Privacy Policy

 OOTW Privacy Policy
Last updated: June 2025 

Out of the Woods Rescue Melbourne Ltd (OOTW) is committed to protecting your privacy and handling your personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) and the Privacy and Data Protection Act 2014 (Vic). This policy outlines how we collect, use, store and disclose personal information. 

What personal information we collect 

We collect different types of personal information depending on your relationship with us. 

Adopters 

If you are applying to adopt an animal or have adopted through OOTW, we may collect: 

  • Your full name 
  • Residential address 
  • Email address and phone number 
  • Details about your household and lifestyle (e.g. other pets, household members, known allergies to animals etc.) 
  • Housing information (e.g. whether you rent or own, and landlord approval if required) 
  • Your adoption preferences and responses to application questions 
  • Any relevant notes related to the adoption process or follow-up support. 

We also store: 

  • The name, address and contact information of the adopter of each animal 
  • A record of the animal adopted and associated history 
  • This information is kept indefinitely to help us respond to future enquiries, and to assist councils or pounds in reuniting lost animals with their adopters. 

Foster carers and volunteers 

If you are applying to foster, are currently fostering with OOTW or have applied to be a volunteer, we may collect: 

  • Your full name 
  • Address and contact details 
  • Information about your home environment (e.g. layout, pet access, other animals) 
  • Emergency contact details 
  • Foster preferences and experience with animals 
  • Notes on each foster placement (e.g. dates of care, observations, animal behaviour) 
  • Communication history related to animal care, transport or handovers 
  • This information is collected through Jotform and stored in Shelter Manager to manage and record the care of animals in your home. 

How we collect personal information

We collect information directly from you via: 

  • online forms submitted through Jotform (e.g. adoption, foster care, and volunteer applications) 
  • email and phone correspondence 
  • in-person communication 
  • use of our website (including via cookies) 
  • we also collect animal and foster care history through our animal management system, Shelter Manager. 

How we use personal information 

We use your personal information for purposes including: 

  • screening and processing adoption, foster care, and volunteer applications 
  • managing animal care and foster placement records 
  • coordinating adoptions and follow-ups 
  • reuniting lost animals with their adopters 
  • internal administrative and record-keeping purposes 
  • complying with legal and regulatory obligations 
  • we do not use your personal information for direct marketing. 

Storage and security of personal information 

We use reasonable safeguards to protect personal information against misuse, loss, unauthorised access and disclosure. 

Data submitted through Jotform is retained on the site for up to 12 months, after which it is automatically deleted. 

Animal, foster carer and adopter records are stored in Shelter Manager and kept indefinitely, to allow us to respond to enquiries, confirm adoption history and assist in reuniting lost animals with their owners. 

Access to personal information is restricted through role-based access controls. Only authorised team members (e.g. adoption coordinators) have access to personal information data. 

All individuals with access to personal data have signed a confidentiality agreement. 

Website and cookies 

Our website may use cookies to track user activity and help us improve user experience. This may include data such as browser type, operating system and browsing behaviour. You can manage cookie preferences in your browser settings. 

Disclosure of personal information 

We do not sell or share your personal information with third parties except: 

  • with your consent; 
  • where required by law; 
  • to assist in the reunification of a lost animal with its adopter (e.g. sharing adopter contact details with a council or pound). 

Reporting suspected animal cruelty 

OOTW is committed to the welfare and protection of all animals in our care. In line with our ethical responsibilities and the Prevention of Cruelty to Animals Act 1986 (Vic), we may report suspected or confirmed cases of animal cruelty, abuse, or neglect to the relevant authorities, including RSPCA Victoria, local councils or Agriculture Victoria. 

Where necessary, we may disclose limited personal information (such as name, address, or contact details) to assist in an investigation. This will only occur where we have a reasonable belief that doing so is necessary to prevent harm to an animal or to comply with legal or ethical obligations. 

Any such disclosures will be made in good faith, in accordance with the Australian Privacy Principles and applicable state legislation. 

Access and correction 

You may request access to, or correction of, your personal information by contacting us at: 

admin@outofthewoodsrescue.org.au 

Complaints or concerns 

If you have concerns about how your personal information is handled, please contact us. We take all privacy complaints seriously and will respond promptly. If you are not satisfied with our response, you may contact: 

  • The Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au 
  • Or the Office of the Victorian Information Commissioner (OVIC) at www.ovic.vic.gov.au 

Policy updates 

We may update this policy from time to time. The most current version will always be available on our website.