This policy describes how Knowledge Society Pty Ltd (Knowledge Society), collects, uses, holds and discloses the personal information it holds about its clients, employees, potential clients, business associates and their employees, as well as visitors to its website. This policy also explains the rights individuals have to access their personal information, correct inaccurate information and to object to the use of personal information for the purposes described in the policy. This policy also describes our acts and practices in relation to information about our suppliers, contractors and employees.
This policy contains the following sections:
1. Applicable laws and applicable services
‘Personal information’ is information or an opinion relating to an individual which can be used to identify that individual.
Laws and rules regarding the use of personal information may vary by jurisdiction. Knowledge Society complies with applicable laws and rules in the jurisdiction where they are located or which govern the personal information that they collect and use.
Certain privacy laws may apply based on the location of the individual about whom the privacy law relates. For example, where Knowledge Society offers services to individuals in the European Union, the General Data Protection Regulation (GDPR) will apply.
This policy applies to the personal information Knowledge Society collects, uses and discloses in connection with:
- Your use of the Knowledge Society website;
- Inquiries or other communications you may have with Knowledge Society about its services, including by email and over the phone;
- The provision of Knowledge Society’s services to you;
- Our recruitment, employment and management of our relationship with, our employees, suppliers and contractors; and
- Otherwise doing business with you, including if you are a contractor, service provider, or supplier to Knowledge Society, or work for someone who has one of those roles.
2. What types of personal information does Knowledge Society collect?
Knowledge Society collects personal information when you visit the Knowledge Society website, communicate with Knowledge Society, provide it to Knowledge Society as part of Knowledge Society’s client services, and when other sources provide it to Knowledge Society, as further described below:
- Information you submit on online forms, such as your name, contact details, subscription applications and information about your interests. Knowledge Society also collects your marketing preferences and any other information you choose to submit, including by email.
- Information you provide when you communicate with Knowledge Society, including any information you provide by way of forms filled out by people, interviews, business cards, telephone conversations, emails and through business activities.
- Information relating to Knowledge Society’s client services, including any information concerning the subject of the client services, such as names, addresses, contact details, employment history, occupations, educational qualifications and other information which assists it in understanding and meeting its clients’ needs.
- Information collected in connection with our engagement with you, if you are a supplier, contractor or employee of ours, then we may collect information for the purpose of managing our relationship with you, which may include feedback and other performance records, leave, payroll and other information.
- Information from other sources, including third parties who give us information about you and publicly available sources (such as LinkedIn).
- Sensitive information, in relation to our employees and contractors – we may collect, use, hold or disclose health information or membership of a professional or trade association to ensure we are able to comply with our occupational health and safety, insurance and other obligations to you.
If you do not provide personal information to Knowledge Society, then we may not be able to provide services to, or otherwise do business with, you.
3. The purposes for which Knowledge Society may use or disclose personal information
Knowledge Society may use or disclose your personal information for the primary purpose for which it is collected, for reasonably expected secondary purposes which are related to the primary purpose, and in certain other circumstances provided for in applicable privacy laws.
In general, Knowledge Society uses and discloses your personal information for the following purposes:
- Understanding and meet its clients’ needs;
- Conducting its business;
- Recruiting, managing and developing its employees and contractors;
- Providing and marketing its services;
- Communicating and managing its relationship with you; and
- Meeting its legal obligations and to ensure that you meet yours.
If you are an individual in the European Economic Area (EEA), Knowledge Society processes personal information where it has a legal basis for doing so under applicable European Union laws. This means Knowledge Society collects and uses your information only where:
- It is necessary to provide a service to you;
- Knowledge Society has a legitimate interest (which is not overridden by your data-protection interests), such as to provide services to clients, to market and promote Knowledge Society’s services and to protect Knowledge Society’s legal rights and interests;
- You give your consent to do so for a specific purpose;
- Knowledge Society needs to process your personal information to comply with a legal obligation; or
- For sensitive data, to ensure we are able to comply with our occupational health and safety and insurance obligations.
4. Who does Knowledge Society share your personal information with?
Knowledge Society may disclose your personal information to:
- Prospective members of Knowledge Society and their advisors;
- Other companies or individuals, in, or outside, your country, who assist Knowledge Society in providing services or who perform functions on their behalf. This may include, for example, information technology service providers, lawyers, accountants and other service providers;
- Anyone else to whom you authorise Knowledge Society to disclose it;
- Government agencies and other third parties where required by law, and in certain circumstances to enforce agreements, policies and terms of service, to protect Knowledge Society or the public from harm or illegal activities; or to respond to an emergency;
- Other types of entity where permitted by law to do so.
5. Sending information overseas
Knowledge Society discloses personal information to service providers located outside your country or the country from which the data was provided (collectively the ‘jurisdiction of origin’). While such third parties will often be subject to privacy and confidentiality obligations, where lawful such obligations may differ from and be less stringent than the requirements of the privacy laws of the jurisdiction of origin. For transfers from the EEA, Knowledge Society relies on European Commission-approved model clauses.
6. Storage of personal information
Personal information that has been collected by Knowledge Society is stored on on-site secure physical servers or by online cloud-based third-party data storage providers. All access to data is password-protected and secured by additional measures. Personal information collected by Knowledge Society will be retained for as long as we require it for a lawful business purpose or to comply with our legal obligations.
7. How you can access, correct and control your personal information
Knowledge Society endeavours to ensure that the personal information it holds is accurate, complete and up to date. It encourages you to contact Knowledge Society in order to update any personal information it holds about you. Contact details are set out below.
You have the ability to request access to your personal information and to request correction of it. You may seek access to the personal information which Knowledge Society holds about you by contacting the Privacy Officer. Your rights of access and to obtain correction are subject to exceptions set out in the applicable laws. Individuals in the EEA also have the right to object to Knowledge Society’s processing of personal information or to request the deletion of personal information. These rights may be limited, such as where Knowledge Society has compelling reasons or is subject to a legal requirement to deny the request. Where personal information is used on the basis of consent, you may withdraw your consent at any time, but this will not affect processing that has already taken place.
If you make a request, Knowledge Society will require you to verify your identity and to specify what information you require.
8. Updates to this policy
This policy will be reviewed from time to time to take account of new laws and technology, changes to our operations and practices and the changing business environment. The most current version of this policy is located at www.knowledgesociety.com.au and can be obtained by contacting the Privacy Officer.
If you have any questions about privacy-related issues, please contact the Privacy Officer by email to firstname.lastname@example.org. Any complaint about Knowledge Society’s handling of personal information should be made in writing to the Privacy Officer who will respond within thirty days. If the complaint remains unresolved, you can refer it to any data protection authority where you live, where you work or where you feel your rights have been infringed.
Last updated 22 November 2018