Privacy policy

1. Introduction 

Pathways to Politics for Women is committed to protecting the privacy, dignity and trust of everyone who engages with our programs, including applicants, participants, alumni, mentors, partners and supporters. 

We are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, hold, use and disclose personal information, how we protect it, and how you can access or correct your information. 

This Policy applies nationally and works together with: 

• relevant university privacy frameworks where programs are delivered; and 

• our internal Data Security Commitment, which sets expectations for authorised team members who handle Pathways data. 

2. Scope – where we collect personal information 

This Policy applies to personal information collected through: 

• the Pathways to Politics for Women website (pathwaystopolitics.org.au) 

• SmartyGrants, used for applications, registrations and program administration 

• Qualtrics, used for participant and alum surveys and program evaluation 

• direct correspondence with the Pathways to Politics for Women team 

3. What personal information we collect 

We collect personal information only where it is reasonably necessary to curate cohorts, support participants, deliver our programs and meet governance, reporting and evaluation requirements. 

This may include: 

• contact details (name, email address, phone number, organisation) 

• application and program information (CVs, statements, eligibility information, professional background) 

• survey responses and evaluation feedback 

• demographic information, where voluntarily provided, to support equity, inclusion, research, evaluation and reporting, including to understand participation patterns and improve program design and accessibility 

• website usage information (such as IP address, browser type and analytics data) 

Some information may be sensitive in nature, including lived-experience, political alignment or equity-related disclosures. This information is treated with a high level of care and access is strictly limited. 

4. How we collect personal information 

We collect personal information when you: 

• submit an application or registration via SmartyGrants 

• complete a survey via Qualtrics 

• subscribe to updates or contact us through the website 

• participate in Pathways to Politics for Women programs, events or evaluation activities 

• visit our website (via cookies and analytics tools) 

Where practicable, information is collected directly from you. 

5. Why we collect and use personal information 

We collect and use personal information to: 

• administer Pathways to Politics for Women programs and activities 

• assess eligibility and support fair, transparent selection processes 

• communicate with participants, alumni and partners 

• conduct surveys, research, evaluation and impact reporting 

• meet governance, funding and legal obligations 

We do not sell, rent or trade personal information, and we do not use it for unrelated purposes. 

6. Third-party platforms, privacy and security standards 

Pathways to Politics for Women uses trusted third-party platforms to securely collect and manage information. 

Personally identifiable or sensitive information is treated with a high level of care and access is strictly limited. 

SmartyGrants (applications and program administration) 

Pathways to Politics for Women uses SmartyGrants to manage applications, registrations and program administration.  

SmartyGrants is ISO/IEC 27001:2022 certified, a globally recognised information security management standard. This certification confirms that SmartyGrants has formal policies, procedures, risk assessments and controls in place to protect the confidentiality, integrity and availability of data. Information collected through SmartyGrants is handled in accordance with applicable Australian privacy law and SmartyGrants’ own privacy and security policies. 

SmartyGrants’ policies, including its Privacy Policy, are available at: 
https://www.smartygrants.com/policies 

Qualtrics (surveys and evaluation) 

Pathways to Politics for Women uses Qualtrics to administer participant and alum surveys and to support program evaluation. 

Qualtrics adheres to internationally recognised information security and privacy standards, including ISO/IEC 27001, ISO/IEC 27017, ISO/IEC 27018 and ISO/IEC 27701, and undergoes regular independent security audits. Qualtrics’ Privacy Statement is available at: 
https://www.qualtrics.com/privacy-statement/ 

Other platforms 

We may also use approved analytics and reporting tools (such as Power BI) to analyse program data in aggregated or de-identified form, with access restricted to authorised personnel. 

7. Data security and storage 

Protecting personal information is a shared responsibility across the Pathways to Politics for Women network and is outlined in our Data Security Commitment. 

We take reasonable steps to ensure personal information is: 

• accessed only by authorised people and only where required; 

• stored in approved, secure and encrypted systems; 

• protected by access controls and multi-factor authentication where available; and 

• minimised, archived or securely deleted when no longer required. 

8. Website cookies and analytics 

Our website uses cookies and analytics tools to understand how visitors use the site and to improve content and functionality. These tools collect non-identifying information such as pages visited, time spent on the site and general location. 

You can disable cookies through your browser settings if you prefer. 

9. Accessing or correcting your information 

You may request access to, or correction of, the personal information we hold about you, subject to legal exceptions. 

Requests can be made by contacting us using the details below. 

10. Opt-out and consent 

You may opt out of communications from Pathways to Politics for Women at any time using the unsubscribe link in emails or by contacting us directly. 

Where collection or use of personal information is based on consent, you may withdraw that consent at any time. 

11. Complaints and contact details 

If you have questions, concerns or complaints about how your personal information is handled, please contact: 

Email: pathways-to-politics@unimelb.edu.au 
Website: pathwaystopolitics.org.au 

We take privacy concerns seriously and will respond promptly and respectfully. 

