The privacy of your personal information is afforded the highest level of importance by Contact Management Associates (SA) Pty Ltd. We are bound by the Privacy Act 1988 (Cth) regarding the manner in which we handle your personal information and how we respond to your requests to access and correct it. This document sets out our information handling procedures and the rights and obligations that both you and we have in relation to your personal information.
How we collect your information
We primarily collect information about you through correspondence we engage in with you, for example, through application forms, telephone conversations and emails. We also collect information from sources that are publicly available such as websites, journals and phone books.
Kinds of information that we hold about you
We only hold information about you if it is relevant to providing the services that we provide. Such information generally includes your name, contact details, type of business, payment details, account number, records of correspondence and billing statements.
How we hold your information
Depending on the circumstances, we may hold your information in either hardcopy or electronic form, or both. Our client database is held in electronic format.
How we use your information
We use your personal information:
a. to provide you with our services;
How we disclose your information
Generally, we will only disclose your personal information for a purpose that is related to the service that we are providing to you. This may include disclosures to organisations that provide us with professional advice, such as solicitors, accountants and business advisors, and to contractors to whom we out-source certain functions, such as mailing houses, electronic network administrators and debt collection agencies. However, where possible, we take all reasonable measures with our contractors to ensure that they comply with the privacy standards set out in the Privacy Act 1988 (Cth). We may also disclose information where it is expressly permitted under the Privacy Act 1988 (Cth), for example, where it is with your consent or where we are legally required to do so, such as under a court order or taxation laws.
How we secure your information
We hold all hardcopy and electronic records of personal information in a secure manner to ensure that they are protected from unauthorised access, modification or disclosure. Our staff follow strict information handling procedures and we only permit those staff whose tasks require use of your information to access it. We delete your personal information once it is no longer needed or required to be kept by law by destroying hardcopy records and deleting electronic records.
Your right to lodge a complaint
Your right of access
We may charge a small fee for providing access if it requires a significant amount of time to locate your information or to collate or present it in an appropriate form. If your account is held in conjunction with another individual, we will provide each person named on the account with access to information held about each account holder. Our Privacy Officer may follow up your request to ensure that the level of access with which you have been provided is to your satisfaction. In rare circumstances, and only where it is permitted under the Privacy Act 1988 (Cth), we may not be able to provide you with access to your information; for example, where it will have an unreasonable impact upon the privacy of others, where it relates to legal proceedings between us through which the information would not otherwise be available, where it would be prejudicial to negotiations we are holding with you, where we are required by law to withhold the information or where it would reveal information relating to our commercially sensitive decision making processes. If we are unable to provide you with access, we will state why this is so and consider whether the use of an intermediary would be appropriate to provide you with an explanation of your personal information.
You may correct your information
If your personal information is out-of-date or incorrect, you may inform us of this and we will correct it for you. In the unlikely event that we disagree about the accuracy of the information and are unable to change it, you may provide us with a statement indicating that you dispute its accuracy and we will associate the statement with your information in such a manner that it will be brought to the attention of each person who uses the information.
Transfer of your information overseas
We will only transfer your personal information overseas if the transfer is to you, or to one of your authorised representatives, or it is with your express consent. We will not send your information outside of Australia in any other circumstances.
Collection of personal and non-personal information
b. The information automatically collected and stored may include but is not limited to the following:
i. the internet domain and IP address from where you access the website;