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Effective date: September 29, 2023
1. Privacy generally
In collecting, holding, using, disclosing, and otherwise managing your personal information, EPS will comply with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles in the Privacy Act.
2. Kinds of personal information collected
Personal information is information or an opinion about an identified, or reasonably identifiable, individual. During the provision of our software, services, or as a result of our other interactions or dealings with you including on our website or web application, EPS may collect your personal information.
The kinds of personal information that EPS collects will vary depending on our particular interaction or dealing with you. However, generally speaking, the kinds of personal information EPS collects may include:
(a) if you or your company register for an account or submit an enquiry with us, your contact information such as your name, employer, postal address, telephone number and contact email address;
(b) the names of your company’s employees and their job title, department, username or similar identifier, postal address, telephone number and email address;
(c) your account information used for accessing our website application and / or services;
(d) marketing data, such as your preferences in receiving marketing from us, or information about your subscription or the way you use our products;
(e) certain location or geolocation information you provide directly or through automated means, if you choose to enable location-based services from your device or one of our applications;
(f) behavioural data of an internet connected computer or device you use when interacting with our website or web application, such as advertisements clicked or viewed, sites and content areas, date and time of activities or the web search used to locate and navigate to a site;
(g) any other information that you provide or otherwise make available to us in connection with our website, web application or services.
(h) when you purchase our services:
(i) information relevant to those services, such as your billing and payment information; and
(ii) information regarding your purchasing history with EPS or your other dealings with EPS in relation to our services.
We also collect internet/technology related information from visitors to our website or web based application, including the referring URL, your IP address, which browser you used to come to the site, the country, state or province, the pages of our website that you viewed during your visit, any search terms entered on our website, the operating system used by accessing systems, the website from which an accessing system reaches our website (so-called referrers), the sub-websites, the internet service provider of the accessing system, and any other similar data and information that may be used in the event of attacks on our information technology systems.
EPS may also hold other kinds of personal information as permitted or required by law or other kinds of personal information that we notify you of at or about the time of collection.
Generally, we do not collect sensitive information about individuals. Information about your health, racial or ethnic origin, political persuasions, criminal record and religious or philosophical beliefs are all examples of sensitive information. If we do need to collect sensitive information about you, we will only do so with your consent or where we are required to do so by law.
3. How we collect personal information
Generally, EPS collects your personal information directly from you. For example, EPS may collect your personal information:
However, there may be occasions when EPS collects your personal information from someone other than you, for example:
4. Purposes for which personal information is used
Generally speaking, EPS collects and uses personal information so that we can develop, improve and promote our services and provide our software and related services.
Some examples of the purposes for which EPS collects, holds, uses and discloses your personal information include to:
In addition to the purposes listed above, EPS may use your personal information for other purposes which we notify you of when we collect the information and for purposes otherwise permitted or required by law.
Where personal information is used or disclosed, EPS takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed. You are under no obligation to provide your personal information to EPS. However, without certain information from you, EPS may not be able to provide products, services or information to you or may be limited in how we can interact with you.
5. Direct marketing
6. Disclosure of personal information
EPS may also disclose your personal information for other purposes if we notify you of the disclosure at or about the time of collecting the information, we have otherwise received your consent, or the disclosure is required or authorised by law.
If you post information or other content to public sections of our websites or to our social media sites, you acknowledge that the information or content may be viewed by the public and/or users of the relevant website or social media site.
7. Overseas disclosures
Some of the parties that EPS discloses your personal information to are located outside of Australia, including the United States of America and the European Union.
We take reasonable steps to ensure that any such overseas recipients do not hold, use, or disclose your personal information in a way that is inconsistent with the obligations imposed under the Privacy Act and the Australian Privacy Principles in the Privacy Act.
8. Links to other websites
9. Security of personal information
EPS takes steps reasonable in the circumstances to ensure that the personal information it holds is protected from misuse, interference, and loss and from unauthorised access, modification, or disclosure. These processes and systems include:
(a) the use of identity and access management technologies to control access to systems on which information is processed and stored;
(b) the use of endpoint protection, data encryption, firewalls, and other network security tools to control confidentiality, availability, and integrity of the information processed and stored;
(c) requiring employees to comply with internal information security policies and keep information secure; and
(d) requiring employees to complete training about data protection;
Your personal information will be kept on databases held on servers kept in physically and technologically secured environments. Where personal information is held in hard copy, it will be held in controlled, access restricted premises.
EPS will destroy or de-identify personal information in circumstances where it is no longer required unless EPS is otherwise required or authorised by law to retain the information.
Where you have an online account with us, you are responsible for maintaining the confidentiality of your username and password. You will be responsible for all uses of your membership, whether or not authorised by you. You agree to immediately notify EPS of any unauthorised use of your username or password.
10. Access and correction
EPS takes steps reasonable in the circumstances to ensure personal information it holds is accurate, up-to-date, complete, relevant and not misleading.
Under the Privacy Act, you have a right to seek access to and correction of your personal information that is collected and held by EPS. If at any time you would like to access or correct the personal information that EPS holds about you, or you would like more information on EPS’s approach to privacy, please use the contact details set out in paragraph 12 below. EPS will grant access to the extent required or authorised by the Privacy Act or other law and take steps reasonable in the circumstances to correct personal information where necessary and appropriate.
To obtain access to your personal information:
EPS will endeavour to respond to your request to access or correct your personal information within one month from your request. If EPS refuses your request to access or correct your personal information, EPS will provide you with written reasons for the refusal and details of complaint mechanisms.
If you are dissatisfied with EPS’s refusal to grant access to, or correct your personal information, you may make a complaint to the Office of the Australian Information Commissioner.
11. Contacting EPS
For further information or enquiries regarding your personal information, or if you would like to opt-out of receiving any promotional or marketing communications, please contact EPS using any of the following contact details:
Post: Ehrhardt + Partner Solutions Pty Ltd, Level 18, 324 Queen St., Brisbane QLD 4000
Phone: (+61) 7 3497 5702
12. Privacy complaints
Please direct all privacy complaints to firstname.lastname@example.org. At all times, privacy complaints:
EPS will acknowledge your complaint within 14 days of receipt and endeavour to resolve it within one month unless EPS informs you otherwise and seeks your agreement in writing.
EPS will commence an investigation into your complaint. You will be informed of the outcome of your complaint following completion of the investigation. In the event that you are dissatisfied with the outcome of your complaint, or an extension to the time in which EPS will resolve it, you may refer the complaint to the Office of the Australian Information Commissioner.