Privacy Policy

This privacy policy (Privacy Policy) sets out how Mates That Matter Pty Ltd (ACN 629 185 477) (we, our, us) collects, stores, uses, protects, shares, and discloses your personal information.

This Privacy Policy applies to the services we provide and our related products, websites, platforms and applications (together the Services). By participating in our Services you agree to the collection, storage, use, and disclosure of your personal information by us in the manner described in this Privacy Policy.

1. Types of personal information we collect

As part of delivering our Services we may collect personal information about you as defined under the Privacy Act 1988 (Privacy Act). We will only collect personal information where it is reasonably necessary for the performance of our services or functions. The personal information we collect may include information or an opinion about the following:

• Membership information: this includes information that we collect when you register for membership, to receive our Services. The information we collect includes your name, date of birth, email address, mailing address, personal or work telephone number, emergency contact details, and other details directly given to us when completing the membership registration process.
• Services use information: this includes information that you provide us directly or indirectly through your use of the Services, such as when you attend an event. We use this information to assist in providing our Services to you.
• Financial and payment information: this includes information such as Government funding, payment card details and bank account details. We use this information to send to our third-party payment gateways when you make a payment for Services.
• Marketing use information: this includes information provided to us using a marketing or newsletter sign up form.
• Surveys: information in connection with surveys, questionnaires, and promotions.
• Other information we collect related to your use of the Services: your device identity and type, I.P. address, geo-location information, page view statistics, advertising data and standard web log information and any other information provided by you to us via our Services or our online presence, or otherwise required by us or provided by you.

Sensitive information

As part of delivering our Services, we may also collect sensitive information as defined in the Privacy Act. The sensitive information we collect may include information or an opinion about your health information as defined in the Privacy Act and your criminal record. Sensitive information is subject to a higher level of privacy protection than other personal information and is handled by us in the following ways:

• sensitive information will only be collected with consent, except in specified circumstances under the Privacy Act or such collection is otherwise required by law;
• sensitive information will not be used or disclosed for a secondary purpose unless the secondary purpose is directly related to the primary purpose of collection and within the reasonable expectations of the individual, or otherwise in specified circumstances under the Privacy Act or it is otherwise required by law;
• sensitive information will not be used for the secondary purpose of direct marketing;
• before we disclose sensitive information overseas, we will take reasonable steps to ensure that recipient does not breach the Australian Privacy Principles in relation to that information; and
• sensitive information will not be shared with our related bodies corporate in the same way that we may share other personal information.

2. How we collect personal information

We may collect personal information either directly from you, or from third parties, including where:

• you enquire about, register, sign up to, or otherwise interact with any aspect of the Services;
• you use our website generally;
• you attend an event, or receive a Service from us generally;
• you subscribe to any of our newsletters;
• you contact us through our website, in person, by phone or in writing;
• you deal with us generally via email, letters, telephone, facsimile, online chatbots, expos/conferences, website forms, SMS, social applications (such as LinkedIn, Facebook, or Twitter) or otherwise;
• you interact with our Services, website, social applications, services, content, advertising, and marketing campaigns; and/or
• you invest in our business or enquire as to a potential purchase of our business.

We may also collect your personal information from third parties including:

• any person who interacts with the Services on your behalf, such as your carer, attorney, authorised representative, guardian or power of attorney;
• your medical practitioners or health service providers;
• government bodies and agencies, including government agencies which administer subsidies and benefits relevant to our Services;
• insurers;
• third parties who produce any content, advertising, and marketing campaigns for us that you may interact with;
• third parties who own, host, or license the venue where an event is held;
• third parties who provide services to us, such as referral agencies and contractors involved in our delivery of the Services;
• third parties who supply us with legal documentation containing your personal information;
• publicly available sources; and
• any other person, with your prior informed consent.

Where we collect your personal information from a third party, we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party. By providing personal information about another person to us, you represent that you are legally permitted to do so, and we will not be responsible for verifying any such authorisation.

Cookies & data tracking technologies

We may also collect personal information from you when you use or access our Services or our social media pages. This may be done through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your Services usage. Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites. We may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience of the Service. Persistent cookies can be removed by following Internet browser help file directions. Cookies may enable automatic logins when you visit in the future and may enable content customisation.

We may also use third party vendor tracking cookies, including the Google Analytics and AdWords tracking cookie and Facebook pixel.

You can opt out of Google’s use of cookies or device identifiers by visiting Google’s Ads Settings. Alternatively, you may visit the Network Advertising Initiative opt-out page or control the use of device identifiers by using your device’s settings.

