What personal information we collect and why we collect it
Personal information generally means any information about an individual from which that person can be identified. It does not include data where the identifying details have been removed and it is not possible to connect the data to the individual.
We may collect and use different kinds of personal information related to our business activities when it is necessary and relevant to our relationship with you.
This may include:
- General information: such as your name and title;
- Contact information: such as your physical address, phone number and email address;
- Project information: such as the information about the projects you are working on;
- Transaction information: such as information about products and services you have purchased from us or use;
- Marketing information: such as your preferences in receiving marketing communications from us and any sales data relating to purchases of our products and services; and
- Technical information: such as information about how you use our licenced applications including login identity, IP and MAC addresses, the command functions you use, and when you log in and out.
We will not generally collect any sensitive information about you (such as details about your race or ethnic origin, political opinions or associations, religious beliefs or affiliations, or health).
How we collect information about you
Where it is reasonably practical to do so, we will collect your personal information directly from you. For example:
- when you communicate with us, such as when you contact us by telephone or email, or send an enquiry through our website; and
- information that we automatically collect when you use our products and services to enable us to manage your subscription, use of our products and services and to provide you with technical support.
In certain cases we may collect personal information from other sources, such as:
- the company or organisation that authorises you to access and use our products and services;
- our suppliers and other third parties who provide services to us; and
- publicly available sources.
Dealing with us anonymously
You can deal with us anonymously (without giving us your name and contact details) or by using a pseudonym in some limited circumstances. If you contact us by phone or other means and ask to remain anonymous, you may do so and we will try to answer your request without seeking identifying details. However, if you choose to deal with us anonymously, there are some things we cannot do. For example, we will not be able to enter into an agreement with you to provide you with any of our products or services.
Purpose for handling your personal information
As a general rule, we only process personal information for purposes that would be considered relevant and reasonable in the circumstances. We collect, hold, use and disclose personal information to:
- verify your identity and information;
- understanding your requirements in order to provide you with a product solution or service;
- set up, administer, and manage our products, systems and services;
- communicate with you and provide you with relevant information, including marketing information (unless you have opted out of receive marketing information from us);
- provide our website and its functionality to you and other users;
- manage, train and develop our employees, contractors, and representatives;
- improve our product and service offerings;
- create aggregated and de-identified data relating to use of our product solutions and services;
- marketing our products, systems and services;
- comply with legal and regulatory obligations; and
- otherwise manage our business.
We may use your personal information for activities in support of our primary business functions such as processing payments, administration, employment, management, marketing, contracting, IT, legal, and customer support.
Disclosure of personal information to third parties
We may disclose your personal information to the third parties set out below for any of the purposes set out above. The types of third parties with whom we disclose personal information include:
- our service providers, including providers of campaign, promotion, accounting, auditing, legal, banking, payment, delivery, data processing, data analysis, document management, research, investigation, technology services and training providers;
- various third party suppliers and partners, which provide services and support for our programs and operations;
- government agencies for reporting and compliance purposes; and
- to a third party organisation in the event we sell or transfer all or a portion of our business or assets.
Protection of your personal information
We will hold personal information as either secure physical records, electronically on our intranet system, in cloud storage, and in some cases, records on third party servers. We maintain appropriate physical, procedural and technical security for our information storage facilities so as to prevent any loss, misuse, unauthorised access, disclosure, or modification of personal information. This also applies to disposal of personal information.
We further protect personal information by restricting access to personal information to only those who need access to the personal information do their job, and we will destroy or de-identify your personal information once it is no longer needed for a valid purpose or required to be kept by law.
Like most businesses, marketing is important to our continued success. We may use your personal information (such as your contact details) to provide you with information and insights about products and services that we consider may be of interest to you. We will not disclose your personal information to third parties for marketing purposes without your consent.
You may opt out at any time if you no longer wish to receive marketing information from us. You can do this by contacting our Privacy Officer on the details below or by using the ‘unsubscribe’ function included in our marketing emails.
From time to time we may engage an overseas recipient to provide services to us, such as cloud-based storage solutions. The use of overseas service providers to store personal information will not always involve a disclosure of personal information to that overseas provider. By providing us with your personal information, you consent to the storage of such information on overseas servers and agree that APP 8.1 will not apply to such disclosures. For the avoidance of doubt, in the event that an overseas recipient breaches the Australian Privacy Principles, that entity will not be bound by, and you will not be able seek redress under, the Privacy Act.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Accessing and correcting your personal information
You may contact our Privacy Officer using the contact details below to request access to, or a correction of, the personal information that we hold about you. We will deal with your request within a reasonable time. On the rare occasion that we refuse access, we will provide you with a written notice setting out the reasons for the refusal and the relevant provisions of the Privacy Act that we rely on to refuse access. We will also provide you with avenues to complain about our refusal to provide you with access to the information.
We are not obliged to correct any of your personal information if we do not agree that it requires correction. If we refuse a correction request, we will provide you with a written notice with our reasons for refusing. We may recover reasonable costs in relation to a request for access to personal information.
Other privacy rights
Subject to certain limitations and restrictions (e.g. depending on circumstances such as where you reside) you may have the right to exercise additional rights in relation to your personal information. These may include the right to:
- request erasure of your personal information;
- object to processing of your personal information;
- request restriction of processing of your personal information;
- transfer your personal information (i.e. the right to data portability);
- not be subject to automatic decision making; and
- withdraw consent.
Resolving personal information concerns
We take all complaints seriously, and will respond to your complaint within a reasonable period. You may also lodge a complaint with the Office of the Australian Information Commissioner by telephone: 1300 363 992 or email: firstname.lastname@example.org.