This statement includes:
- Our collection statement, explaining aspects of our collection and use of personal information
- our privacy policy, further explaining how we manage personal information
Collection Statement
Who we are:
Office Solutions IT Pty Ltd ACN: 623 379 135
Our Contact Details:
Phone: 08 9381 0900
Email: connect@osit.com
Website: https://www.officesolutionsit.com.au/
Collection from third party sources
We may collect personal information from someone other than you, and you may not be aware of the collection, when it is not reasonable or practicable to collect it from you, and it is available from:
- publicly available sources like phone books
- other companies in our group that you may have dealt with
- third parties like our business partners, your authorised representative/s and wholesalers
- information brokers
- other telecommunication and information service providers that interact with us in providing products to you (eg overseas when you use a roaming mobile service)
- fraud checking agencies
- our dealers, contractors and other representatives that you may deal with
- our websites and how you use them
- various parties listed under Disclosing personal information in our Privacy Policy.
Collection under law
We may be required to collect personal information under the Telecommunications Act 1997 and law made under it (eg if we supply a pre-paid public mobile telecommunications service, we are required by law to carry out an identity check.)
We may be required to collect information, relating to an individual or a communication to which an individual is a party, under the ‘data retention’ provisions of the Telecommunications (interception and Access) Act 1979 (‘Data Retention Law’).
Why we collect and hold personal Information
We collect and hold personal information because:
- we may need to use it to operate our business
- we may need to provide it to other parties in connection with our business
- we may need it to comply with the law, including the Data Retention Law.
- The uses and disclosures we may make of personal information are
- detailed in our Privacy Policy
Unavailability of Personal information
If we cannot collect the information we need about you, we may not be able to supply the products or service you want.
Disclosing personal
We may disclose personal information as reasonably required to contractors and suppliers who goods and services that we use to operate our business and provide products and support to you, and to other parties detailed in our Privacy Policy. We may also disclose it to authorised agencies under the Data Retention Law.
Access and Correction
Our privacy policy contains information about how you can access and seek correction of the personal information about you that we hold.
Complaints
Our privacy policy explains how you can complain about a breach of the Australian Privacy Principles, and how we will deal with such a complaint.
Privacy Policy
Personal Information
This refers to information or an opinion about a living person who is identified or reasonably identifiable, whether or not true and whether or not recorded in material form. For the purposes of the Data Retention Law, it also refers to information retained for the purposes of that law, if it relates to an individual or a communication to which the individual is a party.
Kinds of personal information we collect and hold
Broadly, we may collect and hold:
- personal details like name, date of birth, gender, occupation and driver licence number
- contact details like physical, postal, work and email addresses and phone numbers
- financial details like bank account, credit card numbers and your billing and payment history with us
- service-related details like your user name, encrypted password and service usage history, support incidents, enquiries and complaints
- other details relating to special situations like specific health information if you apply for priority assistance and information about any authorised representative you appoint
- Data Retention Law details (where that law applies) like subscriber and account details, service details, details about telecommunications devices, the source and destination of communications, the date and time of communications and connection to services, the type of a communication or service and location details.
In any case, we only collect personal information that is reasonably necessary to support our functions and activities. If we cannot collect the information we need about you, we may not be able to supply the products or service you want.
Collecting personal information
Unless it is not reasonable or practicable to do so, and in other cases allowed by law, we will collect personal information about you directly from you (eg when you contact us by phone or online, or at our premises, or fill in an application form).
In other cases, we may collect personal information about you from:
- publicly available sources like phone books
- other companies in our group that you may have dealt with
- third parties like our business partners, your authorised representative/s and wholesalers
- information brokers
- other telecommunication and information service providers that interact with us in providing products to you (eg overseas when you use a roaming mobile service)
- fraud checking agencies
- our dealers, contractors and other representatives that you may deal with
- our websites and how you use them
- various parties listed under Disclosing personal information below.
Holding personal information
We hold personal information in hard and/or soft copy at our offices and in other facilities that we own or license from third parties, like data centres. We take reasonable steps to keep it secure and to protect it from unauthorised access, use or alteration. Where required by the Data Retention Law, it will be encrypted.