12. Changes to this Policy 

This Privacy Policy may be updated from time to time to reflect changes in legal requirements or our practices. The most current version will always be published on our website. If at any point we decide to use personal information in a manner materially different from that stated at the time it was collected we will notify users by email or via a prominent notice on our website, and where necessary we will seek the prior consent of our users. 

Pathways to Politics for Women is committed to protecting your privacy and handling personal information with care and respect. This privacy notice helps you understand the kind of personal information we collect, why and how we collect, hold and use your personal information, and what to do if you have questions, concerns or complaints. 

Website content 

The content on the Pathways to Politics Website is provided for information purposes only. No claim is made as to the accuracy or authenticity of the content of the website. Pathways to Politics does not accept any liability to any person for the information or advice (or the use of such information or advice) which is provided on its web sites or incorporated into it by reference. The information on the Pathways to Politics website is provided on the basis that all persons accessing the site undertake responsibility for assessing the relevance and accuracy of its content. 

No responsibility is taken for any information or services which may appear on any linked websites. 

Information we collect via this website 

When you visit or interact with our website, we may collect: 

• basic contact information you choose to provide (such as your name or email address), 

• information submitted through contact or registration forms, and 

• limited technical information (such as IP address, browser type and pages visited) through cookies and analytics tools. 

We may also collect demographic information, where voluntarily provided, to support equity, inclusion, research, evaluation and reporting, including to help improve program design and accessibility. 

How we use this information 

Information collected through the website is used to: 

• respond to enquiries or requests, 

• provide updates or information you have opted to receive, 

• administer programs, events or activities, and 

• support research, evaluation and reporting in aggregated or de-identified form. 

We do not sell or trade personal information. 

Storage and security 

Information collected through the website is stored securely and accessed only by authorised personnel. To protect your privacy and personal information we use secure servers and trusted third-party providers. 

We use MailChimp to send emails to people who subscribe to receive information from Pathways to Politics. By subscribing, you agree to MailChimp’s Privacy Policy. 

Pathways to Politics for Women is committed to respecting the privacy, dignity and confidentiality of all participants and alumni who take part in surveys. 

We recognise that survey responses may include personal reflections, lived experience and sensitive information. Protecting this information is essential to maintaining trust and ensuring people feel safe to share their experiences. 

Purpose of surveys 

Participant and alum surveys are conducted to: 

• better understand women’s pathways into political leadership, 

• inform program design, learning and continuous improvement, 

• evaluate outcomes and impact over time, and 

• support research, reporting and accountability to partners and funders. 

How information is collected 

Surveys are administered using Qualtrics, a secure research and survey platform that adheres to internationally recognised information security and privacy standards. 

Qualtrics collects and stores survey responses on behalf of Pathways to Politics for Women in accordance with its own privacy and security framework. 

You can view Qualtrics’ Privacy Statement here: 
https://www.qualtrics.com/privacy-statement/ 

How survey information is used 

Survey responses are: 

• accessed only by authorised Pathways to Politics for Women personnel and approved research partners, 

• used solely for program evaluation, learning, improvement and reporting purposes, and 

• reported in aggregated or de-identified form wherever possible. 

Confidentiality and care 

Personally identifiable or sensitive information is treated with a high level of care and discretion. Access is restricted to those who require the information to perform their role, and information is not shared beyond authorised program purposes. 

Survey data is stored securely and handled in line with Pathways to Politics for Women’s data security practices. 

Pathways to Politics for Women is committed to protecting the privacy, dignity and confidentiality of all applicants, participants and alumni. 

We recognise that applications may include personal, professional and lived-experience information, and we take our responsibility to handle this information with care and respect seriously. 

How information is collected 

Applications and registrations are managed using SmartyGrants, a secure grants and application management platform. 

SmartyGrants is ISO/IEC 27001:2022 certified, a globally recognised information security management standard. This certification confirms that SmartyGrants has formal policies, procedures, risk assessments and controls in place to protect the confidentiality, integrity and availability of personal information. 

SmartyGrants collects and stores information on behalf of Pathways to Politics for Women in accordance with applicable Australian privacy law and its own privacy and security policies. 

SmartyGrants’ policies are available at: 
https://www.smartygrants.com/policies 

Purpose of collection 

Information collected through applications is used only for: 

• program administration and delivery, 

• assessing eligibility and supporting fair selection processes, 

• participant engagement and support, and 

• required reporting, governance and accountability activities. 

Access and confidentiality 

Access to application information is strictly limited to authorised personnel involved in recruitment, selection, program delivery and governance. 

Sensitive or lived-experience information is treated with a high level of care and accessed only where necessary. Information is not shared outside authorised program purposes. 

Storage and security 

Application information is stored securely using approved systems and handled in accordance with Pathways to Politics for Women’s data security practices. Reasonable steps are taken to protect information from misuse, loss or unauthorised access.