Privacy Policy
Introduction
The purpose of the Privacy Policy is to outline ProServices’s obligations for and commitment to the responsible management of personal information held about employees and individuals with whom it interacts. This policy applies to all collection, use, disclosure, storage and destruction of personal information by ProServices. This Policy applies to all employees, contractors, visitors and suppliers.
ProServices is committed to the responsible management of Personal Information. This commitment arises not only from a wish to comply with its legal obligations but also in recognition of and commitment to information privacy.
Policy Definitions
The following are the Policy definitions:
Contractor: a company or an individual engaged to provide services to ProServices. Contractors include consultants.
Collection: includes any means by which ProServices obtains Personal Information including information that is volunteered, incidentally obtained or gathered from another organisation.
Privacy Statement: a statement by ProServices when collecting, using, disclosing and otherwise managing Personal Information collected in the course of its activities, which is provided at or near the time such information is collected.
Personal Information: as defined in the Privacy and Data Protection Act 2014 (Vic) is information or an opinion (including information or an opinion forming part of a database), that is recorded in any form and whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.
Privacy complaint: a complaint by an individual about an act or practice of ProServices in relation to the individual’s Personal Information which the individual believes is contrary to or inconsistent with the Information Privacy Principles set out in the Privacy and Data Protection Act 2014 (Vic) or the Health Privacy Principles set out in the Health Records Act 2001 (VIC).
Employee: any person employed by ProServices.
Privacy Officer
ProServices will appoint a Privacy Officer to:
- Provide advice and training on issues related to information privacy
- Develop information privacy resources in the company
- Liaise with the Office of the Victorian Privacy Commissioner
- Receive enquiries about privacy at ProServices
- Receive and co-ordinate the investigation of privacy complaints
Collection Of Information
Personal information must only be collected where necessary and relevant to ProServices functions and activities and where there is a specific and immediate need to do so in a lawful and fair manner. When collecting Personal Information directly from an individual, whether by verbal, written or electronic means, ProServices will take all reasonable steps to ensure that the individual providing such information is made aware of how their information will be used and with whom it might be shared or communicated.
Use And Disclosure Of Information
ProServices will use Personal Information it collects in the course of its activities only for the primary purpose of collection or where authorised by law. ProServices employees can only access Personal Information to the extent necessary to perform their job. ProServices employees must seek advice from the Privacy Officer prior to any use or disclosure which is not for the primary purpose of collection or a use which would be reasonably anticipated by the individual.
Security And Disposal
ProServices will ensure that Personal Information is kept secure and protected from misuse, loss, unauthorised access, modification or disclosure and destroyed or permanently de-identified when it is no longer needed by ProServices subject to obligations under the Public Records Act 1973 (Vic) and other legislation.
Visiting Our Website and Online
This Privacy Policy also applies to any personal information we collect via our websites and applications (including mobile applications) in addition to personal information you provide us directly, including when you make a request or complete an online form. The information we collect about members’ use of our website is used for measuring use and performance and in assisting to resolve any technical difficulties.
We may use cookies and other technologies on some of our websites and through email to automatically collect certain types of information. We use this information for development and analytic purposes. You can manage and control the use of cookies through your browser, including removing cookies by deleting them from your ‘browser history’ when you leave the site. In most instances, you can refuse a cookie and still navigate our websites.
We use analytics tools, including:
Google Analytics, you have the ability to opt out the following link; From time to time, we may use other analytic tools to monitor users of our websites. These help us gain an understanding of how our websites are being used.
Access And Correction
An individual may request that ProServices provide access to or the opportunity to correct their personal information held by ProServices. Requests for access and correction will be managed in accordance with the provisions of the Freedom of Information Act 1982 (VIC).
Complaints Process
Privacy complaints are to be dealt with in a timely and responsive manner.
How To Contact Us
If you have any concerns or queries about this Privacy Policy or our manage of your personal information you can contact our Privacy Officer by writing to:
Privacy Officer
ProServices
16 Ramsay Court
Kangaroo Flat VIC 3555
For more information about privacy and the protection of personal information, visit the Office of the Australian Information Commissioner website here.