“Personal information” is defined as information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.
Our website has links to other websites, which are provided for your convenience. Please note that we are not responsible for the privacy policies of those websites.
The information we collect
Whenever it is reasonable and practicable to do so, we collect information about you directly from you. In some cases, your personal information may be provided to us by third parties such as business associates, agents or friends. If you are asked to provide information about others you must ensure that you have their consent or are otherwise entitled to provide this information to us.
We may also collect information that we request from you regarding your use of our service or that we collect automatically from your visits to our websites. Please see our policy on Cookies below and our online Internet Privacy Statement.
Please ensure that you have provided us current and accurate information so that we can provide our services to you.
We use and disclose your information for the following purposes:
- your legal name;
- your business and trading names;
- the name and title of the individual who represents your organisation or access the Web site on your behalf;
- the email address of that individual and the organisation;
- the website address and the domain type of your organisation;
- the telephone, facsimile, postal and street addresses of the organisation information disclosed about your organisation in the enquiry or message submitted, including information we might be able to infer from the context such as sectoral, employment, turnover, geographical, and size issues; and
- the subject matter of the enquiry or message.
If you or your organisation prefers, it may remain anonymous to the extent that the name of the organisation need not be provided to us or in being provided it is marked in a way that indicates that you prefer not to be personally identified. However, all data necessary for contractual relations to exist in real time must be provided if we are to be able to fully supply you with our services.
Supply of Information
We collect your information to enable us to provide you with our services. Once you have an account with us we will use your details to contact you and to reply to any queries or requests. We may use your information in the administration of your account, which includes us contacting you in order to update your account details (this assists us with keeping our records as up to date as possible) or in order to notify you of changes or improvements to our products or services that may affect our service to you. We may release your information to administrators who assist in the administration of your account from time to time.
Our products and services
We use your information in order to supply our products and services to you and to meet our contractual obligations to you. If you provide information that is incomplete or inaccurate, we may not be able to provide the financial product or service or information to you.
You consent to us directly marketing our products and service offerings to you. You may withdraw your consent and opt out at any time by making a request (by email) to us not to receive direct marketing communications from us or any company we may approve.
We restrict the disclosure of an individual’s details to only those organisations and individuals that we feel you would reasonably expect to receive direct marketing material from. Third parties to which we provide personal information will only use it for the purposes for which it is collected or otherwise as permitted by law.
You consent to us providing personal information about you to:
- commercial companies that have genuine and relevant product or service to inform you of, and to whom you would reasonably expect us to disclose information as part of our service offering to you ;
- organisations involved in distribution or administration for and on behalf of us or related bodies corporate; and
- as otherwise permitted or required by law.
Meet regulatory requirements
We also collect your personal information in order to satisfy our regulatory obligations under applicable laws and rules, such as those relating to the Anti-Money Laundering and Counter-Terrorism Financing Act 2006.
In some cases, your information may be disclosed where required or authorised by law, for example, to government and regulatory authorities or in emergency situations and when assisting in lawful enforcement.
We may share your information with anyone that you have given us permission to, any person acting on your behalf or a person or Vinidex partner who may have introduced you to us.
We may disclose your information to third parties to assist us in providing our services. Your information will be disclosed to third parties on a confidential basis and only if that disclosure is necessary to provide you with our services.
We may use and disclose your personal information for other purposes that you have consented to.
If you wish to remove your details from the list of names held by our databases or the databases of relevant third parties, you can contact us to ensure that your details are removed from the relevant database. Removal from direct mailing lists may result in clients not receiving all the information relevant.
Customer information is stored in databases shared by the Vinidex group (being Vinidex Pty Ltd and its related bodies corporate) situated within Australia and equivalent jurisdictions. Vinidex may also disclose your information to companies that are part of the Vinidex corporate family which may be located overseas (in which case your personal information will remain confidential and the purpose for which the information is collected and used will not change).
We use secure servers in order to store your information and ensure proper data storage. Your information is kept encrypted for safety measures. We take all reasonable measures to protect personal information that we hold from misuse, loss, unauthorised access, modification or disclosure.
If you provide paper based documentation, we may retain the paper documents in addition to saving copies in an electronic format.
Transmission of data on the internet can never be ultimately secure. We do not and cannot guarantee security of information collected electronically or transmitted; however, we take all necessary steps to provide the best security available.
Transborder Data Flows and Storage
In addition to sharing your information with the Vinidex corporate family, we may store your data using overseas cloud storage products as well as other overseas information technology products and services, where we reasonably believe that the overseas recipient is subject to laws that protect the information in a substantially similar way to the Australian Privacy Principles. We will take reasonable steps to ensure that the overseas recipient does not breach the Australian Privacy Principles in relation to the information. We will only transfer personal information outside Australia to a third party recipient, if the recipient of the information agrees (or is compelled) to comply with privacy policies that are in accordance with (or are more stringent than) the Australian Privacy Principles.
Vinidex will take reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up-to-date.
Access to personal information
You may contact us to request access to personal information that we hold about you, and may notify us of any corrections which need to be made. Personal information provided by you can be updated by you if the information provided is incorrect or out of date.
Vinidex may deny access to information in certain circumstances as permitted by law. For example, there are exemptions as specified in the APPs where access may be denied. If this is the case, we will provide you with the reason for our decision.
If a Vinidex client wants to gain access to or correct any of the personal information held by Vinidex about that client, or if further information on how Vinidex handles personal information is required, please contact the privacy officer below.
Cookies and Web Beacons
A cookie is a small file of letters and numbers downloaded on to a device when the user accesses certain websites. A cookie will allow a website to recognise a user’s device.
A cookie will contain the name of internet location (the domain) from which the cookie has come and the lifetime of the cookie (a cookie will usually expire after a certain period of time).
Two types of cookies are used on this website:
Session cookies which are temporary cookies that remain in the cookie file of your browser until you leave the site; and
Persistent cookies which remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie).
We use session cookies:
To allow you to carry information across pages of our site and avoid having to re-enter information.
We use persistent cookies:
We may use persistent cookies from time to time;
- to help us recognise you as a unique visitor when you return to our website and to monitor your use of our website;
- to allow us to link you to any of our Partners or Affiliates should you come to our website through a paid advert or banner on a website of an Affiliate or Partner.
Use of web beacons
Some of our web pages may contain web beacons which allow us to count users who have visited these pages. Web beacons collect only limited information including a cookie number, time and date of a page view, and a description of the page on which the web beacon resides. These beacons do not carry any personally identifiable information and are used to track the effectiveness of a particular marketing campaign.
Vinidex will not collect sensitive information unless the individual client has consented, it is required by law, or in other special specified circumstances, for example relating to individual or public health or safety.
If you wish to access or correct your personal information or make a complaint in relation to your privacy, please contact our Privacy officer on + 61 2 8839 9006 or by email at firstname.lastname@example.org .