HVCCC is bound by the Privacy Act 1988 (the Act) and the Australian Privacy Principles (the Principles) contained within the Act. All employees and officers of HVCCC are expected to comply with the Act and this Policy.
This Policy explains what information about you HVCCC may collect and how HVCCC may use and disclose it, how you can instruct HVCCC if you would prefer to limit the use and disclosure of that information, and the procedures that HVCCC has in place to safeguard your privacy.
If HVCCC changes this Policy, HVCCC will post the changes on the HVCCC website, and may place notices on other pages of the website, so that you may be aware of the information HVCCC collects and how HVCCC uses it at all times.
If you do not provide information requested by HVCCC from time to time, HVCCC may not be able to provide services to you or otherwise fulfil the purpose for which HVCCC has requested information
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable:
In relation to job applications, HVCCC also collects current and past employment information, educational qualifications and membership of professional associations, and name and contact details of referees
Examples of personal information HVCCC collects include your name, postal and residential address, email address, landline and mobile telephone numbers, date of birth and information concerning your job and job title.
If you provide personal information to HVCCC about someone else (such as one of your directors or employees, or someone with whom you have business dealings) you must ensure that you are entitled to disclose that information to HVCCC. This will usually involve you having the authority or consent to provide HVCCC with their personal information. Importantly, you must ensure the individual in respect of whom you are providing personal information is aware of the various matters detailed in this Policy, as those matters relate to that individual including us. Specifically, they should be made aware of HVCCC, how to contact HVCCC, the purpose of HVCCC collecting the personal information, HVCCC’s disclosure practices, the individual’s right to obtain access to their personal information and the consequences if the personal information is not provided (such as HVCCC’s inability to provide services that have been requested from them).
Unsolicited personal information refers to personal information that HVCCC receives but has not taken active steps to collect.
Should HVCCC receive unsolicited personal information, HVCCC will determine whether or not the personal information is for, or directly related to, one or more of HVCCC’s functions or activities.
If the unsolicited personal information is for or directly related to one or more of HVCCC’s functions or activities, then HVCCC will use and store the information in accordance with this Policy.
If the unsolicited personal information is not for or directly related to one or more of HVCCC’s functions or activities, then HVCCC will destroy or de-identify the information, provided it is lawful and reasonable to do so.
Sensitive information is a subset of personal information, and includes:
It may be necessary in some circumstances for HVCCC to collect sensitive information about you. HVCCC will only collect sensitive information as permitted under the Act.
Generally, HVCCC collects your personal information from you directly (for example, when HVCCC deals with you in person or over the phone, when you send HVCCC correspondence or when you contact HVCCC electronically), including when you seek services from or provide services to HVCCC, when you make an enquiry on an area of the HVCCC website, when you receive information from HVCCC, and when you apply for employment with HVCCC.
Sometimes HVCCC collects your personal information from a third party source. For example, HVCCC may collect personal information from a company for which you work, other organisations with whom you have dealings, an information service provider or from a publicly maintained record.
HVCCC also collects personal information about you from the HVCCC website when you complete a form on there and you forward it to HVCCC or when you enter your password and access a restricted area. Your use of the website will determine the amount and type of information that HVCCC collects about you. You agree that the webmaster and administrators of this website have the right to collect this information. When you visit the website, HVCCC’s server may log the following personal information provided by you or your browser:
Your Internet Service Provider (ISP) may also be logging your activity when you visit the HVCCC website. In such instances, this issue is beyond the control of HVCCC.
When you visit the HVCCC website, HVCCC’s server may log the following non-personal information provided by your browser:
You agree that the webmaster and administrators of the HVCCC website have the right to record this information. HVCCC only uses information collected by our server to generate statistics and analyse site activity.
HVCCC may maintain your email address together with other business contact details on its database. HVCCC may use your email address to provide you with information in relation to weekly coal chain capacity forecasts, major maintenance events, performance reports newsletters and conference papers. Your e-mail address may also be used for confirming your registration details and password (and for sending new passwords should you forget your current one).
If you wish to discontinue email communication with HVCCC, please advise HVCCC by contacting the web master by email at firstname.lastname@example.org and placing REMOVE in the subject line. Until HVCCC receives an email from you instructing otherwise, HVCCC will assume that you wish to continue receiving regular email communications from HVCCC.
HVCCC, HVCCC’s agents, consultants and sub-contractors may use any of the information about you which HVCCC has collected:
HVCCC may disclose your personal information in the following circumstances:
HVCCC may also use aggregate information and statistics for the purpose of monitoring website usage in order to help HVCCC develop its website and services.
HVCCC does not sell information to third parties. Your name and address details will not be added to a mailing list without your consent.
HVCCC does not disclose your personal information to third parties outside Australia.
HVCCC does not engage in any direct marketing and does not disclose your personal information to any parties outside HVCCC for the purposes of allowing them to direct market their products or services to you
HVCCC takes reasonable steps to protect any personal information that HVCCC holds confidential and secure. HVCCC also takes reasonable steps to protect the information from misuse, interference, loss, and unauthorised access, modification and disclosure. HVCCC does this in accordance with its internal procedures covering the storage, access and disclosure of information.
Information may be kept by HVCCC until it is outdated or no longer required, after which time it will be destroyed.
HVCCC stores information in electronic or hard copy form (or both) protected by either physical controls (e.g. key locks) or information security controls (e.g. role based security, password protection). In both cases only authorised HVCCC employees and contracted personnel trained in the proper and lawful handling of such information are able to access that information. HVCCC employees and HVCCC’s contractors follow accepted prudent standards of technology and operational security.
In line with HVCCC’s security procedures, emails you send HVCCC are automatically scanned, which could result in certain attachments and messages being automatically blocked that has been flagged as possibly containing a virus or inappropriate content. HVCCC’s IT administrators may have access to your emails to authorise the content. This is done purely for IT security purposes.
While HVCCC endeavours to use secure transmission facilities where possible, the internet is not always a secure method of transmitting information. Accordingly, HVCCC cannot accept responsibility for the security of information you send to, or receive from HVCCC over the internet or for any unauthorised access or use of that information.
You can gain access to your personal information from HVCCC on request in writing, providing that your request is in accordance with the Act and Principles. The factors that affect your right to access your personal information include whether:
If you believe that any personal information we have collected about you is inaccurate, incomplete or not up-to-date, please contact us and we will take reasonable steps to correct it in accordance with the requirements of the Act. We may also make contact with you from time to time to confirm the information we hold is still correct.
If you believe that HVCCC are in breach of the Act, the Principles or any registered binding Australian Privacy Principles Code, you may lodge a written complaint by contacting the Privacy Officer (position held by HVCCC Chief Information Officer) at HVCCC. HVCCC will attempt to resolve/respond to the majority of complaints within 30 days’ dependent on the type and size of the issue raised.
If you are unhappy with the resolution of your complaint, or with the way that HVCCC has handled your complaint, you may be able to refer the matter to the Office of the Australian Information Commissioner (OAIC). The contact details for this body are as follows:
Office of the Australian Information Commissioner GPO Box 5218 Sydney NSW 2001 www.oaic.gov.au
Please send your requests and enquires to the Privacy Officer Hunter Valley Coal Chain Coordinator by email at email@example.com or by letter to PO Box 115, Broadmeadow, NSW 2292.
We will treat your requests or complaints confidentially. An HVCCC representative will contact you within a reasonable time after receipt of your complaint to discuss your concerns and outline options regarding how they may be resolved. We will aim to ensure that your complaint is resolved in a timely manner.
We may modify this Policy from time to time for any reason. We will publish changes to this Policy on this website.