Website Privacy Policy

Purpose

This Website Privacy Policy explains how Sydney Memorial website, operated by HMAS Sydney Search Pty Ltd, the Finding Sydney Foundation and the Naval Association of Australia (“we”, “our”, or “us”) collects, uses, discloses, and protects personal information obtained through our website. By using our website, you agree to the terms of this policy and to the terms of our Website Disclaimer, located at the bottom of each web page.

Scope

This policy applies to all users of our website and covers any personal information collected through:

• Online forms, email communications, or newsletter sign-ups;
• Cookies and analytics tools;
• IP address logs or usage monitoring;
• Any other direct interaction with our online content.

This policy does not apply to information collected offline or by third-party websites linked from our site.

Collection of Personal Information

We do not automatically collect personally identifiable information when you visit our website. However, we do collect certain technical information including IP addresses, browser type and access timestamps. Under the Privacy Act 1988, some of this information may be considered personal information.

Personal information is only collected when you knowingly and voluntarily provide it—for example, by completing an online form, subscribing to updates, or contacting us by email.

Examples of personal information we may collect include your name, contact details, and any other information you choose to provide.

If you provide personal information about another person (such as a family member or historical individual), you must first obtain their consent where required.

We also record the IP addresses from which users access our website. This data is used for internal administration, usage analysis, and service improvement.

Use of Personal Information

Any personal information you provide is used only for lawful purposes, including:

• Responding to your enquiries;
• Providing information or services you have requested;
• Internal administration and website improvement;
• Publishing content, tributes or submissions where you have provided such content for public display on the website.
• (If you consent) sending marketing or promotional communications by email or other means. This reflects existing consent terms in prior site policies.

By submitting your information, you consent to HMAS Sydney Search Pty Ltd, the Finding Sydney Foundation and the Naval Association of Australia and/or its affiliated entities using that information in accordance with this policy.

If you provide personal information about another person, you must first obtain their consent to do so.

Historical Family Contributions and Republication of Materials

Our website includes historical materials such as letters, photographs, tributes, and personal accounts that were originally submitted by families and contributors for publication on earlier versions of this website. These contributions were provided voluntarily, and at the time of submission contributors gave consent for their material to be published online.

As part of ongoing digitisation, preservation, and revitalisation of the website, these historical materials may be migrated, republished, or incorporated into updated website formats. This continued use is consistent with the original purpose for which the information was collected and published.

We respect the rights and wishes of families. If you or your family previously contributed material and would like to update, amend, or request the removal of such content, please contact us using the details provided below. We will respond promptly and honour all reasonable requests.

Disclosure of Personal Information

We will not wilfully disclose any personal information without your consent, except:

• Where required or authorised by law (for example, to satisfy a legal obligation or court order); or
• Where necessary to ensure the proper operation of our website (e.g. where contractors, technical service providers, or staff—bound by confidentiality obligations—require limited access for maintenance or administration).

We may also share aggregated, non-identifiable information (such as total visits or popular search terms) with advertisers, sponsors, or content partners to help improve our website and services.

Such statistical data does not include personal identifiers.

Cookies and Analytics

Our website uses an encoded computer file known as a “cookie” to store information about your most recent visit. Cookies help us understand usage patterns and improve your browsing experience.

• Cookies issued by our website can only be read by our servers.
• You may change your browser settings to refuse cookies or to be notified when a cookie is sent, allowing you to decide whether to accept it.

No personal information is stored within cookies, and cookies cannot be used to identify you personally.

Email and Communications

We receive and respond to emails from website users on a regular basis. For operational and archival purposes, copies of emails may be retained, consistent with legacy site practices.

Copies of these emails may be retained for archival and record-keeping purposes, in accordance with our Website Content Archiving and Retention Policy.

We will not disclose the content of emails to third parties without your permission unless required by law.

Links to External Websites

Our website may contain links to other sites not affiliated, associated, or controlled by us.

This policy does not apply to third-party websites linked from our site. We encourage you to read the privacy policies of any external sites you visit.

We are not responsible for the privacy practices or content of those third-party websites.

We recommend that you review the privacy policies of any site you visit.

Security and Retention

We take reasonable steps to ensure that all personal information we hold is:

• Securely stored and protected from misuse, interference, loss, unauthorised access, modification, or disclosure;
• Retained only for as long as necessary to fulfil its intended purpose or to meet legal and archival obligations in accordance with our Website Archiving and Content Retention Policy.

Electronic data is stored on secure servers with controlled access.

Email and form submissions are retained in accordance with our internal retention schedules and the Archives Act 1983.

Access and Correction

You may request access to, or correction of, any personal information we hold about you by contacting us using the details below.

Family members may request updates or corrections to information displayed about deceased individuals on the memorial pages.

Requests will be handled in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Changes to this Privacy Policy

We may amend this Website Privacy Policy at any time without prior notice.

If changes are made, an updated version will be published on this website.

You are encouraged to review this policy periodically to remain informed about how we manage your personal information.

Contact Information

If you have any questions, comments, or concerns about this Privacy Policy or privacy practices, please contact:

References

• Privacy Act 1988 (Cth)
• Australian Privacy Principles (APPs)
• Archives Act 1983 (Cth)
• Website Content Archiving and Retention Policy