Last updated: 9 June 2023
Publication date: Version 1.1 – 9 June 2023
About this policy
The Companies collect information to provide services and products to customers, to enable it to raise awareness of its products and services within the industries that it operates, and to the broader community as part of its brand advocacy and communications campaigns.
Collection of your personal information
The main way the Companies collect personal information about you is when you give it to us. For example, we collect personal information such as contact details when you:
enquire about or purchase a product or service,
sign-up to our newsletter,
provide us with a business card,
apply for a job, or
participate in an engagement or advocacy campaign.
We may also collect contact details and some other personal information from sources such as LinkedIn, where your privacy settings enable us to see information about you. We may also purchase contact information from commercial list providers for business to business marketing, and will use that information in accordance with our contract with the provider.
The Companies operate shared backend services and company systems and information collected in accordance with this policy will be shared between the Companies.
Cookies are small data files transferred onto computers or devices by websites for record-keeping purposes and to enhance functionality on the website.
Most browsers allow you to choose whether to accept cookies or not. If you do not wish to have cookies placed on your computer, please set your browser preferences to reject all cookies before accessing our website.
Email lists, registrations and feedback
We will collect information that you provide to us when signing up to mailing lists and registering for our events, or when submitting feedback on your experience with our website.
Every e-mail newsletter will have a link that enables you to unsubscribe from our email newsletter communications. Please note that we may still hold your information for other purposes, such as if you provided it to us as part of a sales query, for technical support relating to a product or when applying for a job.
Social networking services
We use social networking services such as LinkedIn, Facebook, Instagram and YouTube. When you communicate with us using these services we may collect your personal information so as to communicate with you. The services have their own privacy policies. You can access the privacy policies for LinkedIn, Facebook, Instagram and YouTube (a Google company) on their websites.
Disclosure to service providers
The Companies use a number of service providers to whom we disclose, or who may have access, to your personal information. These include providers that host our website servers, manage our IT and manage our human resources and payroll functions.
To protect personal information we enter into a contract which requires the service provider to only use or disclose the information for the purposes of the contract.
Disclosure of sensitive information
We only disclose your sensitive information for the purposes for which you gave it to us or for directly related purposes you would reasonably expect or if you agree. For example, this may be to consider your job application, answer a sales query or manage a contract. Following contact for a sales query or a transaction, you may be asked by a person or receive an email seeking consent to include you in our newsletter email list.
Disclosure of personal information overseas
Generally, we only disclose personal information overseas so that we can provide sales and technical support, and when our services are provided by an online service such as web-hosting, DropBox, Zoho, YouTube and Mailchimp (or similar services in future).
Quality of personal information
To ensure that the personal information we collect is accurate, up-to-date and complete we:
record information in a consistent format,
where necessary, confirm the accuracy of information we collect from a third party or a public source,
promptly add updated or new personal information to existing records,
regularly audit our contact lists to check their accuracy.
Storage and security of personal information
We take steps to protect the security of the personal information we hold from both internal and external threats by:
considering the risk of misuse, interference, loss, and unauthorised access, modification or disclosure of that information,
limiting staff that can access personal information to only those that need it for their job function,
checking that online suppliers have a privacy and data security policy.
Accessing and correcting your personal information
Under the Privacy Act you have the right to ask for access to personal information that we hold about you, and ask that we correct that personal information. You can ask for access or correction by contacting us and we must respond within 30 days. If you ask, we must give you access to your personal information, and take reasonable steps to correct it if we consider it is incorrect, unless there is a law that allows or requires us not to.
We will ask you to verify your identity before we give you access to your information or correct it, and we will try to make the process as simple as possible. If we refuse to give you access to, or correct, your personal information, we must notify you in writing setting out the reasons.
If we make a correction and we have disclosed the incorrect information to others, you can ask us to tell them about the correction. We must do so unless there is a valid reason not to.
If we refuse to correct your personal information, you can ask us to associate with it (for example, attach or link) a statement that you believe the information is incorrect and why.
How to make a complaint
If you wish to complain to the Companies about how we have handled your personal information you should complain in writing. If you need help lodging a complaint, you can contact us.
If we receive a complaint from you about how we have handled your personal information we will determine what (if any) action we should take to resolve the complaint.
We will tell you promptly that we have received your complaint and then respond to the complaint within 30 days.
How to contact us
You can contact us by:
Telephone: 1300 244 569
Post: Polar Enviro Pty Ltd, Privacy Matter, Director of External Affairs, Level 5/15 Queen Street, MELBOURNE 3000.