Third parties as set out above may use cookies, web beacons, and other storage technologies to collect or receive information from the Service and elsewhere on the internet and use that information to provide measurement services and target ads. You can opt out of the collection and use of information for ad targeting using aboutads.info/choices.

3. Use of your Personal Information

We collect and use your personal information for the following purposes:

• to provide our Services to you, including to:
  • facilitate your membership subscription with us, including your access to events and other membership inclusions;
  • assist in personalising information for you;
  • enable us to process your personal data;
  • manage our relationship with you, including information about similar services or terms and conditions;
  • enable you to communicate with us regarding your use of the Services;
  • confirm your identity;
  • provide information about you to our contractors, employees, consultants, agents or other third parties for the purpose of providing the services to you; and
  • communicate with you about your records, or any transaction;
• to administer contracts including to negotiate, execute and or manage a contract with you;
• to be de-identified for the purposes of generating statistical data and improving the Services;
• for record keeping and administrative purposes, including processing payments and government funding claims and other accounting purposes;
• to administer, operate, protect, improve, and optimise the website and our service offerings and customer experience;
• for advertising and marketing purposes (including for analytics);
• to enable you to take part in a competition;
• to send you marketing and promotional messages and other information that may be of interest to you and for the purpose of direct marketing (in accordance with the Spam Act 2003 (Cth)). In this regard, we may use email, SMS, social media, or mail to send you direct marketing communications. You can opt out of receiving marketing materials from us by using the opt-out facility provided (e.g. an unsubscribe link);
• for quality, training, and coaching purposes;
• to send you administrative messages, reminders, technical notices, updates, security alerts, and other information about our products and services requested by you;
• to provide information credit reporting agencies and courts, tribunals, and regulatory authorities if you fail to pay for the Services and we have provided;
• to comply with our legal obligations, resolve disputes or enforce our agreements with third parties;
• to provide information to courts, tribunals, regulatory authorities, and law enforcement officers as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights; and
• to facilitate employment enquiries.

You acknowledge and agree that we may also deal with your personal information in any other manner which is permitted by any agreement that we have in place with you (including without limitation in accordance with the privacy statement set out in the Service Agreement entered into between us and you (if applicable)), or otherwise in accordance with our other policies we have in place from time to time.

4. Disclosure of your Personal Information

We may disclose your personal information to third parties for the purposes contained in this Privacy Policy, including without limitation to:

Service Providers

We may share your personal information with service providers utilised by us in the provision of the Services to:

• develop and improve our Services, including by conducting quality assurance testing;
• provide you with the Services;
• provide support; and/or
• provide other services to us.

The service providers (and if necessary, data processors) include:

• information technology service providers such as web host providers and analytical providers;
• mailing houses and such other suppliers that assist in delivering products and services;
• organisations who carry out credit, fraud and other security checks;
• payment processors;
• hosting services;
• content delivery services;
• IT support providers;
• marketing businesses engaged by us to disseminate materials to which recipients have consented; and
• specialist consultants.

We limit the information we provide to third parties to the information they need to help us provide or facilitate the provision of goods and services and associated purposes. We deal with third parties that are required to meet the privacy standards required by law in handling your personal information, and use your personal information only for the purposes that we give it to them.

Personnel

We may share some or all of your personal information to our employees, contractors, and other personnel.

Acquisitions

If we are involved in a potential merger, acquisition or sale of assets we may disclose personal information to such entities that we propose to merge with or be acquired by, and who will assume the rights and obligations regarding your personal information as described in this Privacy Policy.

Third parties related to the provision of our Services

We may share your personal information with third parties involved in any events and other membership inclusions comprising the Services, including:

• ticketing or booking agents; and
• the owner, host, or licensor of the venue for an event.

Third parties with your consent and in other circumstances

We may disclose your personal information to third parties to whom you expressly ask us to send the personal information to. We may also disclose your personal information to third parties where permitted under the Privacy Act or where required in order to provide our Services to you, including to:

• your authorised representatives;
• your enduring guardian;
• your personnel or person responsible for you (including your parents, children or siblings);
• other medical practitioners or health service providers;
• government agencies responsible for administering entitlements and benefits relevant to our Services;
• government and regulatory authorities and other similar organisations, as required or authorised by law or as required as part of the Services;
• if you receive services and/or supports from third parties – those third parties to the extent reasonably required to coordinate service delivery or as otherwise required at law;
• if you transition to another service provider – that third party service provider to facilitate their provision of your services and supports; and
• such entities that we propose to merge with or be acquired by.