Why we collect and hold personal information
We collect and hold personal information because:
- we may need to use it to operate our business
- we may need to provide it to other parties in connection with our business
- we may need it to comply with the law, including the Data Retention Law.
Using personal information
We may use personal information:
- to identify you
- for credit checks
- to prevent fraud
- to supply products (including goods and/or services) to you
- to give you information about us and our products, and product offers
- for direct marketing – see Direct marketing for details
- to improve our products, our marketing and our website
- to answer your enquiries
- to give you customer support and service
- to better understand your needs and respond to them
- to manage and plan our products and business
- to charge and bill you for products you use
- to collect payment from you
- to monitor, manage, test and improve our network and facilities
- to comply with various laws that apply to us, including the
- Telecommunications Act 1997, the Data Retention Law and our obligations under any carrier licence that we hold
- for other purposes related to the operation of our business.
Disclosing personal information
We may disclose personal information as reasonably required:
- to contractors and suppliers who supply or support us in:
- market research, sales and marketing
- direct marketing – see Direct marketing for details
- identity and fraud checking
- credit management
- service provisioning
- installation, maintenance and repairs
- helpdesk and enquiries
- support and complaint management
- communications and mailing
- billing, debt recovery and credit management
- network and product design and maintenance
- corporate strategy
- legal and regulatory advice and compliance
- accounting and financial planning
- risk management
- otherwise providing goods and services that we use to operate our business and provide products and support to you
- to your authorised representative/s
- if you ask us to do so
- to our agents, dealers and members of our corporate group
- to our business partners and wholesale suppliers
- to other telecommunication and information service providers that interact with us in providing products to you (eg overseas when you use a roaming mobile service)
- to the manager of the Integrated Public Number Database, the Australian Communications and Media Authority, police, law enforcement and national security agencies and other authorities when and as required by law
- to authorised agencies under the Data Retention Law
- to organisations that provide credit or finance to us
- to persons who invest in or acquire all or part of our business or company, or are considering doing so.
Direct marketing
We may use and disclose personal information to direct market to you products offered by us, our agents, dealers and members of our corporate group, and our business partners, where we think the offers will be of interest to you, using:
- post
- email
- electronic messaging
- social media
- targeted web content
- other direct marketing channels.
Direct marketing may continue until you opt-out by calling the number in Contacting us even if you are no longer our customer.
Security
Office Solutions IT strives to ensure the security, integrity and privacy of personal information. We will take all reasonable steps to protect the personal information you may transmit to us or from our products and services. Once we do receive your transmission, we will also make our best efforts to ensure its security on our systems.
Specific security measures Office Solutions undertakes to ensure the security of personal information includes:
- Two Factor Authentication (2FA) Protections on all systems that contain Client Information
- 24 x 7 Monitoring by Security Operations Centre of all logs and systems.
- Data at rest encryption for all systems containing client information
- Isolated network and infrastructure for all encrypted backup data
- Stringent cyber security breach policies and processes for employees.
- All Office Solutions IT staff members are cleared by a national police certificate.
Privacy on our website
Automatic collection of personal information
Cookies, web beacons and other technologies are used by Office Solutions IT and its service providers on some Office Solutions IT websites and through email to automatically collect certain types of information. The collection of this information allows us to customise your online experience (including tailored Office Solutions IT marketing), to improve the performance, usability and effectiveness of Office Solutions IT’s online presence and to measure the effectiveness of our marketing activities
IP address
An IP address is a number assigned to your computer whenever you access the internet. It allows computers and servers to recognise and communicate with one another. Public IP addresses from which visitors appear to originate may be recorded for IT security and system diagnostic purposes. This information may also be used in aggregate form to conduct web site trend and performance analysis, and to enhance user experiences.
Cookies
Cookies may be placed on your computer or internet-enabled device whenever you visit us online. This allows the site to remember your computer or device and serves a number of purposes.
Although most browsers automatically accept cookies, you can choose whether or not to accept cookies via your browser's settings (often found in your browser's Tools or Preferences menu).
