The Privacy Act 1988 (Cth) (Privacy Act), the Australian Privacy Principles (APPs), and binding codes issued under the Privacy Act, govern the way we manage your personal information. Personal information is any information or opinion about a person, who is identified or reasonably identifiable, whether or not that information or opinion is true.
This policy sets out how we collect, use, disclose and otherwise manage personal information.
Our separate Credit Reporting Policy sets out how we collect, use, disclose and otherwise manage credit-related information.
We recognise and respect that your privacy is very important, and we are committed to protecting the personal information we collect from and about you.
Types of information collected
The personal information that we collect and hold about you depends on your interaction with us.
If you are a client or have a business relationship with us, the kinds of information we typically collect include: name, gender, address, phone number, email address, bank account details, place and type of business and other information relevant to providing you with the goods and services you are, or someone else you know is, seeking.
If you are an employee or contractor, the kinds of information we typically collect include name, gender, address, DOB, contact details, emergency contact details, bank account and financial details, and your tax file number to enable us to administer our employment or contractor relationship.
We may also collect and hold sensitive information about you, including information about your health, racial or ethnic origin, criminal record, sexual preferences or practices. We will only do this with your consent or where otherwise permitted by law.
Information collected from registered members
When you, by choice, register as a member, we collect personal information about you in order for you to take full advantage of our services. To do this it may be necessary for you to provide additional information including your consent (or otherwise) to receiving marketing information from us. You may access this information at any time by logging in and going to your account.
Method of collection
Personal information will generally be collected directly from you through the use of any of our standard forms, through our website, social media accounts, in person, via email or over the phone. We may also collect personal information about you from third parties acting on your behalf.
There may, however, be some instances where personal information about you will be collected indirectly because it is unreasonable or impractical to collect personal information directly from you. We will usually notify you about these instances in advance, or where that is not possible, as soon as reasonably practicable after the information has been collected.
If we receive unsolicited information about you that we do not ask for or which is not directly related to our functions or activities, we may be required to destroy or de-identify that information, provided it is lawful and reasonable to do so.
Purpose of collection
The personal information that we collect and hold about you, depends on your interaction with us. Generally, we will collect, use and hold your personal information if it is reasonably necessary for or directly related to the performance of our functions and activities and for the purposes of:
If you are an employee or consultant, we will use your personal information to administer our employment or consulting relationship, including to fulfil our legal obligations in connection with that relationship.
Except as otherwise permitted by law, we only collect sensitive information about you if you consent to the collection of the information and if the information is reasonably necessary for the performance of our functions, as set out above.
Failure to provide information
If the personal information you provide to us is incomplete or inaccurate, we may be unable to provide you, or someone else you know, with the goods and services you, or they, are seeking.
In the context of an employment or consulting relationship, without that information we will not be able to appoint you to the role.
Laws under which personal information is collected and used
In Australia, we collect personal information to assist us to fulfil our legal and regulatory obligations, including:
Tax File Numbers
We collect, use, store and disclose Tax File Numbers only for the purposes required by law. We are not permitted to use those Tax File Numbers as our own internal identifiers for individuals, and we must comply with the Tax File Number Rule before sharing Tax File Numbers with any third party.
Please see our separate Credit Reporting Policy and Statement of Notifiable Matters.
IP addresses and Applets
If you access our website, we may collect additional personal information about you in the form of your IP address and Applets. This is predominantly used assist with the diagnosis of problems or support issues with our services. This information is gathered in aggregate only and cannot be traced to an individual user.
Links to other websites
Our website may contain links to other websites. These linked sites are not under our control, and we are not responsible for the conduct of companies linked to our website and linked websites are not subject to our privacy policies and procedures. Before disclosing your personal information on any other website, we advise you to examine the terms and conditions of using that Web site and its privacy statement.
USE AND DISCLOSURE
Disclosure to third parties and other organisations
Generally, we only use or disclose personal information about you for the purposes for which it was collected (as set out above).
We may disclose personal information about you to:
Disclosure of personal information overseas
We are likely to disclose personal information about you overseas. For instance, our third party service providers or other recipients may be based overseas or may use infrastructure outside Australia, including in the United States and EU.
We store your personal information in different ways, including in paper and in electronic form. The security of your personal information is important to us. We take all reasonable measures to ensure that your personal information is stored safely to protect it from interference, misuse, loss, unauthorised access, modification or disclosure, including electronic and physical security measures.
Employees who have access to personal information are briefed in our protocols in relation to correct handling of this information.
ACCESS TO INFORMATION
You may access the personal information we hold about you, upon making a written request. We will respond to your request within a reasonable period. We may charge you a reasonable fee for processing your request (but not for making the request for access).
We may decline a request for access to personal information in circumstances prescribed by the Privacy Act, and if we do, we will give you a written notice that sets out the reasons for the refusal (unless it would be unreasonable to provide those reasons), including details of the mechanisms available to you to make a complaint.
We will endeavour to take all reasonable steps to keep secure any information which we hold about you, and to keep this information accurate and up to date. If, at any time, you discover that information held about you is inaccurate, incomplete or out of date, please contact us immediately to have the information corrected.
If we refuse to correct your personal information, we will give you a written notice that sets out our reasons for our refusal (unless it would be unreasonable to provide those reasons), including details of the mechanisms available to you to make a complaint.
COMPLAINTS AND FEEDBACK
If you wish to make a complaint about a breach of the Privacy Act, the APPs or a privacy code that applies to us, please contact us using the details below and we will take reasonable steps to investigate the complaint and respond to you.
If after this process you are not satisfied with our response, you can submit a complaint to the Office of the Information Commissioner. To lodge a complaint, visit the ‘Complaints’ section of the Information Commissioner’s website, located at http://www.oaic.gov.au/privacy/privacy-complaints, to obtain the relevant complaint forms, or contact the Information Commissioner’s office.
Street address: 3/173 Moray Street New Farm Queensland, 4005 Australia
Email address: firstname.lastname@example.org
Telephone: +61 483 901 121
For more information about privacy issues in Australia and protecting your privacy, visit the Australian Federal Privacy Commissioner's web site https://www.privacy.gov.au/.