Version: 19 February 2016
During the course of carrying on our business, Procurement Australia will have occasion to collect personal information. Collecting your personal information is essential for Procurement Australia to be able to provide you with its services. Personal information is any information about you that identifies you, or information by which your identity can be reasonably determined. Where possible, we collect your personal information directly from you. Personal information is generally collected during the course of our relationship with you. We usually collect the following kinds of personal information:
§ Contact Details
§ Information about your dealings with us
By collecting personal information we are then able to provide a better service to you or interact better with you, notify you of Procurement Australia events, and provide you with information on Procurement Australia contracts and opportunities.
Sometimes personal information may be collected about you from other sources. If Procurement Australia collects personal information about you from a third party it will take reasonable steps to ensure you are made aware of these matters. In most cases we will require you to specifically consent to any collection, use or disclosure of your personal information by Procurement Australia. Your consent will usually be required in writing but we may accept your verbal consent in certain circumstances. Sometimes your consent may be implied through your conduct with us.
2.0 Use and Disclosure
Personal information is primarily used for the purpose for which it was collected. We use the personal information that we collect to provide services to you, and to include it in our direct marketing database, and client databases. To enable us to do this, we may share your personal information within Procurement Australia nationally.
From time to time we may use your personal information to provide you with information about our products and services. You can, however, change your mind about receiving information about our products and services at any time. You just need to let us know. Procurement Australia may disclose your personal information in certain circumstances. For Procurement Australia clients, we will only disclose your personal information to authorised Procurement Australia suppliers for the purposes of allowing them to market their products or services to you. For Procurement Australia authorised suppliers, we will only disclose your personal information to Procurement Australia clients in order to promote your goods or services to clients.
Procurement Australia may also disclose your personal information to third parties where you have consented to us doing so. Your consent to the disclosure of your personal information may be given explicitly, such as in writing or verbally, or may be implied from your conduct. In addition, we may also be required or authorised by law to disclose your personal information.
3.0 Direct Marketing
We may use personal information about you for the primary purpose of providing you with our services. We may also use it for other purposes for which you might reasonably expect us to use that information. This includes sending you information about new developments, products, services and special offers by post, telephone or any form of electronic communication. 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 required to send you relating to the services we provide.
4.0 Data Quality
In order to provide you with the best possible service, it is important that the personal information we collect from you is accurate, complete and up-to-date. During the course of our relationship with you we will ask you to tell us of any changes to your personal information. However, you can contact us at any time to update your personal information, or to tell us that the information we hold about you is inaccurate or incomplete.
5.0 Data Security
Procurement Australia has implemented generally accepted standards of technology and operational security in order to protect personally-identifiable information from loss, misuse, alteration, or destruction. Only authorized personnel are provided access to personally-identifiable information, and these employees are required to treat this information as confidential. Despite these precautions, Procurement Australia cannot guarantee that unauthorized persons will not obtain access to your personally-identifiable information.
Procurement Australia will be open in the way it handles personal information by making available clearly stated policies on its management of personal information. You may request access to any of the personal information we hold about you. In most cases, a summary of personal information, such as your name and address details, contact telephone numbers, and the matters you have engaged us on are freely available to you.
7.0 Access and Correction
If you request access to the personal information we hold about you, we will respond to your request within a reasonable period of time and, where reasonable and practicable, give access to the information in the manner you request. This may be subject to any exemptions allowed under the Privacy Act.
You may request this information by writing to our Privacy Officer:or sending an email to us at firstname.lastname@example.org. We may charge a reasonable fee for providing the information.
Procurement Australia may be required by law to retain your personal information for a period of time after you have ceased your relationship with us. After the required time has passed we attend to the secure destruction or deletion of your personal information. This generally occurs after 7 years. Procurement Australia may also refuse to provide access to information held about you in any case where the Australian Privacy Principles allow us to do so. You can also request information about you to be corrected or deleted. This is part of our commitment to take all reasonable steps to ensure that the information we hold is accurate, complete and up-to-date.
Procurement Australia does not use Commonwealth identifiers as a means of identifying the personal information that we may have collected about you. A Commonwealth identifier is a Commonwealth Government or Commonwealth Government agency designated identification number such as your Tax File Number (TFN) or Medicare number.
9.0 Anonymity and pseudonymity:
When contacting us, you have the option to either not identify yourself or to use a pseudonym. However, this will not apply if it is impracticable for us to communicate with you that way, or if we are required or authorised under Australian law (or a court or tribunal order) to only deal with individuals who have identified themselves.
10.0 Cross-border Data Flows
Procurement Australia does not send personal information outside Australia unless it is authorised to do so by law, or you have consented to it.
11.0 Sensitive Information
We will only collect sensitive information revealing your race, ethnic origin, political opinions, religious beliefs or affiliations, philosophical beliefs, trade union memberships, criminal records or details of health or disability if:
§ you have given express consent to us to do so and the information is reasonably necessary for us to carry out our functions or activities;
§ the use of this information is required or authorised under Australian law or a court or tribunal order; or
§ the information is necessary for the establishment, exercise or defence of a legal claim.
11.0 Web Site Privacy
When you visit the Site the server may attach a "cookie" to your computer's memory. A “cookie” assists us to store information on how visitors to the Site use it and the pages that may be of most interest. This information may be used to provide users of your computer with information that we think may interest them. If you choose, you could be able to configure your computer so that it disables “cookies” or does not accept them.
Telephoning - (03) 9810 8600
Writing to Procurement Australia Privacy Officer - 447 Auburn Road, Hawthorn East, VIC 3123
Emailing - (email@example.com)
If you are not satisfied with the result of your complaint to Procurement Australia, you can refer your complaint to the Federal Privacy Commissioner.
You can contact the Federal Privacy Commissioner, by telephoning 1300 363 992 or by writing to Director of Complaints, Office of the Federal Privacy Commissioner, GPO Box 5218, SYDNEY NSW 2001