but not limited to:

  1. Event Tickets: Access to conferences, seminars, workshops, social gatherings, and other events organized by the Fellowship.
  2. Merchandise: Apparel, accessories, promotional items, and other branded goods under licence from Rotary International
  3. Membership: Subscription fees for various membership tiers, each offering access to Fellowship resources.
  4. Donations: Contributions to support the Fellowship’s initiatives and programs.

The availability of these products and services is subject to change without prior notice.

3. Pricing and Payment

All prices are listed in Australian Dollars and include applicable taxes unless otherwise stated. Payments can be made via credit card. Full payment must be received before your order is processed. Prices are subject to change without notice.

You will be responsible for all duties/taxes your government requires. Our prices will only reflect the cost of the merchandise enclosed in the shipments and the corresponding shipping charges. Our prices do not include any duties or taxes you might be subject to.

4. Shipping and Delivery

Shipping and delivery times vary depending on the destination and the chosen shipping method. The Fellowship is not responsible for delays or additional charges caused by carriers or customs.

5. Returns and Refunds

In line with the Australian Competition and Consumer Act 2010 (Cth), we are not required to provide a refund or replacement if you change your mind after purchasing any of the products and services listed at clause 2.

But you can choose a refund or exchange if an item has a major problem. This is when the item:

  • has a problem that would have stopped someone from buying the item if they had known about it
  • is unsafe
  • is significantly different from the sample or description
  • doesn’t do what we said it would, or what you asked for and can’t be easily fixed.

Alternatively, you can choose to keep the item and we will compensate you for any drop in value.

If you receive an item or service that has a major problem, please contact us immediately with your order number and a photo of the item. We will arrange for a replacement or refund.

6. Event Tickets

All ticket sales are final. No refunds or exchanges will be provided unless the event is cancelled or rescheduled by the Fellowship. In the event of a cancellation, ticket holders will be notified via email and offered a full refund or the option to transfer their ticket to a rescheduled event.

7. Liability

The Fellowship is not liable for any indirect, incidental, or consequential damages arising from the use of our products and services. Our liability is limited to the purchase price of the product or service in question.

8. Governing Law

This agreement is governed by the laws of Victoria, Australia. Any legal action or proceeding arising under this agreement shall be brought exclusively in the courts of Victoria, Australia.

8. Changes to Terms

The Fellowship reserves the right to update or modify these Terms of Sale at any time without prior notice. The current version of the Terms of Sale will be posted on our website and will apply to your purchase.

ICT Acceptable Use Policy

1. Overview

This policy outlines the acceptable use of the Information and Communications Technology (ICT) resources of the LGBT+ Rotary Fellowship (the Fellowship).

The Fellowship is responsible for ensuring the use of Fellowship ICT resources is legal, ethical and consistent with the aims, values and objectives of the Fellowship.

All members of Fellowship ICT resources are expected to exercise responsibility, use the resources ethically, respect the rights and privacy of others and operate within applicable laws, including anti-discrimination and sexual harassment laws and the rules and policies of the Fellowship.

Fellowship ICT resources should not be used for inappropriate or improper activities. This includes: pornography, fraud, defamation, breach of copyright, unlawful discrimination or vilification, harassment, including sexual harassment, stalking, bullying, privacy violations and illegal activity, including illegal peer-to-peer file sharing. The audience of an electronic message may be unexpected and widespread and members should be mindful of this when using Fellowship ICT resources.

Fellowship ICT resources are provided to improve and enhance members’ Rotary experience, and for the conduct of the business and functions of the Fellowship. Members are expected to use and manage these resources in an appropriate manner and in accordance with this policy. As part of ensuring members are aware of this policy, the following will occur:

  • Members will be provided access to this policy on the Fellowship’s public website
  • Members will be reminded of the need for compliance with the policy when joining the Fellowship
  • Members will be provided notification of updates or developments to the policy.

