How we define personal information
Personal information is any information which may identify you.
This includes any personal information or opinions about you, whether true or not, no matter how the information or opinions are recorded. The information may be collected from you directly or provided to us by another party.
Personal informations may include your name, age, gender, contact details. Sensitive Information such as health, race, beliefs, associations and criminal records are subject to a greater level of restriction.
Why do we collect personal information?
We collect personal information from you for the following purposes (Main Purpose):
a) to lawfully carry out our functions and activities;
b) to deliver the products and services that you requested;
c) to provide you with further information about products and services you requested;
d) to personalise and customise your experiences with us;
e) to help us review, manage and enhance our services;
f) to develop insights used in reports or other content developed by us;
g) to communicate with you;
h) for administration purposes, including charging, billing and collecting debts;
i) to promote and market those of our other products and services which we consider may be of interest to you;
j) when considering making offers to job applicants and prospective employees or for employment purposes; and
k) to receive services from you or the organisation which employs you.
In addition to the Main Purpose, we may use the personal information we collect and you consent to us using your personal information to:
a) provide you with news about any products and services;
b) send you marketing and promotional material that you may be interested in;
c) communicate with you, including by email, telephone and mail;
d) manage and enhance products or your experience on our Website and domains;
e) conduct surveys or promotions;
f) verify your identity;
g) investigate any complaints about, or made by you, or if we have reason to suspect you have breached any relevant terms and conditions; and
h) as required or permitted by any law.
Unless otherwise provided by law, we will not collect, hold, use or disclose sensitive information without your consent.
What personal information do we collect?
The nature and extent of personal information we collect varies depending on your particular interaction with us and the nature of our functions and activities.
Personal information that we commonly collect from you would include (but is not limited to):
a) your name, business name and position
b) your address, email address, telephone numbers, gender, your financial information including credit card and banking information, business references, details about your business, Australian Business Number;
c) nature of products or services being sought for the purposes of fulfilling your request/order.
We also collect information that is not personal information, such as data relating to your activity on our Website.
If you feel that the personal information that we are requesting at any point is not information that you wish to provide, please feel free to raise this with us.
In addition, certain data might be collected as you use this website:
Such data may include:
a) the Internet Protocol address and a component of the domain name used (e.g. .com or .net);
b) the type of browser and operating system you used;
c) the date and time you visited our Website;
d) the web pages or services you accessed at our Website;
e) the time spent on individual pages and our Website overall;
f) which files you downloaded; and
g) information about your computer and Internet connections using cookies.
We use Google Analytics reports to obtain a more detailed understanding of our Website users and their potential needs. We do not collect personal information by such methods; only aggregate data which is used for planning purposes.
How do we collect personal information?
Generally, personal information is collected by us from a variety of sources, including when dealing with members or customers, when dealing with individuals and/or undertaking marketing initiatives
For example, we may collect personal information from you in the following circumstances:
- when you are dealing with membership services, fulfilling your registrations to events, participating in surveys or purchasing products or services, or;
- when you deal with us as an independent contractor.
Personal information may be provided by you using our Website or by telephone, business cards, contracts, applications, competition entries, survey entries, mail or email, registration forms, face-to-face or in writing, whether verbally, in hardcopy or electronic format.
Where possible, we collect your personal information directly from you. In some circumstances we may obtain personal information from a third party.
If you provide personal information about another person to us, we require that you:
- inform that person you have done so and provide them with a copy of this policy; and
- confirm to us that you have that person’s consent to provide such information for the purpose specified.
How your personal information might be used
We will only use and disclose your personal information:
- for the purposes which are related to the Primary Purpose; or
We will not use your personal information for any purpose for which you would not reasonably expect us to use your personal information. Additionally, we will not disclose your sensitive information without your consent, unless there is a need to disclose such information in accordance with the Privacy Act or to comply with any other regulatory requirement.
We will only use or disclose your personal information for the purposes of direct marketing if:
- we collected the information from you;
- it is reasonable in the circumstances to expect that we would use or disclose the information for direct marketing purposes;
- we provide you with a simple means to ‘opt-out’ of direct marketing communications from us; and
- you have not elected to ‘opt-out’ from receiving such direct marketing communications from us.
You may opt out of receiving such communications by:
a) clicking a link on the email communications sent to you;
b) updating your Preferences options by logging onto your Member Portal;
c) contacting our office on (08) 9257 3508 or by email to firstname.lastname@example.org
When we disclose personal information
a) third parties engaged by us to perform functions or provide products or services on our behalf such as mail outs, marketing or advertising;
b) third party contractors engaged to provide online credit card account processing and related services. When you pay your accounts online, a secure server is used. Stripe encrypts the information you send through our Website. For further information about and how they collect, use and disclose personal information, please read Stripe’s website Stripe state that it “has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1. This is the most stringent level of certification available in the payments industry. To accomplish this, we use the best-in-class security tools and practices to maintain a high level of security at Stripe.” We make no warranty in respect of the strength or effectiveness of that encryption and we are not responsible or liable for events arising from unauthorised access of the information you provide;
c) credit agencies as required;
d) our professional advisors, including our accountants, auditors and lawyers;
e) persons authorised by you to receive information held by us; and
f) any persons as required or permitted by any law.
Access to personal information
Members are able to access and amend their personal information via their account and membership portal. We take no responsibility for member content uploaded to the site by members but may remove content which is illegal or inappropriate.
Safety of personal information
We will take reasonable steps to:
- ensure that the personal information that we collect is accurate, up to date and complete;
- ensure that the personal information that we hold, use or disclose is, with regard to the relevant purpose, accurate, up to date, complete and relevant; and
- secure your personal information while it is being held by us. We will take reasonable steps to protect personal information from:
o misuse, interference and loss; and
o unauthorised access, modification or disclosure.
Electronic information is protected by various security measures (including encryption and password protection) and physical paper files are stored in a secure location. Personal information is de-identified where appropriate. Data protection includes the use of password access areas and secure servers.
You acknowledge that the security of communications sent by electronic means or by post cannot be guaranteed. We cannot accept responsibility for misuse, loss or unauthorised access to your personal information where the security of information is not within our control. If you suspect any misuse or loss of your personal information please contact us immediately.
We will take reasonable steps to destroy or de-identify any personal information held by us if we no longer need to hold the information for the purpose it was collected and we are not otherwise required by law to retain the information.