Sunshine Coast Arts Foundation – Privacy Policy
June 2026
The Sunshine Coast Arts Foundation (SCAF, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, hold, use, and disclose your personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).
1. Our Relationships and Context
SCAF operates to support and grow the philanthropic ecosystem for the arts on the Sunshine Coast. In achieving this mission, we work in close partnership with a range of artists, arts organisations, cultural organisations, community partners, fundraising partners, program partners, event partners, donors, supporters and government stakeholders.
These partnerships may include approved artists, arts organisations, cultural, community, or philanthropic partners. As our goals are closely aligned with these entities to deliver cultural outcomes, we occasionally share resources, coordinate initiatives, and co-host events to better serve our creative community.
Where SCAF works with a partner to deliver a campaign, event, program, membership, fundraising activity, donation appeal or other arts-related initiative, SCAF may collect, hold, use and disclose personal information where reasonably necessary to administer that activity and support the relevant relationship.
Some partner arrangements may involve additional privacy details. These are set out in the appendices to this Privacy Policy where relevant.
2. How We Collect and Manage Information:
SCAF collects personal information when you donate, make a payment, join as a member, register for an event, complete an inquiry or form or otherwise interact with us or our partners.
SCAF uses secure technology platforms and service providers to manage supporter, donor, member, volunteer, event and fundraising records. These may include online forms, customer relationship management systems, payment processors, fundraising platforms and email communication tools.
These systems and processes may be used to manage:
- Online forms and inquiries
- Processing payments, donations, and fundraising campaigns
- Supporter, donor, member and helper records
- Memberships and renewals
- Event ticketing and registration
- Partner-related activities, bookings, benefits, annual giving campaigns and donor preferences
3. When and With Whom We Share Information
We do not sell or rent your personal information. However, to effectively run our operations and deliver programs, SCAF may share personal information with partners and service providers only where reasonably necessary for the relevant activity, transaction, campaign, program, event, donation, membership, booking or relationship, or where required or authorised by law.
Your information may be shared with the following parties under strict confidentiality arrangements:
- Approved partner organisations: Arts, cultural, community, philanthropic, government, education, venue, event, fundraising or program partners collaborating with SCAF on specific projects, campaigns, appeals, events, programs, memberships, donor activities or other disclosed initiatives. Information shared with partners will be limited to what is reasonably necessary for the relevant activity.
- Technology, database and communications providers: other secure technology, email, forms, records management, reporting or communication tools used by SCAF to administer memberships, donations, fundraising, events, ticketing and supporter relationships
- Payment Processors: Third-party financial institutions (Fat Zebra & Stripe) securely process your credit card or direct debit transactions (e.g., through SupporterHub/Raisley/Square integrations).
- Event Providers and Contractors: Caterers, venue managers, or event coordinators who need attendance details, dietary requirements, or names for guest lists.
- Where a partner arrangement involves additional privacy details, including the Caloundra Regional Gallery arrangement, further information may be set out in the relevant appendix to this Privacy Policy.
Communication Types:
We separate our communications into distinct categories so you can control how we contact you:
Broader Communications
These include updates on local arts projects, invitations to exclusive openings and events, foundation newsletters, and fundraising appeals.
SCAF may send communications relating to SCAF activities, approved partner activities, fundraising campaigns, events, programs, memberships, donations, supporter updates and arts opportunities.
Where a communication relates to a specific partner, campaign, event, program, appeal, booking, membership or donation, SCAF may communicate with you about that activity and may coordinate with the relevant partner where reasonably necessary.
Receiving communications about one activity, such as a partner event, membership, booking or donation, does not automatically mean you will receive all SCAF marketing communications or unrelated partner communications. SCAF will only send broader SCAF communications or unrelated partner communications where you have opted in, where the communication relates directly to your transaction or relationship with SCAF, or where otherwise permitted by law.
- Your Control: You can opt out of these at any time by clicking the “unsubscribe” link in any email or by contacting us directly.
Operational and Service Communications
These are essential, non-promotional messages required to fulfill a transaction, legal obligation, or relationship agreement. Examples include tax receipts, ticket purchase confirmations, membership renewal reminders, changes to terms and conditions, or formal governance notices (such as AGM notifications).
- Your Control: Because these are vital to our legal and operational obligations to you, you cannot opt out of receiving them while maintaining an active transaction or membership.
5. Donor Recognition and Anonymity
We deeply appreciate the generosity of our donors. We provide flexible options regarding how your gifts are acknowledged:
- Anonymity: You have the right to request that your donations remain entirely anonymous. If requested, your name will not appear on public donor boards, annual reports, or acknowledgment materials.