2. Scope

This policy applies to all users of Fellowship ICT resources, as defined below. This policy applies to all use of Fellowship ICT resources, including, but not limited to:

  • Copying, saving or distributing files
  • Data
  • Downloading or accessing files from the internet or other electronic sources
  • Electronic bulletins/notice boards
  • Electronic discussion/news groups
  • Email
  • File sharing
  • File storage
  • File transfer
  • Information
  • Instant messaging
  • Online discussion groups and ‘chat’ facilities
  • Social networking
  • Subscriptions to list servers, mailing lists or other like services
  • Video conferencing

3. Definitions

  • Authorised person: For the purpose of this policy, includes the members of the Fellowship’s board of directors.
  • Fellowship email systems: Fellowship email system used for the purpose of Rotary related or other Fellowship electronic communications. Fellowship email systems are part of Fellowship ICT resources.
  • Fellowship ICT resources: Includes but is not limited to all systems, software and Fellowship email systems.
  • Electronic communications: Includes email, instant messaging, virtual conferencing, social media and any other material sent electronically.
  • Personal use: All non-Rotary related use of Fellowship ICT resources including internet usage, social networking and private emails.

4. Non-compliance

Non-compliance with this policy will be regarded as a serious matter and appropriate action will be taken, which may include termination of membership.

Depending on the nature of the inappropriate use of Fellowship ICT resources, non-compliance with this policy may constitute:

  • A breach of membership obligations
  • A criminal offence
  • A threat to the security of Fellowship ICT resources and information
  • An infringement of the privacy of other members and/or persons
  • Exposure to legal liability
  • Serious misconduct
  • Sexual harassment
  • Unlawful discrimination.

Where there is a reasonable belief that illegal activity may have occurred, this may be reported to relevant authorities including, but not limited to, law enforcement, the member’s Rotary Club and/or district, and Rotary International.

5. Use of Fellowship ICT resources

Rotary Purposes

Fellowship ICT resources are provided to members for Rotary purposes. Other than limited personal use, Fellowship ICT resources must be:

  • Used for Rotary purposes, or where authorised or required by law, or with the express permission of an Authorised Person
  • Used like other Rotary resources and members must comply with any codes of conduct or legislative requirements that apply to the user.

Members are allowed reasonable access to electronic communications using Fellowship ICT resources to facilitate communication between members and their representatives, provided that use is not unlawful, offensive or otherwise improper.

Personal Use

Members may use Fellowship ICT resources for personal reasons provided the use is not excessive and does not breach this policy.

Unless otherwise approved, for ICT security reasons Fellowship email addresses should not be used to subscribe to private subscriptions and other like services (e.g. on line ticket services, bill payments) and should never be used as “recovery email’ addresses for any other services. Subscribing to mailing lists and other like services using Fellowship ICT resources must be for Fellowship purposes only and a different password must be used for all such purposes.

Members should be aware that the provisions applying to access and monitoring of Fellowship ICT resources also apply to personal use.

Defamation

Fellowship ICT resources must not be used to send material that defames an individual, organisation, association, company or business.

The consequences of a defamatory comment may be severe and give rise to personal and/or Fellowship liability. Electronic communications may be easily copied, forwarded, saved, intercepted or archived. The audience of an electronic message may be unexpected and widespread.

Copyright Infringement

The copyright material of third parties must not be used without authorisation. This includes software, database files, documentation, cartoons, articles, graphic files, music files, video files, books, text and downloaded information.

The ability to forward, distribute and share electronic messages, attachments and files greatly increases the risk of copyright infringement. Copying material to electronic storage, or printing, distributing or sharing copyright material by electronic means may give rise to personal and/or Fellowship liability, despite the belief that the use of such material was permitted.

Illegal Use and Material

Fellowship ICT resources must not be used in any manner contrary to law or likely to contravene the law. Any suspected offender may be referred to the police or other relevant authority and their membership may be terminated.

