MANAGEMENT OF PERSONAL INFORMATION
At AgLink, we recognise the importance of your privacy and understand your concerns about the security of the personal information you provide to us. We comply with the Australian Privacy Principles (APPs) as contained in the Privacy Act 1988 (Cth) (Privacy Act). The APPs detail how personal information may be collected, used, disclosed, stored and destroyed, and how an individual may gain access to or make complaints about the personal information held about them.
Personal information includes information or an opinion about an identified individual, or about an individual who is reasonably identifiable, whether true or not.
This policy details how AgLink manages personal information about you, whether you are a member of the AgLinkgroup (Member), a supplier to the AgLink Members (Supplier), or an industry customer (Customer).
In the course of doing business, we endeavour to collect business information only. However, the collection of personal information in some instances is necessary or unavoidable.
By providing personal information to AgLink, you consent to the collection, holding, use and disclosure of that information as set out in this policy. You should read this policy carefully, as you are taken to have consented to the terms of this policy through your use of the website or in choosing to deal with us.
What personal information we collect and hold
The kinds of personal information we collect from you or about you depend on the transaction you have entered into with us, the goods and services you or your organisation have contracted us to provide, or the goods and services you or your organisation are interested in.
The kinds of personal information that we commonly collect and hold from or about Members, Suppliers and Customers include: your name, address, phone, fax and mobile numbers and email address.
In relation to Members, we also commonly collect and hold from you or about you: your date of birth, business structure details, bank account details and credit card details.
When you browse our website or contact us electronically, we may record geographical tagging, cookies and statistical data.
How we collect and hold personal information
We will collect personal information only by lawful and fair means. We aim to collect personal information only directly from you, unless it is unreasonable or impracticable for us to do so. For example, we collect personal information from you or about you from correspondence, application forms and contracts that you submit to us, telephone calls and meetings with us, and from your activity on our website.
However, in some instances we may receive personal information about you from third parties, such as our Members, our Suppliers and other associated businesses.
You can be anonymous or use a pseudonym when dealing with us, unless:
- the use of your true identity is a legal requirement; or
- it is impracticable for us to deal with you on such basis.
Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information from you or about you where it is reasonably necessary for us to carry out our business functions and activities. For example:
- We collect, hold, use and disclose the personal information of our Members to operate our industry group and to provide services to our Members; and
- We collect, hold, use and disclose the personal information of Customers to place them in contact with Members who can further assist them.
If we do not collect, hold, use or disclose your personal information, or if you do not consent, then we may not be able to answer your enquiry, complete the transaction you have entered into, or provide the goods and services that you or your organisation have contracted us to provide.
We also collect, hold, use and disclose your personal information for related purposes that you would reasonably expect, such as our administrative functions, providing you with information about other goods and services offered by us, providing industry and product updates, market research, newsletter communications, statistical collation and website traffic analysis.
Where we wish to use or disclose your personal information for other purposes, we will obtain your consent.
Where we use your personal information for marketing and promotional communications, you can opt out at any time by notifying us. Opt out procedures are also included in our email communications. You may also opt out via email to: firstname.lastname@example.org or by writing to us at PO Box 259, Mulgrave BC VIC 3170
We may also disclose your personal information to third parties (including government departments and enforcement bodies) where required or permitted by law.
If you provide personal information to AgLink about another person, you must ensure that you are authorised or permitted by that person to disclose that information and that AgLink is permitted to collect, hold, use and disclose that information for the purposes described above.
Where available, AgLink relies on exemptions in the Privacy Act, including the employee records exemption.
How we hold and store personal information
Your personal information is held and stored on paper, by electronic means or both. We have physical, electronic and procedural safeguards in place for personal information and take reasonable steps to ensure that your personal information is protected from misuse, interference and loss, and from unauthorised access, modification and disclosure:
- Data held and stored on paper is stored in lockable filing cabinets, within secured premises.
- Data held and stored electronically, including “in the Cloud”, is protected by internal and external firewalls, and limited access to data via file and network passwords.We also require our IT contractors and other third parties to implement privacy safeguards.
- Data stored or archived off-site is contained within secure facilities.We also require our storage contractors to implement privacy safeguards.
- Where we disclose personal information to third parties (including contractors and affiliated businesses located locally and overseas), our contractual arrangements with them include specific privacy requirements.
- Our staff receive regular training on privacy procedures.
If we receive unsolicited personal information, we will determine within a reasonable period, whether or not we could have collected the information if we had solicited it. If we determine that we could not have collected the personal information, we will, as soon as practicable and if lawful and reasonable to do so, destroy the information or de-identify it.
Destruction and De-identification
We will retain your personal information whilst it is required for any of our business functions, or for any other lawful purpose.
We use secure methods to destroy or to permanently de-identify your personal information when it is no longer needed:
- Paper records are commonly shredded or sent for secure destruction.
- Electronic records are deleted from all active locations, to the best of our ability, or encrypted and/or placed beyond use.
Our business is affiliated with a range of agricultural industry and business networking groups located around the world. For Members, we may disclose some of your personal information to overseas recipients where we have identified relevant networking and commercial opportunities that may benefit you. However, we will only do so where:
- it is necessary to complete the transaction you have entered into; and
- you have provided consent; or
- we believe on reasonable grounds that the overseas recipient is required to deal with your personal information by enforceable laws which are similar to the requirements under the APPs; or
- it is otherwise permitted by law.
Requests for access and correction
We have procedures in place for dealing with and responding to requests for access to, and correction of, the personal information held about you.
If you wish to access personal information that AgLink holds about you, contact the Privacy Officer (see details below). You may be required to verify your identity.
In most cases, we expect that we will be able to comply with your request. However, if we do not agree to provide you access or to correct the information as requested, for example, where it would have an unreasonable impact on the privacy of others or if access would be unlawful, we will give you written reasons for the refusal and the mechanisms available to complain.
We will act reasonably where possible to ensure that personal information that we collect is accurate, up-to-date and complete. To assist us to keep our records up-to-date, please contact and notify the Privacy Officer (see details below) of any changes to your personal information.
Complaints and Concerns
We have procedures in place for dealing complaints and concerns about our practices in relation to the Privacy Act and the APPs. We will consider your complaint and respond as soon as reasonably practicable to inform you whether we need further information, whether we accept your complaint or whether we do not believe there has been a breach, in accordance with the relevant provisions of the APPs. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner.
For further information, please contact AgLink’s Privacy Officer.
AgLink Australia Pty Ltd
PO Box 259
Mulgrave BC VIC 3170
Tel: (03) 8545 8777