Griffith Malayalees Incorporated
Last Updated: 5 August 2026
1. Introduction
Griffith Malayalees Incorporated (“Griffith Malayalees”, “we”, “our”, or “us”) is committed to respecting and protecting the privacy of our members, volunteers, event participants, sponsors, supporters, website visitors and the wider community.
This Privacy Policy explains how we collect, use, store and protect personal information when you interact with Griffith Malayalees Incorporated through our website, events, online registration forms, social media platforms and other official communication channels.
By using our website or participating in our activities, you acknowledge that you have read and understood this Privacy Policy.
2. Who We Are
Griffith Malayalees Incorporated is a not-for-profit incorporated association registered in New South Wales, Australia.
Our primary purpose is to organise cultural, educational, social and community activities that promote the wellbeing and unity of the Malayalee community in Griffith and surrounding regions.
Official Website
https://griffithmalayalees.com
Official Communication Channels
- Website
- YouTube
Only information published through these official channels should be regarded as official communications from Griffith Malayalees Incorporated.
3. Scope
This Privacy Policy applies to:
- visitors to our website
- event participants
- volunteers
- sponsors
- community members
- people contacting us
- users submitting testimonials
- people registering for events
- people communicating with us through our official channels
4. Information We Collect
Depending on your interaction with us, we may collect information including:
Identity Information
- First Name
- Last Name
- Full Name
Contact Information
- Email Address
- Phone Number
Event Information
Where required for organising community events, we may collect information such as:
- number of attendees
- names of attendees
- children’s attendance
- emergency contact information (where applicable)
- dietary requirements (where applicable)
- payment reference numbers
- event preferences
Only information necessary for organising and managing an event will be requested.
Contact Form Information
When contacting us through our website, we may collect:
- First Name
- Last Name
- Email Address
- Phone Number
- Message
Testimonials
Our testimonial form may collect:
- Name
- Email Address
- Testimonial
- Consent for publication
Email addresses are collected only to verify submissions and reduce spam.
5. Information We Collect Automatically
When you visit our website, certain technical information may be collected automatically, including:
- browser type
- operating system
- IP address
- pages visited
- visit duration
- referral source
- device information
This information is used only to improve website performance, security and visitor experience.
6. How We Collect Information
Information may be collected through:
- Contact forms
- Event registration forms
- Google Forms
- Google Apps Script registration systems
- Google Sheets used for event administration
- WPForms
- Testimonial submissions
- Email communication
- Phone enquiries
- Website analytics
- Direct communication with Griffith Malayalees Incorporated
7. How We Use Your Information
We use information only for legitimate community purposes, including:
- organising community events
- managing registrations
- communicating event updates
- responding to enquiries
- publishing testimonials (with consent)
- improving our website
- preventing spam and abuse
- maintaining event records
- ensuring participant safety
- meeting legal obligations
We do not use your information for unsolicited commercial marketing.
8. Event Registrations
For some events we require registrations to assist with planning.
Information collected may be used for:
- attendance management
- venue capacity planning
- catering arrangements
- emergency planning
- event communication
- payment verification
Where organisers or suppliers require attendance numbers (for example catering providers), we normally provide only the total number of participants and do not disclose personal information unless it is necessary for delivering the service or required by law.
9. Contact Forms
Information submitted through our Contact Us form is used solely to respond to your enquiry.
We do not sell or distribute contact information.
10. Testimonials
Submitting a testimonial is entirely voluntary.
Before publishing a testimonial:
- we review each submission
- publication occurs only where consent has been provided
- email addresses are never published
- we may edit spelling, grammar or formatting without changing the meaning
We reserve the right to reject inappropriate submissions.
11. Photography & Videography
Photographs and videos may be taken during Griffith Malayalees Incorporated events.
These images may be used for:
- community news
- social media
- website content
- promotional material
- historical records
- future event promotion
By attending our public events, you acknowledge that photography or videography may occur.
