Policy Purpose

The purpose of this Policy is to outline how Board Matters Pty Ltd ACN 099 215 406 (Board Matters/we/us) manages personal information through providing our professional services as a firm.

Our commitment

Board Matters Pty Ltd is committed to the protection of personal privacy and personal information obtained through our operations as a professional services firm. We undertake to ensure that all personal information acquired is handled responsibly and with confidence.

The Privacy Act 1988 (Cth) (the Act), and the prescribed Australia Privacy Principles (APPs), are what govern the way in which personal information is collected, used, disclosed, stored, secured and disposed of.

Although we are not legally required to comply with the Act (unless when undertaking activities and/or services pursuant to a Commonwealth Government agreement, we aim to conduct our operations in accordance with the Act and the APPs through reasonable practices, procedures and systems to securely handle personal information.
A copy of the APPs may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.

Personal and Sensitive Information

Personal Information is defined in the Act as information or an opinions that is able to reasonably identify an individual, whether or not the information or opinion is true or not, or recorded in a material form.

• The information we collect about individuals is dependent upon the working relationship, however, information we generally collect includes a range of contact details, including:
• Names;
• Postal addresses;
• E-mail addresses; and
• Telephone numbers.

Sensitive Information is defined in the Act to include information or opinions about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

This type of information is not generally collected by us. However, if the collection of such information is required by law or necessary to perform our services, we will only collect this through prior consent, and used only for its primary purpose.

Due to the nature of our services, in most cases it is not possible for us to give individuals the opportunity to engage with us on an anonymous basis.

Collection of information

The collection of Personal Information is necessary in order for us to deliver our range of professional services. We will only collect Personal Information that is necessary for the delivery of our particular services.

This is generally collected through a variety of ways, including:

• directly from the individual for the provision of services;
• through one of our consultants engaging with a prospective client; or
• from publicly available sources of information.

Security of information

We are committed to storing Personal Information in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.

Storage of Personal Information in both hard copy and/or electronic formats are done so in facilities that we own and/or operate through a third part provider. Whether held electronically or in hard copy, only authorised personnel have access to such Personal Information and are required to treat this information as strictly confidential.

We store electronic Personal Information securely and take all reasonable steps to comply with best practices and standards relative to the size of our data storing needs through the platforms we use.

When your Personal Information is no longer needed for the purpose for which it was collected, we will take reasonable steps to destroy or permanently de-identify your Personal Information.

Disclosure of information

Through the provision of our services, we operate upon a strict confidential basis. Generally, we do not disclose Personal Information to third parties or anyone else, unless with express consent from the individual or if required by law. We will advise if this is a necessary component to the delivery of our services prior to such disclosure.

Direct marketing

We may use Personal Information from individuals for the purpose of direct marketing, provided prior consent is provided.

Our direct marketing activities may include advising individuals of new services, offering individuals to hosted events by us, or the delivery of personalised marketing material and goods.

If at any time consent would like to be withdrawn, individuals may contact us to opt out of such direct marketing.

Accuracy and access of information

We take all reasonable steps to ensure that any Personal Information collected, stored and used is accurate and current. As the accuracy of Personal Information largely depends on the information that you provide to us, we request that you advise us of any errors or updates to be made regarding your information at your earliest convenience. If it is established that Personal Information held by us is not accurate, complete or up to date, we will take reasonable steps to correct our records within a reasonable time.

Pursuant to the APPs, you have the right to request access to the Personal Information that we may hold about you. These requests should be made directly to us on a confidential basis. The APPs also set out the circumstances when we can refuse such requests.

Publicly accessible information

We use various social media platforms, including LinkedIn and Twitter. We will never publicly disclose Personal Information on or through our use of these platforms.

Where such users of social media platforms post or upload Personal Information in these publicly accessible platforms, this information then becomes publicly available to anyone, including us, with such access.

We accept no liability for any material or information that is posted to social media platforms or accessible websites, by individuals, and are subsequently collected and/or used by us. However, we will only do so through reasonable means and for purposes directly related to the provision of our services.

Cookies relating to information

We may use cookies in order to monitor the usage levels relating to our website and to monitor which features of our website are most frequently accessed. Using cookies enables us to make our website more user friendly. You may opt to use a web browser service that enables you to block cookies, if you wish.

Complaints

Any request for access or any privacy complaints or enquiries should sent to us and directed to the attention to Managing Director.

We will review all complaints within a reasonable time period and provide a written response in a timely manner.

Where appropriate, we may refer complaints to a third party and independent expert for review and assessment to ensure complaints are handled with the upmost care, ethics and transparency in order to resolve such complaints.