Privacy Policy
We recognise the importance of your Privacy and your concerns about the security of the personal information which is entrusted to us. The following Privacy Policy details the mechanisms that we have put in place to manage your personal information and protect your privacy. The principals set out in this Privacy Policy will apply to any personal information provided by you to us.
THE NATIONAL PRIVACY PRINCIPALS
On 21 December 2001 amendments to the Privacy Act 1998 came into force. The amendments introduced the National Privacy Principals. All private sector organisations are required to comply with the National Privacy Principals.
Under the Privacy Act personal information is defined as: “information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.
COLLECTION OF PERSONAL INFORMATION
We collect personal information direct from you. For example, we may collect personal information about you when you deal with us over the telephone, send us correspondence, deal with us by way of e-mail or electronically over the internet, or when you have contact with us in person.
The most commonly collected personal information consists of names, mailing addresses, telephone numbers, facsimile numbers and e-mail addresses. The type of personal information that we collect from you will depend on the type of dealings that you have with us.
We also collect information when you use our website however the only personal information collected by us is information that you provide us by filling in an on-line form or sending us an e-mail. We do have the ability to track the usage of our website on an anonymous aggregate basis, however, the information collected by us in this instance is not personal information as it cannot be used to ascertain your identity.
There may be occasions when we need to collect personal information about you from a third party, for example, your employer, other organisations with whom you have dealings, a credit reporting agency, an information service provider or from a publicly maintained record. If we collect personal information in this way, we will take reasonable steps to contact you to ensure that you are aware of the purpose of collecting such personal information and the organisations to which we may disclose your personal information to.
USE OF PERSONAL INFORMATION
We may only use or disclose your personal information for the purpose specified by us at the time the personal information was collected (“Primary Purpose”). We may also use and disclose your personal information for purposes relating to the Primary Purpose, for example, invoicing and reminder notices.
Generally speaking, we can only use or disclose personal information collected by it for any purpose other than the Primary Purpose (or related to that Primary purpose) if you have given your consent for your personal information to be used or disclosed for that purpose.
MARKETING
We may also use your personal information to provide you with information relating to our other services. If you do not wish to receive information of this nature, please let us know and we will update our records accordingly.
DISCLOSURE TO OTHER ORGANISATIONS
Where we engage third parties to perform services on your behalf, we may disclose your personal information to them so that they may perform those services.
We do not disclose personal information to any organisation outside of our group for marketing purposes.
OTHER PEOPLE’S PERSONAL INFORMATION WHICH YOU PROVIDE TO US
If you provide personal information to us about someone else (such as one of your directors or employees or someone with whom you have dealings) you must ensure that you are entitled to disclose that information. You should also ensure that you take reasonable steps such that the individual concerned is aware of the various matters dealt within this Privacy Policy, including our identity, how to contact us, the purpose for collecting the information, our information disclosure practices, the individual’s right to obtain access to their personal information and the consequences where that information is not provided by us.
ACCESS TO YOUR PERSONAL INFORMATION
In most cases you can gain access to the personal information that we hold about you on request. All requests should be sent to us care of the address below.
Under the National Privacy Principals, we are required to provide you access to your personal information, unless there is an exception under the Privacy Act. If we decide not to provide you with access to your personal information, we will provide you with reasons for this decision.
KEEPING PERSONAL INFORMATION UP TO DATE
We must take reasonable steps to ensure that personal information collected by us is accurate. If you become aware that any personal information held by us is incomplete or inaccurate, please advise us and we shall take appropriate remedial measures.
SECURITY FOR PERSONAL INFORMATION
Under the National Privacy Principals, we are under an obligation to take reasonable steps to protect the personal information that we hold from misuse, loss and from unauthorised access, modification and disclosure.
Your personal information is stored as either electronic data in our computer systems or in hard copy. In order to protect your personal information, we maintain physical security over our electronic data sources and paper stores, such as locks and alarm systems. Our systems are secured by way of fire walls, for internet protection, and system passwords to restrict access to computer systems.