1. Our Mission
Victorian Truck Drivers Memorial Inc. (VTDM) exists to maintain the Memorial Wall as a place of reflection by overseeing and managing the addition of plaques and the maintenance and upkeep of the Memorial Wall, together with the conduct of the Annual Remembrance Service and its associated activities.
2. Our Commitment to Privacy
VTDM respects the privacy of the families and individuals we work with. While VTDM's annual turnover means it is not currently required by law to comply with the Privacy Act 1988 (Cth), we have chosen to handle personal information in line with the Australian Privacy Principles (APPs) as a matter of good practice and respect for the families who trust us with their information.
3. Two Types of Information We Hold
It's important to distinguish between two categories of information handled by VTDM:
- Information about deceased drivers commemorated on the Memorial, such as name, nickname, date of birth, date of death, driving history, and, where provided, cause of death. Privacy law generally does not apply to information about people who have passed away. However, we still treat this information with care and will only publish it on the Wall, website, or service program with the consent of the nominating family member.
- Information about the family member submitting a nomination, such as their name, address, phone number, and email address. This is personal information about a living individual, and the commitments in this policy, including access, correction, security, and complaints, apply to this information.
4. What Information We Collect
Personal information is information that can reasonably identify someone. This may include:
- Name, nickname, date of birth, date of death, driving history, and optionally cause of death of the person being nominated.
- Name and contact details, including address, phone, email and postal address, or any information a person chooses to provide when contacting us.
5. How We Collect Information
Personal information may be collected in a range of ways, including:
- hard copy nomination/application forms
- the VTDM website (vtdm.asn.au)
- phone conversations
- email correspondence
- social media messages or comments
- in person, at events or meetings
However it is collected, we handle it in line with this policy.
Where the nomination form asks for details such as cause of death, this field is optional, and submitting it means you consent to that detail being displayed publicly on the Wall, website, and/or service program.
6. How We Store and Secure Information
We maintain personal information in a variety of ways:
- Hard copy forms are stored in a locked filing cabinet, in the custodianship of the Secretary.
- Information submitted via the website is stored on our website provider's secure, Australian-hosted server, and is accessible only to the Secretary and relevant committee members.
- We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure.
VTDM does not sell or rent personal information.
7. How We Use and Disclose Information
Information is used to:
- produce memorial plaques
- display commemorative details on the Memorial Wall and VTDM website
- prepare the program for the Annual Remembrance Service
We do not use contact details collected via nomination forms for newsletters or marketing. If this changes in future, we will update this policy and comply with the Spam Act 2003 and ADMA Code of Practice for any electronic marketing.
We do not disclose personal information to any other third party except the plaque producers, and only to the extent necessary to produce the plaque.
8. Cookies and Website Analytics
Our website uses cookies, including Google Analytics, to help us understand how visitors use the site, for example the number of visitors, pages viewed, browser/device type, and IP address. This information does not include your name or contact details.
Some of this data may be processed on servers located overseas, in accordance with Google's own privacy practices. You can disable cookies through your browser settings, or opt out of Google Analytics tracking using Google's browser opt-out tool.
9. How Long We Keep Information
Information about commemorated individuals is retained indefinitely to preserve an accurate historical record of the Memorial. Contact details of nominating family members are retained for as long as needed to administer the nomination and respond to any future correspondence about it.
10. Accessing and Correcting Your Information
You may ask VTDM what personal information we hold about you, and request that it be corrected if it is inaccurate, incomplete, or out of date. We will respond to such requests promptly and take reasonable steps to make appropriate corrections.
11. Complaints
If you have a concern about how VTDM has handled your personal information, please contact us using the details below. We will investigate and respond promptly.
If you are not satisfied with our response, you may raise the matter with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au(opens in new tab).
12. Contact Us
VTDM welcomes questions or concerns about privacy. We will work to resolve issues promptly and respectfully.
You can contact us at:
Email: [email protected]
Mail: VTDM Privacy Officer, PO Box 205, Ascot Vale VIC 3032
13. Changes to This Policy
Version 1.2: July 2026
We may update this policy from time to time. Please check this page periodically for the latest version.