Privacy Policy
How VEAEA collects, uses, and protects your personal information.
Victorian Endowment for the Advancement of the Electronic Arts Inc. (“VEAEA”, “we”, “us”) takes your privacy seriously. This policy describes what we collect, why, and how we look after it.
What we collect
- Contact information you provide directly — name, email, and any message — when you fill out the contact form, sign up for our newsletter, or apply for membership.
- Questionnaire answers — if you answer the involvement questionnaire at my.veaea.org, we save your answers as you go, whether or not you finish, so you can pick up where you stopped. Until you create a VEAEA ID they are kept under a random code, in your browser and (if you came from a link in an email from us) in your link, with no name or email address beside them. A link from our email carries a code that is unique to you, so we can show you your saved answers and see whether an invitation was used; the list that matches those codes to email addresses is kept by us and is not part of the website. If you create a VEAEA ID, your answers are attached to it and used to match you to a program and to review your application.
- Donation and order details — name, email, billing address (when shipping), and the amount and date of your donation or purchase. Card data is handled exclusively by our PCI-DSS certified payment processor (eWay) and never touches our servers.
- Limited technical information — IP address and basic request metadata for security (rate-limiting, abuse prevention) and CAPTCHA verification (Cloudflare Turnstile).
We do not use third-party advertising trackers or sell personal information.
How we use it
- To respond to your enquiries and process membership applications.
- To process donations and shop orders, send receipts, and issue tax statements.
- To send the newsletter you signed up for. You can unsubscribe at any time using the link in any newsletter email.
- To meet our reporting obligations as a registered Australian charity.
How long we keep it
We keep donation and transaction records for the period required by Australian tax and charity law (typically seven years). Contact form submissions and newsletter signups are retained until you ask us to remove them. Questionnaires that are never turned into a VEAEA ID are deleted automatically after 90 days without activity.
Who we share it with
- eWay (Global Payments) — payment processing only. Subject to their own privacy policy and PCI-DSS requirements.
- Cloudflare — CAPTCHA verification on form submissions to prevent automated abuse.
- Buttondown — email-list provider for the newsletter (only if you opt in).
- IONOS — email delivery for transactional messages (receipts, contact replies).
- The Australian Tax Office and ACNC — only when required by law (e.g. annual charity reporting).
We do not share your information with any other third party.
Your rights
Under the Australian Privacy Principles you can ask us to access, correct, or delete your personal information at any time. Email info@veaea.org and we'll respond within 30 days.
Security
The site is served exclusively over HTTPS. Admin access is protected by a strong password and signed session cookies. Donor data is stored on encrypted disks with access restricted to authorised personnel. Card data never touches our servers — eWay handles it on PCI-DSS certified infrastructure.
Cookies
We use a single first-party cookie to keep admin staff logged in. The site does not use analytics cookies or third-party advertising cookies. If you arrive through someone's VEAEA card or link, we also keep their involvement code in a cookie for 30 days, so they can be credited if you then sign up. It holds that involvement code only, nothing about you. Cloudflare Turnstile may set a short-lived cookie scoped to its domain to prevent CAPTCHA replay.
Changes to this policy
We'll update this page if our practices change. The “Last updated” date at the top reflects the most recent revision. Material changes that affect existing donors will also be communicated by email where practical.
Contact
Questions or concerns? Email info@veaea.org or call 0479 097 298.