If you have a genuine privacy concern or do not wish to appear in published media, please notify one of our organisers before or during the event. While we will make reasonable efforts to accommodate requests, we cannot guarantee that every individual can be excluded from photographs or videos taken in public event spaces.
12. Children’s Privacy
Our events welcome families.
Information relating to children is collected only where reasonably necessary for event administration.
Parents or legal guardians are responsible for providing information on behalf of children under 18 years of age.
We do not knowingly collect personal information directly from children without appropriate parental involvement.
13. Payment Information
Payments for Griffith Malayalees events may be made by:
- Direct Bank Transfer
- Square (where available)
- other approved payment methods
Griffith Malayalees Incorporated does not store payment card details.
Payments processed through third-party providers are subject to those providers’ own privacy policies and security practices.
14. Third-Party Services
Our website uses trusted third-party services to help deliver our activities.
These may include:
Google Forms
Used for event registrations.
Google Sheets
Used for secure event administration.
Google Apps Script
Used to automate event registrations and communications.
Site Kit by Google
Used to monitor website performance and visitor statistics.
Tawk.to
Provides live chat functionality where available.
YouTube
Embedded videos are hosted by YouTube.
Viewing embedded content may result in information being collected by YouTube in accordance with Google’s Privacy Policy.
Our website may provide links that open WhatsApp.
Messages sent through WhatsApp are governed by WhatsApp’s own Privacy Policy.
Square
Used for payment processing where applicable.
15. Cookies & Analytics
Our website may use cookies and similar technologies to:
- improve website performance
- understand visitor behaviour
- enhance user experience
- maintain website security
Analytics information is collected in aggregate and is not intended to personally identify visitors.
16. Disclosure of Information
We respect your privacy.
We do not sell, rent or trade your personal information.
Personal information may only be disclosed:
- with your consent
- where required by law
- to trusted service providers assisting us in operating our website or events
- where necessary to protect safety or legal rights
Where possible, we minimise the information shared.
17. Data Security
We take reasonable steps to protect information entrusted to us.
These measures include:
- SSL encryption
- secure website hosting
- WordPress security best practices
- limited administrator access
- strong password requirements
- regular software updates
- malware protection
- periodic security reviews
While we work to maintain a secure environment, no internet-based service can guarantee absolute security.
18. Data Retention
We retain personal information only for as long as reasonably necessary to:
- administer community events
- comply with legal obligations
- resolve disputes
- maintain organisational records
- improve future community activities
When information is no longer required, we will securely delete or anonymise it where reasonably practicable.
19. Your Rights
Subject to applicable law, you may request to:
- access your personal information
- correct inaccurate information
- withdraw consent where applicable
- request deletion of information where appropriate
- enquire about how your information is used
Requests will be considered within a reasonable timeframe.
20. Official Communication Channels
To avoid confusion, Griffith Malayalees Incorporated publishes official announcements, events and community programs only through:
- https://griffithmalayalees.com
- Official Facebook page
- Official Instagram account
- Official YouTube channel
Information shared through community-managed messaging groups, unofficial social media pages or other channels should not be considered an official communication from Griffith Malayalees Incorporated unless it has also been published through one or more of the official channels listed above.
21. External Links
Our website may contain links to external websites or services.
These websites operate independently and have their own privacy policies.
Griffith Malayalees Incorporated is not responsible for the privacy practices or content of third-party websites.
22. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any updates will be published on this page together with the revised “Last Updated” date.
Continued use of our website after changes are published constitutes acceptance of the revised policy.
23. Governing Law
This Privacy Policy is governed by the laws of New South Wales, Australia.
Any disputes relating to this policy shall be subject to the applicable laws and courts of New South Wales.
24. Contact Us
If you have any questions about this Privacy Policy or how Griffith Malayalees Incorporated manages personal information, please contact us.
Griffith Malayalees Incorporated
🌐 Website
https://griffithmalayalees.com
📧 Email
info@griffithmalayalees.com
📞 Phone
+61 490 338 537