Certain inappropriate, unauthorised and non Rotary-related use of Fellowship ICT resources may constitute a criminal offence. Illegal or unlawful use includes but is not limited to:

  • Use of certain types of pornography, such as child pornography
  • Defamatory material
  • Material that could constitute racial or religious vilification, or unlawfully discriminatory material
  • Stalking
  • Blackmail and threats
  • Use that breaches copyright laws, fraudulent activity, computer crimes and other computer offences
  • Breaches under any other relevant legislation.

Offensive or Inappropriate Material

Use of Fellowship ICT resources must be appropriate and aligned to Fellowship Values. This includes but is not limited to the content of all electronic communications, whether sent internally or externally.

Fellowship ICT resources must not be used for material that is pornographic, harassing, hateful, racist, sexist, abusive, obscene, discriminatory, offensive or threatening. This includes sexually-oriented messages or images and messages that could constitute sexual harassment.

Members of Fellowship ICT resources who receive unsolicited, offensive or inappropriate material electronically should delete it immediately and may choose to notify the board of directors of such instances. Where the sender of this material is known to the user, the user should notify the sender to refrain from sending such material again.

Offensive or inappropriate material must not be forwarded internally or externally, or saved onto Fellowship ICT resources, except where the material is required for the purposes of investigating a breach of Fellowship policies.

Mass Distribution and Spam

The use of Fellowship ICT resources for sending ‘junk mail’, for-profit messages, or chain letters is strictly prohibited.

The use of electronic communications for sending unsolicited commercial electronic messages (‘Spam’) is strictly prohibited.

Mass electronic communications should only be sent in accordance with normal Fellowship procedures.

6. Confidentiality and Privacy

Electronic communication is not a secure means of communication. While every attempt is made to ensure the security of Fellowship ICT resources, this security is not guaranteed, particularly when communicated to an external party. The sender should consider the confidentiality of the material they intend to send when choosing the appropriate means of communication.

The Fellowship will handle any personal information collected through the use of Fellowship ICT resources in accordance with our Privacy Policy.

The Fellowship will not disclose the content of electronic communications created, sent or received using Fellowship ICT resources to third parties outside of the Fellowship unless that disclosure is required for the purposes of:

  • A Fellowship or other Rotary investigation
  • An investigation conducted by law enforcement,
  • For other legal, investigative, audit or compliance reasons.

In other circumstances, disclosure should not contravene our Privacy Policy.

7. Fellowship Property

Electronic communications created, sent or received using Fellowship email systems are the property of the Fellowship and may be accessed by an Authorised Person or their delegate in the case of an investigation. This includes investigations following a complaint or investigations into misconduct.

8. Email Disclaimer

All emails sent will automatically have a disclaimer attached to them.

9. Access and Monitoring

Authorised Persons may access or monitor Fellowship ICT resources at any time without notice to the user. This includes, but is not limited to, use of Fellowship email systems, and other electronic documents and records and applies to the use of Fellowship ICT resources for personal use. However, Authorised Persons must have a valid reason for accessing or monitoring the use of Fellowship ICT resources.

Authorised Persons may access or monitor the records of Fellowship ICT resources for operational, maintenance, compliance, auditing, legal, security or investigative purposes. Electronic communications that have been sent, received or forwarded using Fellowship ICT resources, may be accessed, examined and monitored.

Authorised Persons may require assistance of a systems administrator to gain access to records held within Fellowship ICT resources. In such cases, the systems administrator will not be in breach of this policy by reason of following the instructions of an Authorised Person.

If a systems administrator becomes aware of any inappropriate use of Fellowship ICT resources, they must report their concerns to an Authorised Person.

10. Complaints

If a member has a complaint or report of inappropriate use of Fellowship ICT resources, they should lodge it with the board of directors. Complaints arising from the use of Fellowship ICT resources or complaints arising from the application of this policy may be investigated in accordance with Fellowship by-laws and other policies.