Our Privacy Commitment
Privacy matters to us and we know it matters to you.
We provide consolidated data management and reporting services to our customers. To do this we need to collect, store, use and disclose a broad range of information.
We are committed to protecting your privacy, keeping your information safe and ensuring the security of your data/
Our Privacy Statement
Our Privacy Statement explains how we collect, use and protect your information. It extends to both our control and processing of personal information.
What information do we collect?
The types of information we collect depends on the relationship we have with you as a customer, vendor, supplier or supplier staff member.
This can include straightforward information like your name, contact details (including address, email address, phone number or mobile telephone number), occupation, licence or permit information and insurance information.
We may also collect more in-depth information including:
- Financial and Credit Information related to your financial relationship with us, such as your payment history, your credit history and your service history.
- Information about your Contractor-HQ system usage including device-specific information such as your hardware model, operating system version, unique device and service identifiers, device status, serial numbers, settings, configuration and software and mobile network information.
- Information about how you use the Contractor-HQ system such as:
- Your Contractor-HQ system usage including time and duration of your usage as well as information about the operation of the equipment, services and applications you use on our networks.
- Your location or the location of your devices when you are using our products and services
You might also need to provide personal information about other individuals to us (e.g. about your authorised representative or staff members). If so, we rely on you to have informed those individuals that you are giving their personal information to us and to have advised them about this statement.
How we collect your information
There are three ways that we can collect your information.
- 1. You give it to us when you or your representative interacts with us. This might happen when you are setting up an account with us or using the Contractor-HQ system.
- 3. We obtain information from outside sources like credit reports, marketing mailing lists, and public information, (including public posts to social networking sites) and commercially available personal, identity, geographic and demographic information. This can also include information gained from our partners if you have interacted with them. These partners include our business and commercial partners, identity and fraud checking services, credit reporting bodies and wholesale and other customers.
We understand that you might not want to give us particular personal information. Just know that it may mean we are not able to provide you with the products or services you need.
How do we keep your information?
We may store your information in hard copy or electronic format, and keep it in storage facilities that we own and operate ourselves, or that are owned and operated by our service providers.
We use a combination of technical solutions, security controls and internal processes to help us protect your information and our network from unauthorised access and disclosure.
How do we use your information?
We may use and disclose your information for a wide range of purposes including:
Administration - To help us properly manage the Contractor-HQ system we provide to you and to maintain and update our records. For example, we need to be able to verify your identity to detect, prevent and address fraud. We also use your information for charging and billing and to identify breaches of our terms and conditions of service.
Communication - We need to be able to communicate with you to deliver the Contractor-HQ system. We might do this on mediums such as email, SMS, social media, search engines and web pages you may visit.
Improvement - We are constantly working to not only maintain and improve the Contractor-HQ system but also to develop new products and services. We use information we hold to help us do this in a number of ways. For example to monitor program use, quality and performance, and to operate, maintain, develop, test and upgrade our systems and infrastructure.
Development and analysis - It’s important we understand your information and communication needs. One of the ways we do this is through using analysis and business intelligence techniques. This gives us high level insights into things like usage patterns, system performance, demographic trends and other types of behavioural data. In many cases this information is aggregated and de-identified when analysed. We may share these anonymised insights with select business and commercial partners. In some cases, we may create insights with your information on an identified basis but in those cases we would need to do so with your consent or otherwise comply with privacy laws.
Direct marketing - We want to make sure that you know about all our products, services and special offers that are relevant and are of interest to you. We may use the information we hold to market and promote them directly to you. You can stop us using your information for direct marketing by contacting us via email@example.com.
When do we share your information?
We may share supplier/vendor and related staff member information with other Contractor-HQ customers if you opt in to have this information available to our customers. In this instance your information will only be available to other Contractor-HQ customers who identify you as a current or potential service provider. This information may include information you have provide to us such as:
- Insurance information
- Licence and permit information
- Company and personnel information
- Historical system usage information
Sometimes, such as when we are checking your credit worthiness or assessing your credit situation, we might collect credit information from or give information to credit reporting bodies. Credit information can include:
- identification information.
- details about information requests made about you to credit reporting bodies
- current and historical details about credit applications you have made and credit arrangements you have entered into
- information about overdue payments, default listings and about serious credit infringements and information about payments or subsequent arrangements in relation to either of these
- various publicly available information like bankruptcy and credit-related court judgments
- credit scores or risk assessments indicating an assessment of your credit worthiness.
Credit information relates primarily to your dealings with other credit providers (for example, banks, other financial institutions, or other organisations that may provide you with credit in connection with their products or services). It may also include certain credit worthiness information that we derive from the data that we receive from a credit reporting body. Sometimes we may collect this information about you from other credit providers.
We may disclose your credit information to credit reporting bodies. They in turn may include it in credit reporting information they provide to other credit providers to assist them to assess your credit worthiness.
We may use or disclose your credit information for purposes such as:
- developing our credit assessment and credit worthiness rating system
- processing credit-related applications and managing credit that we provide
- assisting you to avoid defaults
- collecting amounts you may owe us in relation to such credit and dealing with serious credit infringements
- assigning our debts
- participating in the credit reporting system
- dealing with complaints or regulatory matters relating to credit or credit reporting
- when required or authorised by law
- those purposes under “How do we use your information?” and “When do we share your information?” above except in relation to information we collect from credit reporting bodies.
You have the right to request credit reporting bodies not to:
- use your credit eligibility information to determine your eligibility to receive direct marketing from credit providers; and
- use or disclose your credit eligibility information if you have been or are likely to be a victim of fraud.
How you can access or correct your personal information?
To ensure that we are able to provide you with the best products and services possible, it’s important that you make sure the personal information we hold about you is accurate, up-to-date and complete. If any of your details change, you can contact us via firstname.lastname@example.org so that we can consider and respond to your request. There is no charge to submit a request or to correct information, however we may apply an administrative charge for providing access to your personal information on request.
How you can make a privacy complaint?
You can contact us via email@example.com to notify us of any privacy complaint you have against us. We are committed to acknowledging your complaint in a prompt manner and will give you an estimated timeframe for when we will respond to your complaint.
If your complaint is in relation to a credit reporting issue we will acknowledge your complaint in writing as soon as practicable within 7 days. We will aim to investigate and resolve your complaint within 30 days of receiving it. If we need more time, we will notify you about the reasons for the delay and indicate a new estimate time frame. We may need to consult with a credit reporting body or another credit provider to investigate your complaint.
While we hope that we will be able to resolve any complaints you may have without needing to involve third parties, you may also be able to lodge a complaint with a relevant regulator such as the Australian Information Commissioner.
How to contact us
If you have any questions in relation to this Privacy Statement, our management of your information or you would like a copy of this statement sent to you, please email us at firstname.lastname@example.org.