At DataTools* the security of personal information that we collect is of utmost importance to us.
Should there be any inconsistency between this policy, the Privacy Act and other Acts mentioned, this policy shall be interpreted to give effect to and comply with the legislation.
This policy includes examples but is not intended to be restricted in its application to such examples. Where the word ‘including’ is used, it shall mean ‘including without limitation’.
Our websites may contain links to non-DataTools websites. DataTools is not responsible for the privacy policies of those other websites. We recommend you review the privacy policies of each site you visit.
Generally we will collect personal information from you, but only to the extent necessary to provide the product or service you requested or to carry out our internal administrative operations. We will collect personal information from you by lawful and fair means and not in an unreasonable intrusive way. The types of personal information that we collect will vary depending upon our interaction with you but may include:
Please note that DataTools does not hold any payment details such as credit card numbers etc for payment via our online accounts. Payment details are managed by SecurePay Pty Ltd and eWay. Please refer to their websites (www.securepay.com.au, eway.com.au) for their privacy policies.
Generally, we collect personal information when you:
Sometimes we collect personal information about you from other sources, for example:
Also, from time to time DataTools collects personal information about individuals who are not customers. This is usually where we collect the name and business contact details of a person who is the contact in a government agency or company with whom we deal. DataTools’ policy is to only use personal information collected from non-customers for the main business purpose for which it was collected.
“Unsolicited” personal information is personal information about an individual that an organisation has unintentionally received. This is an uncommon occurrence for DataTools, but should it happen, we will protect your personal information with the same rigour as we treat personal information that we intended to collect. If we could not have collected this information through our normal processes, we will de-identify that information as soon as we can.
DataTools may hold your personal information in electronic or hard copy format or a combination of both. This personal information may be combined or linked with other information held about you, including information that we receive from third parties. We have taken a number of physical, electronic and procedural steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
DataTools protects the personal information it collects in a secure database stored by our third party data storage providers. It is in proprietary data format, which can only be read using proprietary tools. Our third party providers are WP engine Inc (https://wpengine.com/), Microsoft Azure, Mongo DB and Amazon Web Services.
DataTools also employs firewalls, intrusion detection systems and virus scanning tools to protect against unauthorised persons and viruses from entering our systems.
DataTools staff are required, as a condition of their employment, to treat personal information held by DataTools as confidential, and to maintain the confidentiality of that personal information. They are also required sign in and use a password when accessing DataTools systems and to undertake training about how to manage personal information.
Generally, DataTools only uses personal information for the primary purpose for which we have collected it, or for another closely related secondary purpose. Our potential uses of personal information which DataTools collects (and for which you consent to us using your personal information for) may include:
From time to time, there may be other purposes for which we collect, hold, use and disclose your personal information. We will tell you about these at the point of collection.
As set out above, DataTools may use personal information about you for marketing and research purposes. However, you can manage your DataTools communication preferences by contacting our Customer Services department. In addition, the marketing communications that we send to you may also contain information on how to unsubscribe from those communications.
You can also tell us at any time if you do not want us to disclose your details to other organisations such as our related companies or third parties for marketing purposes. To do this, you just need to contact our Customer Services department.
Sometimes DataTools extracts information from our collected records to produce aggregated data. This aggregated data does not identify individuals. DataTools uses the aggregated data for research purposes and may share the data with third parties.
DataTools may disclose your personal information:
Otherwise, DataTools will only disclose your personal information:
Where it is lawful and practicable to do so, we will give you the option of not providing personal information, or of using a pseudonym, when you deal with DataTools.
However, if we do not collect personal information about you at the point of sale or when you interact with us, this could impact the level of service we can provide to you, for example, we will not be able to contact you in the case of a data supply issue or we may not be able to properly respond to your inquiry or investigate your complaint or fully process your transaction.
Under the Australian Privacy Principles, you have a right to request access to the personal information that DataTools holds about you and seek its correction. This right is subject to certain exceptions (see below) allowed by law.
If you have an online account with DataTools, you are able to access or correct some of your personal information by logging into that account. If you are not an online account member, or if the information can’t be changed online, so that your request reaches the right person, please send it to our Customer Services department. Please include your contact details such as email address and telephone number. We will not charge you for making such a request but will let you know if there is a cost for supplying you with access to or correcting the personal information. We aim to respond to requests for access or correction within 30 days.
There are certain situations under the Australian Privacy Principles where we may refuse to provide you with access to or correct your personal information. Your right to access your personal information is not absolute. In some circumstances, the law permits us to reuse your request to provide you with access to your personal information such as circumstances where:
It is inevitable that some personal information which we hold will become out of date. We will take reasonable steps to ensure that the personal information which we hold remains accurate and, if you advise us of a change of details, we will amend our records accordingly.
Where your information has been disclosed to a third party, DataTools will take reasonable steps to notify the third party of the correction.
Where we are unable to update your information, we will provide an explanation in writing as to why the information cannot be corrected
DataTools is committed to keeping your trust by protecting and securing your personal information.
We employ appropriate technical, administrative and physical procedures to protect personal information from unauthorised disclosure, loss, misuse or alteration.
We limit access to personal information to individuals with a business need consistent with the reason the information was provided. We keep personal information only for as long as it is required for business purposes or by the law.
Our Customer Services department can be contacted by:
Our Privacy Officer can be contacted by:
We will always endeavour to investigate your complaint and respond to you as soon as practicable after receipt, generally within 30 days. If you are not satisfied with our response, you may refer the matter to the Office of the Australian Information Commissioner.
Last updated 1 September 2022
*DataTools means DataTools Pty Ltd, ABN 21 073 541 385