Introduction The protection of private and confidential information is fundamental to Procurement Australia ACN 058 335 363 (trading as Space Station) and its related bodies corporate (collectively, “Procurement Australia”, “our”, “us” or “we”).
How does Procurement Australasia collect personal information? We may collect personal information in a number of ways.
If it is reasonable and practical to do so, we will collect personal information directly from you. This may take place in a number of ways, such as:
- by your use of our products or services (including the Website, by which we collect personal information in ways including those set out below);
- when you contact us by email, phone or via our Website; and
- when you register to attend events such as conferences, workshops and briefings.
We may also collect personal information from third parties such as your representatives or publicly available sources of information, as reasonably necessary for the purposes relating to providing our services to you.
If someone other than you provides us with personal information about you that we did not ask for and we determine that we could have collected this information from you had we asked for it, we will notify you, as soon as practicable. This notice will be given unless to do so would be in breach of an obligation of confidence. If we could not have collected this personal information, we will lawfully de-identify or destroy that personal information.
What kind of personal information does Procurement Australia collect? The personal information we collect (including from the Website and store) may include (but is not limited to) your name, address, contact details, gender, occupation, company and if relevant, financial information, including credit card information, banking details and income information.
The Website, among other things, allows you to create an online account to become a member, subscribe to newsletters and to submit feedback on certain articles. If you wish to create an account, subscribe to our newsletter, or submit a comment on an article on the Website, you must provide a name and email address for the purpose of identifying yourself, which assists the Website’s editorial and moderation process.
You can choose not to provide your personal information, or you may just want to deal with us anonymously or by using a pseudonym. If this happens, we may not be able to provide you with the product you asked for or give you the level of service you expect.
We do not collect your “sensitive information” (as defined in the Act, which includes information such as your racial background, religious beliefs or health information), except with your consent.
Cookies The Website uses “cookies” to assign your computer a “User ID”. Cookies contain information by which Procurement Australia can identify your computer on our servers but does not contain any personal information that would identify you. You may configure your browser so that you are notified before a cookie is downloaded or so that your browser does not accept cookies.
The Website uses “Marketto” to identify your computer on our servers, but this does not contain any personal information that would identify you. If you lodge an inquiry on this website, you will be lodging that inquiry via a Marketto format that will allow us to then know what areas of our website you have visited. Marketto will not automatically download any personal information from your computer or you.
Procurement Australia may use information contained in cookies or Marketto to make assumptions about the user of the computer and to provide users of that computer with focused advertising that Procurement Australia believes may be of interest to these users, based on that information. In some cases, a web page within the Website might contain more than one cookie. The information gathered from these different cookies are used to build statistical and demographical information which does not identify you personally, which we provide to advertisers and Procurement Australasia’s partners for marketing and promotional purposes.
To disable or clear your cookies, please refer to the help menu within your Internet browser.
What if you do not want to provide personal information? You are not under any obligation to provide your personal information to Procurement Australasia. However, if we are unable to collect personal information we reasonably require, we may not be able to do business with you or the organisation with which you are connected. For example, you may not be able to access requested products or services, or submit and have posted any comments submitted on news articles and the like.
We may also refuse to post comments submitted on our Website where false, incomplete or misleading personal information is supplied.
Your personal information may also be used in order to:
- provide and improve the products, services and information you require;
- administer and manage those services (including charging, billing and collecting debts if required);
- inform you of Procurement Australasia activities, events, facilities and services;
- provide you with news articles or other materials;
- conduct appropriate checks for credit worthiness and for fraud;
- research, develop and expand our facilities and services;
- gain an understanding of our members’ and your needs to provide a better service in all its areas of activities;
- maintain and develop our internal systems and infrastructure including upgrading of these systems; and
- process your recruitment application and conduct research into the recruitment process.
Accordingly, Procurement Australia may use, or write to any email address supplied by you, including to confirm that the email address is genuine.
Direct Marketing We may use personal information about you for the primary purpose of providing you with our services, and for other purposes for which you would reasonably expect us to use that information. This includes to:
- send you information about new developments, products, services and special offers by post, telephone or any form of electronic communication; and
- promote and market other services that we consider important or beneficial to our members and you, including your and their not-for-profit status.
You authorise us to use any email address or other contact information you provide to us at any time for this purpose.
You agree and acknowledge that even if you opt out of receiving marketing material, we will still send you essential information that we are legally required to send you relating to the services we provide. Once you opt out of receiving marketing material from us, you agree and acknowledge that this removal from our distribution lists may take several business days after the date of you request to be removed.
You may also contact us at any time to update us with any changes to your personal information or to request a correction of the records we hold about your personal information.
This will be subject to any exemptions allowed under the Privacy Act.
Other than as stated in this policy, Procurement Australia will not, in the course of its operations, disclose personal information to any outside parties without your consent.
In certain circumstances, Procurement Australia may be compelled by law to disclose personal information to various authorities, such as where Procurement Australia is compelled to disclose the personal information by a warrant, to react to unlawful activity, serious misconduct, or to reduce or prevent a serious threat to life, health or safety.
Procurement Australia does not sell, rent or trade personal information (including as collected from the Website) to or with third parties.
Overseas disclosure Procurement Australia may disclose your personal information to contractors and data storage facilities located overseas. The countries in which these third parties are located include the United Kingdom and the United States of America. We have arrangements in place with these third-party contractors that limits further disclosure of your personal information.
Accuracy of your information We take reasonable steps to ensure that your personal information held by us is accurate, up-to-date, complete, relevant and not misleading. If you believe that any of your personal information is not accurate, up-to-date, complete and not misleading, please contact us and we will take all reasonable steps to correct it within a reasonable time.
How is personal information protected? Procurement Australia takes reasonable steps to protect any personal information that it holds from misuse and loss. It also protects that information from unauthorised access, modification and disclosure.
Procurement Australia maintains physical security, such as locks and security systems, over our electronic data servers, computers and premises. We also maintain computer and network security, for example firewalls (security measures for the Internet), anti-virus software, identification codes and passwords and other security measures, in order to control access to computer systems. We also regularly back-up our electronic data to minimise loss of data in the event of system failures.
If we no longer need your personal information, unless we are required under Australian law or a court or tribunal order to retain it, we will take reasonable steps to destroy or de-identify your personal information, in accordance with our document and information retention policy
Notwithstanding the reasonable steps taken to keep information secure, breaches may occur. In the event of a security incident we have in place procedures to promptly investigate the incident and determine if there has been a data breach involving personal information, and if so, to assess if it is a breach that would require notification. If it is, we will notify affected parties in accordance with Privacy Act requirements.
If you reasonably believe that there has been unauthorised use or disclosure of your personal information, please contact us.
Level 10, 440 Collins Street, Melbourne VIC 300
TELEPHONE: (03) 9810 8600
If you make a complaint about privacy, we will acknowledge receipt of your complaint, and try to investigate and respond to you within 30 days. If you are unhappy with the outcome, you can lodge a complaint with the Office of the Australian Information Commissioner.
For further information about privacy issues and the protection of privacy, please visit the Office of the Australian Information Commissioner’s website at http://www.oaic.gov.au.