- Recognition Preferences: You can specify exactly how you wish to be named (e.g., “The Smith Family” or “Jane Doe OAM”).
You can update your recognition preferences at any time by reaching out to us.
Where your donation relates to a specific partner, campaign, appeal, project or program, SCAF may share your recognition preferences with the relevant partner so acknowledgements, donor listings, reports, invitations or recognition materials can be managed consistently.
6. Tax Receipting and Financial Record Retention
As a registered entity handling deductible gift recipient (DGR) funds and paymentsWe issue official tax receipts for all eligible donations using SCAF’s approved systems and service providers. In compliance with Australian taxation law and the Australian Taxation Office (ATO) regulations, financial records—including details of donations, payments, and receipts—must be securely retained for a minimum of 7 years. These records cannot be deleted prior to this period, even upon a “right to be forgotten” request.
7. Overseas Disclosure and Data Storage
The personal information we collect is primarily stored within secure servers located in Australia. However, some of our third-party service providers (including cloud storage providers, payment gateways, or integrated platform tools) may store or process data overseas.
Where data is disclosed or stored internationally, we take reasonable steps to ensure that the recipient handles your data with a level of privacy protection substantially similar to the Australian Privacy Principles.
8. Access, Correction, and Privacy Complaints
Access and Correction
You have the right to request access to the personal information we hold about you and to request corrections if you believe it is inaccurate, out of date, or incomplete.
Privacy Complaints
If you believe we have breached the Australian Privacy Principles or mishandled your privacy, you can lodge a formal complaint using the contact details below. We will investigate your complaint promptly and respond to you in writing within 30 days. If you are unsatisfied with our response, you can escalate the matter to the Office of the Australian Information Commissioner (OAIC).
If your privacy enquiry relates to an activity delivered with an approved partner, SCAF may need to consult with or refer relevant parts of your enquiry to that partner where reasonably necessary to respond, investigate or resolve the matter.
SCAF will only share information with the relevant partner to the extent reasonably necessary for the enquiry, complaint, access request or correction request.
9. Contact Us
For any questions, updates to your preferences, or privacy-related inquiries, please contact our team:
- Position: Development & Partnerships Officer, Sunshine Coast Arts Foundation
- Email: info@scartsfoundation.com
- Postal Address: PO Box 253, Caloundra QLD 4551
- Website: www.scartsfoundation.com
Appendix A: Approved Partnership Projects
As outlined in Section 3 (When and With Whom We Share Information) of the Sunshine Coast Arts Foundation (SCAF) Privacy Policy, SCAF partners with selected local artists, festivals & arts organisations to provide a tax-deductible donation collection portal, promotional support, and administrative backing.
When you choose to donate to, purchase tickets for, or interact with a specific partner project listed below, your relevant personal information (such as your name, contact details, and donation history) may be shared securely with that specific partner organisation. This allows them to track funding, fulfill project outcomes, acknowledge your support, and provide relevant updates regarding their initiatives.
The following is the current list of SCAF’s approved Partnership Projects (June 2026):
- PARADOS (Parados Education): A creative and environmental storytelling program dedicated to providing spaces where young people can discover their voice and artistic potential.
- Open Studios Sunshine Coast (Arts Connect Inc.): A major annual program offering the public rare access to step inside the creative spaces of local Sunshine Coast artists.
- Sunshine Coast Hinterland Writers Festival: A regional literary festival celebrating storytelling, workshops, and panel discussions across the Sunshine Coast Hinterland.
- Outspoken Maleny: A long-running regional literary initiative connecting local audiences with prominent Australian and international writers in person.
- Horizon Festival: The Sunshine Coast’s signature annual arts and cultural festival, celebrating art, people, and place on Kabi Kabi and Jinibara Country.
- The Keeper Project: A socially engaged live art project and participatory experience employing local artists as “Keepers” in public spaces.
- Long Listen: Global Sounds, Local Heart (Founded by Louise King): A four-day music festival, workshop, and cultural showcase championing Australian art music across the hinterland.
- D.I.V.E. Theatre Collective: A multicultural, Sunshine Coast-based company specialised in creating immersive, collaborative, and thought-provoking physical theatre performances.
- Cope Creative: A local theatrical collaboration dedicated to building community through regional musical theatre productions.
- Sculpture on the Edge (Arts Connect): An Annual Sculpture Competition and Exhibition set against the stunning backdrop of the Sunshine Coast Hinterland, one of the region’s most scenic venues, with panoramic views from Noosa to Caloundra. Artworks include indoor and outdoor sculptures across diverse media.
- LJ Projects: a dance/theatre company specialising in immersive theatre, education and outreach programs.
