What is personal information?
Personal information is any information or an opinion about an identified individual or an individual who is reasonably identifiable which may include but not be limited to
your name, address, telephone number, email address and photograph.
You may elect not to submit personal information to us but this may mean that we are unable to provide you with any information, products or services.
We take reasonable security measures to protect personal information in order to minimise the risk of unauthorised access to that information. Notwithstanding these precautions, data breaches may still occur. We have a data breach policy which sets out the details of our policy with respect to the handling of any actual or suspected data breach. Our data breach policy includes commitments to comply with the relevant privacy law requirements relating to notifiable data breaches (Australia) and mandatory data breach reporting (New Zealand). A copy of the current version of our data breach policy may be made available to you if we consider you have a reasonable need to review the policy.
Collection and use of submitted information
We may collect and retain personal and other information about you (“submitted information”) when (a) you provide us with personal information in an email, letter, by telephone, during a meeting or by other means; or (b) you complete and submit an online form or (c) you access and use our services; or (d) a third party submits information about you to us; or (e) information is submitted to us automatically as a result of the exchange of data between systems.
As long as it is reasonable and practical to do so, we will endeavour to collect personal information about you from you rather than from a third party.
The submitted information which we retain may include your name, address, email address, employer or business name and address, employment position or work/business role, phone number(s), product and service enquiries and other information where it is reasonably necessary for our functions or activities.
We may use the submitted information for our normal internal business purposes and to communicate with you regarding our services or the products and services of third parties or for any other reasonable purpose connected with the operation of our business. You may elect not to receive such communications from us, either at the time you submit the information or at a later time. If you elect to opt out of any direct marketing, we will comply with that election. Opt out notifications can be sent to email@example.com including the contact media you’d like to opt out from (email address, phone number, postal address, etc). We will process your opt out request upon validation of your notification. Our use of submitted information may include disclosures to the extent necessary to fulfil State and Commonwealth Government reporting and statistical obligations.
We will only collect information by lawful and fair means.
If we receive unsolicited personal information that could have been lawfully collected by us as solicited information, we will treat that submitted information in the same way as we treat solicited information.
If we receive unsolicited personal information that could not have been lawfully collected by us as solicited information, we will destroy or de-identify that information as soon as practicable.
We will not sell submitted information to third parties or intentionally disclose submitted information to third parties except as specified in this policy, as required by law or to the extent that you have consented to such disclosure. This provision does not apply to the extent that any submitted information has been de-identified before any such use, disclosure or sale.
We will take reasonable measures to ensure all personal information held about you is accurate, complete, relevant and up-to-date.
Ensuring your personal information is up to date
You have the right to require us to correct errors in your personal information by emailing your request to firstname.lastname@example.org. We will correct any errors in your personal information upon receipt of written evidence from you which satisfies us that a correction is required.
Matters of concern