Privacy Policy
Your privacy is important
This statement outlines Road Sense Australia Ltd’s (the organisation) policy on how the organisation uses and manages personal information provided to or collected by it.
The organisation is bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act and is compliant with the Privacy Amendment (Enhancing Privacy Protection) Act 2012.
The organisation may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to the organisation’s operations and practices and to make sure it remains appropriate to the changing legal environment.
What kind of personal information does the organisation collect and how does the organisation collect it?
The type of information the organisation collects and holds includes (but is not limited to) personal information, including sensitive information, about:
- Full Name and Date of Birth
- Criminal Offences regarding participant’s referral to TOIP
Personal Information you provide:
The organisation will generally collect personal information held about an individual by way of phone calls, emails, forms, etc. You do have the right to seek to deal with us anonymously or using a pseudonym, but in almost every circumstance it will not be practicable for us to deal with you or provide any services to you except for the most general responses to general enquiries, unless you identify yourself. It is at the discretion of the organisations staff whether or not they will deal with you if you do not identify yourself.
Personal Information provided by other people:
In some circumstances the organisation may be provided with personal information about an individual from a third party, for example a personal legal representative, or a Court.
In relation to employee records:
Under the Privacy Act the Australian Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to the organisation’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between the organisation and employee.
How will the organisation use the personal information you provide?
The organisation will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.
In relation to direct marketing, the organisation will use your personal information for direct marketing where; you have provided that information, given us permission to contact you, and you are likely to expect direct marketing: only then you will be sent direct marketing containing an opt out. If we use your personal information obtained from elsewhere we will still send you direct marketing information where you have consented and which will also contain an opt out. We will always obtain your consent to use sensitive information as the basis for any of our direct marketing.
We may use video surveillance for security purposes and the footage will be used only by the organisation and by the providers of our security services for security purposes. Surveillance videos are not used by the organisation for other purposes and the footage is not publicly available. Surveillance cameras are not located in any bathrooms or change room facilities.
Job applicants, staff members and contractors:
In relation to personal information of job applicants, staff members and contractors, the organisation’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.
The purposes for which the organisation uses personal information of job applicants, staff members and contractors include:
- for insurance purposes;
- for checking and confirming work history and qualifications;
- for contacting next of kin in an emergency;
- to satisfy the organisation’s legal obligations,
Where the organisation receives unsolicited job applications these will usually be dealt with in accordance with the unsolicited personal information requirements of the Privacy Act.
Volunteers:
The organisation also obtains personal information about volunteers who assist the organisation in its functions or conduct associated activities, such as to enable the organisation and the volunteers to work together.
Marketing and fundraising:
The organisation treats marketing and seeking donations for the future growth and development of the organisation as important. Personal information held by the organisation will not be disclosed to any organisation that assists in the organisation’s fundraising. The organisation may release information to third parties only when all information that may specifically identify any individual has been removed.
Who might the organisation disclose personal information to?
The organisation may disclose personal information, including sensitive information, held about an individual to:
- government departments;
- legal representatives;
- anyone you authorise the organisation to disclose information to.
Sending information overseas:
The organisation will not send personal information about an individual outside Australia without:
- obtaining the consent of the individual (in some cases this consent will be implied); or
- otherwise complying with the Australian Privacy Principles or other applicable privacy legislation.
How does the organisation treat sensitive information?
In referring to ‘sensitive information’, the organisation means:
“information relating to a person’s racial ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; and health information about an individual”.
Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and security of personal information
The organisation’s staff are required to respect the confidentiality of personal information and the privacy of individuals.
The organisation has in place steps to protect the personal information the organisation holds from misuse, loss, unauthorised access, modification, interference or disclosure by use of various methods including locked storage of paper records and password access rights to computerised records.
When you use our website, having your cookies enabled may allow us to maintain the continuity of your browsing session and remember your details when you return. We may also use web beacons, Flash local stored objects and JavaScript. If you adjust your browser settings to block, reject or delete these functions, the webpage may not function in an optimal manner. We may also collect information about your IP address, although this may not identify you.
Updating personal information
The organisation endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the organisation by contacting the Chief Executive Officer of the organisation at any time.
The Australian Privacy Principles require the organisation not to store personal information longer than necessary.
You have the right to check what personal information the organisation holds about you.
Under the Commonwealth Privacy Act an individual has the right to obtain access to any personal information which the organisation holds about them and to advise the organisation of any perceived inaccuracy. There are some exceptions to this right set out in the applicable legislation. To make a request to access any information the organisation holds about you, please contact the Chief Executive Officer in writing.
The organisation may require you to verify your identity and specify what information you require. Although no fee will be charged for accessing your personal information or making a correction, the organisation may charge a fee to retrieve and copy any material, if the information sought is extensive, the organisation will advise the likely cost in advance.
How long will the organisation keep my information?
Under our destruction and de-identification policies, your personal information that is no longer required will be de-identified or destroyed, in accordance with requirements of our stakeholders and the law. In some circumstances, however it may be kept for marketing purposes, as you will have consented to that in writing with us.
Enquiries and privacy complaints
If you would like further information about the way the organisation manages the personal information it holds, please contact the Chief Executive Officer. If you have any concerns, complaints or you think there has been a breach of privacy, then also please contact the Chief Executive Officer who will first deal with you usually over the phone. If we then have not dealt satisfactorily with your concerns, we will meet with you to discuss further. If you are not satisfied with our response to your complaint within 30 days from this meeting, then you can refer your complaint to the Office of the Australian Information Commissioner via:
- email: [email protected]
- tel: 1300 363 992
- fax: +61 2 9284 9666