We may need to disclose your information to third parties outside of Australia and service providers located internationally in order to enable us to provide the Services, this includes service providers and contractors who are located overseas (telephone answering service, data analytics, IT services) and data processing services. The countries to which we may disclose your information include without limitation the United States of America.

Where we use a supplier outside of Australia, we will take reasonable steps in the circumstances to ensure that such overseas recipient does not breach the Australian Privacy Principles (except where such steps are not required under the Privacy Act).

We may also aggregate and/or make anonymous your personal information including sensitive information to make it available for the purposes of generating statistical data for the conducting of research and improving the Services.

5. Emails & Marketing

In order to provide the Services to you, you agree to receiving notifications from us for the following purposes:

• notifications about activity for our Services including appointment updates (such as event reminders) and general updates;
• communication from us or our representatives in connection with the Services; and
• marketing and promotional messages and other information that may be of interest to you and for the purpose of direct marketing. This includes where you have signed up to our marketing or promotional newsletters.

6. Storage & security

We use third-party cloud providers that provide hosting, data storage and other services. As at the date of this Privacy Policy, we currently store personal information in the following manner (with the following service providers):

• computer software systems (PandaDoc, Typeform);
• cloud-based file storage systems (Google drive);
• social media services (e.g. Facebook Messenger, where you message us);
• contained in e-mails;
• hard copy files;
• backup devices (e.g. hard drives and USB devices)
• external IT solutions; and
• on our electronic devices.

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password protected. Information uploaded to and stored on Google Drive is encrypted. Information collected via our website is secured through daily server backups and security checks. 

We will retain your personal information for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law.

7. Links

Our Services may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

8. Requesting access or correcting your Personal Information

Subject to the Privacy Act, you have a right to access and correct any personal information about you that we may hold. If you wish to request access to the personal information, we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

If we receive a request from you to access or correct personal information we will respond to you within a reasonable time after receiving your request and in the manner requested by you, if it is reasonable and practicable for us to do so. We may charge a reasonable fee for giving access to the information.

9. If we can’t collect your Personal Information

If you do not provide us with the personal information described above, some or all of the following may happen:

• we may not be able to provide our Services to you, either to the same standard or at all;
• we may not be able to fulfil our obligations to you under any contract;
• we may not be able to provide you with information about the Services that you may want; or
• we may be unable to tailor the content of our Services to your preferences and your experience of our Services may not be as enjoyable or useful.

10. Notifiable data breach

In the event that there is a data breach and we are required to comply with the notification of eligible data breaches provisions in Part IIIC of the Privacy Act or any other subsequent sections or legislation which supersede this Part IIIC, we will follow our relevant notifiable data breach procedures in compliance with the Privacy Act and relevant laws.

11. Updates

This Privacy Policy may be updated by us from time to time, and the updated Privacy Policy will apply from the date it is published on our website or otherwise communicated to you.  Each time you use our website you should revisit this Privacy Policy and familiarise yourself with any changes.  Continued use of our Services (including our website) shall indicate your acceptance of any changes.

12. Enquiries, requests & complaints

Enquiries regarding this Privacy Policy or the personal information we may hold on you, should be addressed with the Privacy Officer, whose contact details are below.

If you think your personal information, held by us, may have been compromised in any way or you have any other privacy related complaints or issues, you should also raise the matter with the Privacy Officer.

We will ensure your claims are investigated and a formal response will be provided to you, within a reasonable time, considering the circumstances of your claims. If any corrective action is determined to be required, as a result of that investigation, we will take all reasonable steps to rectify the situation and advise you of such, again within a reasonable time considering the circumstances.

If we do not resolve your enquiry, concern or complaint to your satisfaction or you require further information in relation to any privacy matters, please contact the Office of the Australian Information Commission, whose contact details are below.

Office of the Australian Information Commission

Telephone                                1300 363 992

Email                                        [email protected]

Office Address                          Level 3, 175 Pitt Street, Sydney NSW 2000

Postal Address                          GPO Box 5218, Sydney NSW 2001

Services                                   www.oaic.gov.au

Contacting us

Entity                                        Mates That Matter Pty Ltd

Contact                                     You can contact our Privacy Officers by emailing:

• Daniel Drapac – [email protected]
• Maria Maxwell – [email protected]

Effective Date: [16 May 2022]