As part of delivering our Services we may collect personal information about you as defined under the Privacy Act 1988 (Privacy Act). We will only collect personal information where it is reasonably necessary for the performance of our services or functions. The personal information we collect may include information or an opinion about the following:
As part of delivering our Services, we may also collect sensitive information as defined in the Privacy Act. The sensitive information we collect may include information or an opinion about your health information as defined in the Privacy Act and your criminal record. Sensitive information is subject to a higher level of privacy protection than other personal information and is handled by us in the following ways:
We may collect personal information either directly from you, or from third parties, including where:
We may also collect your personal information from third parties including:
Where we collect your personal information from a third party, we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party. By providing personal information about another person to us, you represent that you are legally permitted to do so, and we will not be responsible for verifying any such authorisation.
Cookies & data tracking technologies
We may also collect personal information from you when you use or access our Services or our social media pages. This may be done through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your Services usage. Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites. We may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience of the Service. Persistent cookies can be removed by following Internet browser help file directions. Cookies may enable automatic logins when you visit in the future and may enable content customisation.
We may also use third party vendor tracking cookies, including the Google Analytics and AdWords tracking cookie and Facebook pixel.
We collect and use your personal information for the following purposes:
You acknowledge and agree that we may also deal with your personal information in any other manner which is permitted by any agreement that we have in place with you (including without limitation in accordance with the privacy statement set out in the Service Agreement entered into between us and you (if applicable)), or otherwise in accordance with our other policies we have in place from time to time.
We may share your personal information with service providers utilised by us in the provision of the Services to:
The service providers (and if necessary, data processors) include:
We limit the information we provide to third parties to the information they need to help us provide or facilitate the provision of goods and services and associated purposes. We deal with third parties that are required to meet the privacy standards required by law in handling your personal information, and use your personal information only for the purposes that we give it to them.
We may share some or all of your personal information to our employees, contractors, and other personnel.
Third parties related to the provision of our Services
We may share your personal information with third parties involved in any events and other membership inclusions comprising the Services, including:
Third parties with your consent and in other circumstances
We may disclose your personal information to third parties to whom you expressly ask us to send the personal information to. We may also disclose your personal information to third parties where permitted under the Privacy Act or where required in order to provide our Services to you, including to:
We may need to disclose your information to third parties outside of Australia and service providers located internationally in order to enable us to provide the Services, this includes service providers and contractors who are located overseas (telephone answering service, data analytics, IT services) and data processing services. The countries to which we may disclose your information include without limitation the United States of America.
Where we use a supplier outside of Australia, we will take reasonable steps in the circumstances to ensure that such overseas recipient does not breach the Australian Privacy Principles (except where such steps are not required under the Privacy Act).
We may also aggregate and/or make anonymous your personal information including sensitive information to make it available for the purposes of generating statistical data for the conducting of research and improving the Services.
In order to provide the Services to you, you agree to receiving notifications from us for the following purposes:
We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password protected. Information uploaded to and stored on Google Drive is encrypted. Information collected via our website is secured through daily server backups and security checks.
Our Services may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.
Subject to the Privacy Act, you have a right to access and correct any personal information about you that we may hold. If you wish to request access to the personal information, we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.
If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.
If we receive a request from you to access or correct personal information we will respond to you within a reasonable time after receiving your request and in the manner requested by you, if it is reasonable and practicable for us to do so. We may charge a reasonable fee for giving access to the information.
If you do not provide us with the personal information described above, some or all of the following may happen:
In the event that there is a data breach and we are required to comply with the notification of eligible data breaches provisions in Part IIIC of the Privacy Act or any other subsequent sections or legislation which supersede this Part IIIC, we will follow our relevant notifiable data breach procedures in compliance with the Privacy Act and relevant laws.
If you think your personal information, held by us, may have been compromised in any way or you have any other privacy related complaints or issues, you should also raise the matter with the Privacy Officer.
We will ensure your claims are investigated and a formal response will be provided to you, within a reasonable time, considering the circumstances of your claims. If any corrective action is determined to be required, as a result of that investigation, we will take all reasonable steps to rectify the situation and advise you of such, again within a reasonable time considering the circumstances.
If we do not resolve your enquiry, concern or complaint to your satisfaction or you require further information in relation to any privacy matters, please contact the Office of the Australian Information Commission, whose contact details are below.
Office of the Australian Information Commission
Telephone 1300 363 992
Office Address Level 3, 175 Pitt Street, Sydney NSW 2000
Postal Address GPO Box 5218, Sydney NSW 2001
Entity Mates That Matter Pty Ltd
Contact You can contact our Privacy Officers by emailing:
Effective Date: [16 May 2022]