You may also delete cookies from your device at any time. However, please be aware that if you do not accept cookies, you may not be able to fully experience some of our websites' features.
Cookies by themselves do not tell us your email address or otherwise identify you personally. In our analytical reports, we may obtain other identifiers including public IP addresses, but this is for the purpose of identifying the number of unique visitors to our web sites and geographic origin of visitor trends, and is not used to identify individual visitors.
Analytics Tools
Office Solutions IT uses analytics tools, such as Google Analytics and Adobe Analytics. To provide website visitors with more choice on how their data is collected by Google Analytics, Google have developed the Google Analytics Opt-out Browser Add-on.
The add-on communicates with the Google Analytics JavaScript (ga.js) to indicate that information about the website visit should not be sent to Google Analytics.
The Google Analytics Opt-out Browser Add-on does not prevent information from being sent to the website itself or to other web analytics services.
More information about how Google Analytics is used by Office Solutions IT can be found here: https://www.google.com/analytics/terms/us.html
Web beacons
A web beacon is a small image file on a web page that can be used to collect certain information from your computer such as an IP address, the time that content was viewed, a browser type, and the existence of cookies previously set by the same server.
Office Solutions IT or its service providers may use web beacons to track the effectiveness of third party websites that provide us with recruiting or marketing services or to gather aggregate visitor statistics and manage cookies. You have the option to render some web beacons unusable by rejecting their associated cookies. The web beacon may still record an anonymous visit from your IP address but cookie information will not be recorded.
In some of our newsletters and other communications, we may monitor recipient actions such as email open rates through embedded links within the messages. We collect this information to gauge user interest and to enhance future user experiences.
Location-based tools
Office Solutions IT may collect and use the geographical location of your computer or mobile device. This location data is collected for the purpose of providing you with information regarding services which we believe may be of interest to you based on your geographic location, and to improve our location-based products and services.
Social media widgets and applications
Some Office Solutions IT websites and services may include functionality to enable information sharing via third party social media applications, such as the Facebook Like button and Twitter widget.
These social media applications may collect and use information regarding your use of Office Solutions IT websites. Any personal information that you provide via such social media applications may be collected and used by members of that social media application separate to Office Solutions IT.
Such interactions that are monitored by social media applications are governed by the privacy policies of the relevant companies that provide the applications. We do not have control over, or responsibility for, those companies or their use of your information.
In addition, Office Solutions IT websites or affiliate websites may host blogs, forums, crowd-sourcing and other applications or services (collectively “social media features”). The purpose of social media features is to facilitate the sharing of knowledge and content.
Any personal information that you provide on any Office Solutions IT social media feature may be shared with other users of that social media feature (unless otherwise stated at the point of collection), over whom we may have limited or no control.
Links to third party websites
Office Solutions IT websites may contain links to third parties’ websites. Those other websites are not subject to our privacy policy and procedures. You will need to review those websites to view a copy of the relevant privacy policy.
Unless expressly advised, Office Solutions IT does not endorse, approve or recommend the services or products provided on third party websites.
Your choices
You have several choices regarding your use of Office Solutions IT websites. In general, you are not required to provide personal information when you visit our websites. However, if you make an enquiry or subscribe to receive information about our services, events and industry updates or wish to apply for a job, provision of certain personal information will generally be required to facilitate such requests.
Accessing and correcting personal information
Please contact us for these purposes using the details in Contacting us below. We shall process and respond to your request in accordance with Australian Privacy Principle 12. There is no charge for making a request but a reasonable administrative charge, on a cost recovery basis, may be payable before we agree to provide access.
Complaints
If you wish to complain about a breach of the Australian Privacy Principles, please contact us using the details in Contacting us below. We shall:
- acknowledge your complaint within a reasonable time
- give you an estimated first response time
- allocate your complaint to a suitably senior staff member
- process and respond to your complaint as soon as we reasonably can.
Contacting us
Questions, requests and complaints regarding our Privacy Statement or our compliance with privacy laws should be directed to us by telephone on 08 9381 0900 or email to connect@osit.com.
