What is Personal Information?
When we refer to “personal information”, we mean information or an opinion about you, from which you are, or may be, reasonably identified. Examples of personal information may include (but are not limited to) your name, date of birth, phone number, email address and address.
Personal information may also include information which is “sensitive information” under the Privacy Act. Sensitive information includes, for example, information or an opinion about an individual’s health, racial or ethnic origin, criminal record or membership of a professional association, trade association or trade union.
Personal Information We Collect
The personal information we collect depends on the nature of our relationship with you. For example:
- If you are a key contact of a Mutinex customer, we may collect, for example, your name, business name, job title and work contact details including address, phone number and email address.
- If you apply for a job with us or are an employee, we may collect, for example, your full name, contact details (including address, phone number and email address), job title, passport details, employment history and education details, names and contact details of referees, next of kin details (in the event of an emergency) and superannuation fund and Tax File Number details, if required by law, for example, under the Superannuation Guarantee (Administration) Act, the Superannuation Industry (Supervision) Act, the Income Tax Assessment Acts and Taxation Administration Act.
Personal information may be collected from you in a variety of ways, including at different places and times on the Platform and the Site. We may collect your personal information (such as your name, job title and/or work contact details) when you do any of the following, for example:
- request a demonstration of the Platform;
- create a customer account and subscribe to use the Platform;
- interact with the Platform;
- provide us with a testimonial or other feedback about the Platform or our services;
- download a white paper from the Site;
- submit an application for employment with us;
- subscribe to receive our newsletter or promotional materials;
- enter competitions or other promotional activities we conduct;
- communicate with our customer service team;
- engage with us by phone, email, mail, or via the Platform or Site; or
- engage with us via social media, such as via our LinkedIn or Instagram pages.
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information.” We collect this Device Information using the following technologies:
- “Cookies” which are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies and how to disable cookies, visit http://www.allaboutcookies.org.
- “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages and date/time stamps.
- “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site.
We may also collect personal information about you from third parties. These third parties may include (but are not limited to):
- your work colleagues, if they have created an account on your behalf and invite you to use the Platform;
- recruiters we have engaged;
- someone duly authorised to act on your behalf;
- where you have provided consent, for example, from your referees;
- businesses who assist us to organise and run events; and
- data companies that provide information about prospective leads, such as ZoomInfo.
If you do not provide the information requested by us, depending on the circumstances, we may not be able to provide you with our services.
How Do We Use Your Personal Information?
We may use your personal information for the following purposes:
- if you are a customer key contact, to establish and manage our relationship with your business;
- if you are a user of the Platform, to provide you with the services available on the Platform;
- to respond to your inquiry;
- for complaint handling;
- data analytics and reporting;
- to improve our services;
- to send you direct marketing messages (by email, SMS and post) which we consider may be of interest to you if we have your consent to do so;
- the prevention of fraud and/or identifying and investigating any suspicious use of our Site, Platform or services;
- for our internal business and management processes, for example, accounting or auditing purposes and for risk management and assessment;
- training staff;
- to protect and enforce our rights;
- to comply with our legal obligations under law; and
- for any other purposes that you would reasonably expect.
If you are a job applicant, Mutinex employee or contractor, we will use your personal information for purposes relating to your engagement, training, performance management, payroll, superannuation, health and safety, for administration and staff management purposes. Where we consider it appropriate, we may also conduct reference checks (or engage a third party to do so on our behalf).
We may use personal information which has been deidentified to create marketing statistics, identify user demands and to assist in meeting customer needs generally. We may also use this information to improve the Platform and our services.
We use the Device Information that we collect to help us screen for potential risk and fraud (in particular, your IP address), and more generally to improve and optimize our Site (for example, by generating analytics about how our customers browse and interact with the Site).
Sharing Your Personal Information
We share your personal information with a range of third parties (both within and outside Australia) for the purposes of conducting our business and providing our services, as described above and for a range of administrative, management and operational purposes including:
- administering billing and payments and debt recovery; and
- planning, managing, monitoring and evaluating our services.
Third parties to whom your personal information may be disclosed include:
- our contractors;
- third party service providers for the purpose of enabling them to provide us with their services, including (without limitation) IT service providers, data storage, website hosting and server providers, debt collectors, marketing or advertising providers, software providers, professional advisors and payment systems operators. These third parties include:
- Google Analytics, which helps us to understand how our customers use the Site –you can read more about how Google uses your Personal Information here: https://www.google.com/intl/en/policies/privacy/. You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
- our lead management and customer support software providers;
who may store data outside of Australia including in the USA and Europe. Please be aware that the privacy laws in other countries might not be the same as in Australia. Before we disclose personal information to overseas recipients, we take reasonable steps to ensure that the overseas recipients will handle personal information in accordance with the Privacy Act and the Australian Privacy Principles.
- sponsors or promoters of any competition we conduct;
- courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights.
From time to time, we may use your personal information to provide you with information about our services, special offers you may find of interest or new products or services being offered by us or any business with which we are associated. Direct marketing messages may be sent by email, SMS or post.
If you do not wish to receive marketing information, you can at any time opt out by contacting our Privacy Officer using the contact details below or by using the opt-out facilities provided (such as an unsubscribe link in an email). Please note that, if you opt-out, we may still send you non-promotional messages, such as transactional messages regarding payments or information about your customer account.
Do not track
Please note that we do not alter our Site’s data collection and use practices when we see a Do Not Track signal from your browser.
Storage and security
We use all reasonable endeavours to protect and keep personal information in our possession secure.
We maintain physical security over paper and electronic data stores, such as through locks and security systems at our premises. Our IT systems are password protected including through the use of two factor authentication. Encryption is used to protect sensitive data in transit and at rest. Data access is limited to authorised personnel. Our employees are given regular training on the importance of data security and how to handle data.
We will retain the personal information that we hold until it is no longer required for a purpose for which we may use or disclose it under the Australian Privacy Principles and it is not required to be retained under an Australian law or Court order. We will then take reasonable steps to destroy or de-identify your personal information.
Accessing and Correcting your Personal Information
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you or if your personal details change.
You are entitled to access and correct your personal information we hold on request. To request access or correction of your personal information, please contact our Privacy Officer using the contact details set out below. After receiving a request from you, we will take reasonable steps to correct the information.
You will not be charged for making an access or correction request but you may be charged for the reasonable time and expense incurred in compiling information in response to your access request.
We may decline your access or correction request in certain circumstances in accordance with the Australian Privacy Principles. If we do refuse your request, we will provide you with a written reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction (if you ask us to do so).
You may make a complaint about privacy to our Privacy Officer using the contact details set out below.
Our Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint.
Your complaint will then be investigated. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.
In most cases, we will investigate and respond to a complaint within a reasonable time, usually within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to your complaint, you may make a complaint to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.
You can contact our Privacy Officer by:
- email at firstname.lastname@example.org;
- writing to our Privacy Officer, using the details provided below:
182 Coventry St,
South Melbourne, VIC, 3205, Australia
Last Updated: 24/02/2023