- Shikani Sargent: a local artist using collage, paint, and text to explore memory, home, and regional dislocation. Their widely exhibited practice recently featured an intensive RADF-funded mentorship with Dr. Kellie O’Dempsey, developing a solo exhibition for the Cooroy Butter Factory.
- Fiona Jopp: Dance and multi-artform projects
- The Rangebow Festival: a vibrant celebration of community where art and culture unite to promote a future of inclusivity and harmony.
- A Girls Guide to World War: An award-winning musical by Aleathea Monsour and Katy Forde
- Australian Wearable Art Festival Artists: Australia’s premier wearable art event – an immersive celebration where fashion, sculpture, movement and storytelling collide on the runway.
- Caloundra Regional Gallery: The Sunshine Coast’s premiere Art Gallery.
- Megan O’Hare: a Sunshine Coast-based performer, educator, and producer.
- Films in the Forest: an annual, independent film and arts event held in the rainforest of Kabi Kabi Country/Sunshine Coast Hinterland.
Approved partner projects may change from time to time.
Data Management and Your Choices
- Limited Scope: SCAF only shares your information with the specific partner project you choose to back. For example, if you donate to Outspoken Maleny, your information will not be shared with I.V.E. Theatre Collective.
- Communication Preferences: Each of these partner organisations operates independently. If you receive marketing updates from a partner project and wish to opt out, you can do so at any time by clicking the unsubscribe link in their emails or contacting them directly.
- Policy Review: This addendum is updated regularly as new projects are onboarded or completed. For any inquiries regarding how our partners handle your data, please contact the SCAF Privacy Officer at info@scartsfoundation.com.
Appendix B: Caloundra Regional Gallery
1. About this appendix
SCAF works with and has a defined memorandum of agreement with Caloundra Regional Gallery (“Gallery”), which is owned and operated by Sunshine Coast Council, to support Gallery membership, Gallery donations, Gallery fundraising, Gallery events, Gallery programs and other Gallery-related activities.
This appendix explains how personal information may be collected, used, and shared where your interaction with SCAF relates to the Gallery.
This appendix should be read together with the main SCAF Privacy Policy.
2. Gallery-related information
Where your membership, donation, booking, enquiry, event registration, ticket purchase or other interaction relates to the Gallery, your personal information may be used by SCAF and shared with the Gallery and Sunshine Coast Council where reasonably necessary to administer the relevant membership, donation, booking, benefit, program, event, campaign, refund request or activity.
Where Sunshine Coast Council or the Gallery collects, holds, uses or discloses personal information, Sunshine Coast Council’s Privacy Policy may also apply.
3. Gallery-related communications
Gallery-related activities may be communicated by the Gallery, Sunshine Coast Council, or SCAF acting in an administrative support role.
These communications may include membership confirmations, renewal notices, event updates, booking confirmations, program information, benefit updates, service notices, Gallery annual giving campaign updates and Gallery-related opportunities.
Receiving communications about Gallery-related activities does not automatically mean you will receive general SCAF marketing communications, fundraising appeals, campaign updates or unrelated SCAF supporter communications.
SCAF will only send broader SCAF communications where you have opted in, where the communication relates directly to your transaction or relationship with SCAF, or where otherwise permitted by law.
You can opt out of marketing communications at any time by clicking the unsubscribe link in an email or by contacting SCAF or the Gallery directly. If you opt out of marketing communications, SCAF, the Gallery or Sunshine Coast Council may still send operational or transactional messages that are necessary to administer your membership, donation, booking, event registration or other request.
4. Gallery donations and annual giving
Where a donation is made to a specific Gallery campaign, Gallery appeal, Gallery program or Gallery-related purpose, personal information may be used by SCAF, the Gallery and Sunshine Coast Council to administer the donation, issue receipts, manage donor recognition preferences, report on the campaign and communicate with the donor about that Gallery-related purpose.
5. Donor recognition and preferences
Where your donation relates to the Gallery or a Gallery-related campaign, SCAF may share your donor recognition preferences with the Gallery and Sunshine Coast Council so acknowledgements, donor listings, reports, invitations or recognition materials can be managed consistently.
If you request anonymity, SCAF will take reasonable steps to apply that preference when sharing information for recognition purposes.
6. Gallery privacy enquiries
If your privacy enquiry relates to Gallery membership administration, Gallery events, Gallery programs, Gallery donations or other Gallery-related activities, SCAF may need to consult with or refer relevant parts of your enquiry to the Gallery or Sunshine Coast Council to respond.
Authorisation
Professor Jennifer Radbourne, Chair, Sunshine Coast Arts Foundation Board
DATE: 1 June 2026