In some circumstances, such as for employment, recruitment, business, operational and administration purposes, or for business to business marketing purposes, we collect personal information about an individual directly from that individual (for example in person, over the telephone, by email, when you set up an account with us or complete one of our online or hard copy forms). Where we collect and use personal information about any identifiable individual from a publicly available source, we assess whether the collection and use is made in a manner that is both reasonably contemplated and permitted by the provider of that publicly available source. Where the collection and use is made a manner both reasonably contemplated and permitted by the provider of that publicly available source, we rely upon that provider to: Comply with relevant national Privacy Laws applying to the provider’s activities; and To provide the necessary notices and obtain the necessary consent from that individual to permit the provider’s collection and disclosure of that personal information as required by relevant national Privacy Laws. We may also automatically collect certain information when you visit our website, some of which may personally identify you. Such information includes the type of browser you are using, the type of operating system you are using, your IP address and how you use our website.
We do not collect personal information unless the information is reasonably necessary for one or more of our functions and activities or is required to meet a contractual commitment. The types of personal information collected, received and used by us will depend on the functions and activities that are relevant for the collection. For example: Where we receive or collect personal information for the purposes of providing services to a customer, the personal information we will .depend on the information provided by a customer and the purpose for relevant results are required by that customer Such information may include a person’s name, gender, date of birth, national ID numbers, nationality, an individual’s employment details, Tax File Number, superannuation account details, bank account details and other ancillary information that is required to fulfil contractual, legislative, filing and reporting obligations (including the payment of salary and wages); Where we are collecting information for the purposes of maintaining contact with our customers, to keep our customers informed of our services, to keep our customers updated on industry developments that may be of interest to, them, we may collect an individual’s names, job title and their contact details; and Where we are collecting information for recruitment, employment, business, operational and administration, purposes, the information we collect may include an individual’s photo, name, birth date, address, e-mail, addresses, contact details, tax file number, financial information (such as credit card details) and an individual’s criminal record. In limited circumstances, we receive or collect limited amounts of sensitive information. For example: We may receive sensitive information, from our customers, for the purposes of primarily providing payroll services to our customers. We only receive such sensitive information where necessary for the delivery of services to our customer. For example, where in the delivery of payroll services, we may be required to know if an individual is a member of a trade union and accordingly make certain deductions; and We may collect sensitive information from our own employees for the purposes of their employment with us, for example an individual’s criminal record.
We may share or disclose personal information and customer confidential information to an Ascender Group Company, that provides services to a customer and each Ascender Group Company, and sub-contractors, that assist in provision of these services to that customer. Where personal information or customer confidential information is provided to any sub-contractor that is not an Ascender Group Company, our agreement with such sub-contractors will require that they keep personal information confidential and that they only use or disclose any personal information that we provide to them for the purposes of providing services to us. Other permitted disclosures are: In connection with the sale of some or all of the business or assets of an Ascender Group Company; As authorised by relevant Privacy Laws, including where an individual would reasonably expect or has been informed that their personal information will be used or disclosed to third parties in a particular way; or This disclosure is required by other national laws or in response to legal process or when we believe in good faith that the law requires it, for example, in response to a court order, subpoena or a law enforcement agency’s request. We will not use or disclose any personal information of an identifiable individual for a purpose other than as above described unless: An individual would reasonably expect that we would use or disclose the personal information for a secondary use or purpose, and that use or purpose is related to the primary use, or purpose for which this information was provided to us. For example, we may use personal information received from a customer for the purpose of providing a service in relation to responses to billing enquiries made by a customer; An individual has consented to the use of that personal information for the secondary use or purpose; or The secondary use or purpose is required or permitted under relevant laws.
Individuals have the option to identify themselves or using a pseudonym when dealing with us, except where: We are required or authorised by or under law, or court / tribunal order, to deal with an individual who has identified himself / herself; or It is impractical for us to deal with an individual who has not identified themselves or who has used a pseudonym (for example, in a job application).
We will comply with laws relating to direct selling, distance selling and direct marketing and spam, in relation to any activity by an Ascender Group Company that is regulated in relation to that activity, including: Allowing an individual to opt out of receiving any further direct marketing from us; and In each written communication from us, setting out our business address, telephone number and, if the communication with that individual is made by fax, telex or other electronic means, a number or address at which we can be directly contacted electronically. Where we use personal information for the purposes of business to business direct marketing, we rely on relevant exceptions in national Privacy Laws to do so.
Where we collect personal information from an individual directly, we take steps to ensure that the personal information we collect, use and disclose is accurate, up to date and complete. These steps include maintaining and updating any personal information when we are advised by an individual that their information has changed. Where we collect personal information about an individual from a third party, we rely on that third party to ensure that information it collects is accurate, up to date and complete.
An individual may request access to their personal information held by us. Subject to any permitted exception under the Privacy Laws, we shall give that individual access to that information. If an individual notifies us that the information we hold about them is not accurate, we will take reasonable steps to correct that information. To the extent that we have received any personal information indirectly (for example, from a business for whom we act as sub-contractor), we will notify that business that it has received a request from an individual to access or correct the personal information it has provided to us. If you require access to your personal information, please send you request in writing to The “Privacy Officer, Ascender, Level 4, 77 Pacific Highway, North Sydney, Australia 2060 Before we provide you with access to your personal information, you will be required to provide proof of identity. For most requests, your information will be provided free of charge, however, we may charge a reasonable fee if your request requires a substantial effort on our part. If we refuse to provide you with access to the information, we will provide you with reasons for the refusal and inform you of any exceptions relied upon under the applicable Privacy Laws (unless it would be unreasonable to do so). We take reasonable steps to ensure that your personal information is accurate, complete, and up-to-date whenever we collect or use it. If the personal information we hold about you is inaccurate, incomplete, irrelevant or out-of-date, please contact us and we will take reasonable steps to either correct this information, or if necessary, discuss alternative action with you.
We do not retain personal information after we have used the personal information for the purposes for which we collected or received it and there is no longer a contract in place. If we retain such personal information, it will only be used for the following purposes: As required by or under the relevant Privacy Law, or a court / tribunal order; As required for professional indemnity insurance; and In accordance with our back-up archive policy. When no longer required, we use our best endeavours to ensure that all such information will either returned to the Customer or destroyed in a secure manner and in a reasonable time frame.
The security of your personal information is important to us. We take reasonable steps to prevent the personal information we hold about you from misuse, interference or loss, and from unauthorised access, modification or disclosure. This includes the use of technologies and processes such as access control procedures, network firewalls, encryption and physical security to protect the privacy of your personal information.
Sometimes our website contains links to other websites. When you access a website other than our Website, we are not responsible for the privacy practices of that site. We recommend that you review the privacy policies of each website you visit.