It is the policy of this company to operate our business in a manner that consistently meets or exceeds the legal rights of persons in regard to the privacy and confidentiality of information relating to them by ensuring compliance with the provisions of relevant privacy legislation.
AIMS AND OBJECTIVES
As an organisation, we will ensure that only such information as is necessary for employment and business purposes is collected and that this information will only be accessible by persons who are specifically authorised to access the information.
We acknowledge that the privacy principles are designed to protect the rights of the individual, yet still allow access by particular authorities in specific circumstances and for specific purposes. To meet our obligation to comply with these principles under privacy laws, we will ensure that these principles are adhered to by management of the organisation and all of our employees and agents.
We will ensure that we comply with these principles in regard to -
What personal information does MLSA collect and hold?
MLSA only collects personal information as defined at law (information/opinion about an individual who can reasonably be identified from that information/opinion) that is reasonably necessary for our functions or activities, or is required or permitted by law.
MLSA collects personal information from a variety of sources – for example when:
We do not collect sensitive information (e.g. information about an individual’s race, ethnic origins, political opinions or association, trade or professional associations and memberships, union membership, criminal record or health information) unless:
How and from whom does MLSA collect personal information? MLSA only collects personal information by lawful and fair means.
MLSA usually collects personal information about individuals directly from those individuals or their authorised representative, as a result of, and in connection with, our on-going business relationship with those individuals.
MLSA sometimes collects personal information from a third party or from a publicly available source, but only if it is unreasonable or impracticable to collect that personal information from the individual.
Why do we collect the personal information? MLSA collects personal information:
Generally, we will tell the individual why we are collecting the information, prior to or when we collect it.
If all or some of an individual’s personal information is not collected, MLSA may not be able to provide all the benefits, services or products to the individual.
Unsolicited personal information
If we receive personal information about you that we have not requested, and we determine that we could not have lawfully collected that information had we asked for it, we will destroy or de- identify the information if it is lawful and reasonable to do so.
Use and disclosure
MLSA will only use your personal information for the purpose for which it was provided to us, for related purposes or as required or permitted by law. Such purposes include:
How MLSA discloses personal information
MLSA will only use or disclose an individual’s sensitive information for the purpose for which it was initially collected (the ‘primary purpose’) or for another purpose only with your consent or if required or permitted by law.
MARKETING USE AND DISCLOSURE
MLSA may use and disclose individuals’ personal information (other than sensitive information) to provide individuals with information about our products and services that we consider may be of interest to the individual. An individual may contact us (see ‘How to Contact Us’) if they wish to opt out of receiving further marketing offers, via email or otherwise. Direct marketing offers will contain an opportunity to opt out from receiving further communications of this nature.
MLSA is not likely to disclose personal information to overseas recipients, save where it is necessary to provide personal information as part of travel or delegate attendance at international meetings or conferences.
Any overseas disclosure does not affect our commitment to safeguarding individuals’ personal information. Where reasonable in the circumstances, our contracts with overseas recipients oblige them to comply with the Act. However, individuals acknowledge that, in agreeing to the disclosure of their information to overseas recipients, we will no longer be required to take reasonable steps to ensure overseas recipients’ compliance with the Policy in relation to the individual’s information and we will not be liable to the individual for breach of the Policy by those overseas recipients. On this basis, individuals consent to such disclosure when supplying their personal information to MLSAA.
QUALITY OF INFORMATION
MLSA will take reasonable steps to ensure that the information we collect, use and disclose is accurate, complete and up-to-date. However, MLSA relies on individuals to advise us of any changes or corrections to the information we hold about the individual. An individual is able to contact us (see ‘How to Contact Us’) and ask for the correction of personal information we hold if the individual believes the information we hold is inaccurate or incomplete.
SECURITY OF PERSONAL INFORMATION
We take reasonable steps to keep personal information protected from loss and misuse and unauthorised access, modification and disclosure. We use a variety of physical and electronic security measures including restricting physical access to our offices, appropriate encryption and secure databases.
When personal information that we collect is no longer required, we will take reasonable steps to destroy or permanently de-identify the personal information.
ACCESS OF PERSONAL INFORMATION
An individual may contact us (see ‘How to Contact Us’) to access the personal information that we hold about the individual. We will respond to such a request within a reasonable period after the request is made. There are occasions where this access may be denied under the exemptions contained in the Privacy Act. If we deny access in some circumstances, we will advise the individual about the reasons.
No fee applies for requesting access to information we hold about individuals. However, we reserve the right to charge a reasonable fee where we do provide access.
CORRECTION OF PERSONAL INFORMATION
An individual may contact us (see ‘How to Contact Us’) to correct the personal information that we hold. We will deal with your request within a reasonable period after the request is made. We will take all reasonable steps to correct that information and ensure that, having regard to the purpose for which it is held, the information is accurate, up-to-date, complete, relevant and not misleading.
This policy is available upon request. It will be reviewed from time to time and any amendments will be included in the updated policy.
MAKING A COMPLAINT
HOW TO CONTACT US
If you have any queries regarding this Policy in the first instance, please contact;