PURPOSE OF OUR POLICY
Providing the CloudeNotes system and services; and
The normal day-to-day operations of our business.
WHO AND WHAT THIS POLICY APPLIES TO
We handle Personal Information regarding adults and children in our own right and also for and on behalf of our customers and users.
If, at any time, an individual provides Personal Information or other information about someone other than himself or herself, the individual warrants that:
With respect to Personal Information about a child, they are that child’s “responsible person” as defined in the Privacy Act (namely a parent or guardian); and/or
They have that person's consent to provide such information for the purpose specified.
THE INFORMATION WE COLLECT
In the course of business it is necessary for us to collect Personal Information. This information allows us to identify who an individual is for the purposes of our business, share Personal Information when asked of us, contact the individual in the ordinary course of business and transact with the individual. Without limitation, the type of information we may collect is:
Personal Information We may collect personal details such as an individual’s name, location, date of birth, nationality, family details, health information and other information defined as “personal Information” or “health information” in the Privacy Act;
Contact Information. We may collect information such as an individual’s email address, telephone & fax number, third-party usernames, residential, business and postal address and other information that allows us to contact the individual;
Financial Information. We may collect financial information related to an individual such as any bank or credit card details used to transact with us and other information that allows us to transact with the individual and/or provide them with our services;
Statistical Information. We may collect information about an individual’s online preferences, habits, movements, trends, decisions, associations, memberships, purchases and other information for statistical purposes; and
Information an individual sends us. We may collect any personal correspondence that an individual sends us, or that is sent to us by others about the individual’s activities.
We may also collect non-Personal Information about an individual such as information regarding their computer, network and browser. This may include their IP address. Where non-Personal Information is collected the Australian Privacy Principles do not apply.
HOW INFORMATION IS COLLECTED
Most information will be collected in association with an individual’s use of CloudeNotes, an enquiry about CloudeNotes or generally dealing with us. However we may also receive Personal Information from sources such as advertising, an individual’s own promotions, public records, mailing lists, contractors, staff, recruitment agencies and our business partners. In particular, information is likely to be collected as follows:
Registrations/Subscriptions. When an individual registers or subscribes for a service, list, account, connection or other process whereby they enter Personal Information details in order to receive or access something, including a transaction;
Accounts/Memberships. When an individual submits their details to open an account and/or become a member with us;
Supply. When an individual supplies us with goods or services;
Contact. When an individual contacts us in any way;
Access. When an individual accesses us physically we may require them to provide us with details for us to permit them such access. When an individual accesses us through the internet we may collect information using cookies (if relevant – an individual can adjust their browser’s setting to accept or reject cookies) or analytical services; and/or
Pixel Tags. Pixel tags enable us to send email messages in a format customers can read and they tell us whether mail has been opened.
As there are many circumstances in which we may collect information both electronically and physically, we will endeavour to ensure that an individual is always aware of when their Personal Information is being collected.
Where we obtain Personal Information without an individual’s knowledge (such as by accidental acquisition from a client) we will either delete/destroy the information, or inform the individual that we hold such information, in accordance with the Australian Privacy Principles.
WHEN PERSONAL INFORMATION IS USED & DISCLOSED
The primary reason Personal Information is used or disclosed is to facilitate the services of CloudeNotes, which includes giving third-parties (such as carers, schools, clubs and other organizations) authorized by an individual or responsible person to Personal Information about a child or the individual, as the case may be.
We will never use the information in CloudeNotes for any marketing or commercial purposes, and we maintain all information in CloudeNotes in the strictest confidence.
In general, the primary principle is that we will not use any Personal Information other than for the purpose for which it was collected other than with the individual’s permission. The purpose of collection is determined by the circumstances in which the information was collected and/or submitted.
We will not disclose or sell an individual’s Personal Information to unrelated third parties under any circumstances.
Information is used to enable us to operate our business, especially as it relates to an individual. This may include:
The provision of goods and services between an individual and us;
Verifying an individual’s identity;
Communicating with an individual about:
Their relationship with us;
Our goods and services;
Our own marketing and promotions to customers and prospects;
Competitions, surveys and questionnaires;
Investigating any complaints about or made by an individual, or if we have reason to suspect that an individual is in breach of any of our terms and conditions or that an individualis or has been otherwise engaged in any unlawful activity; and/or
As required or permitted by any law (including the Privacy Act).
There are some circumstances in which we must disclose an individual’s information:
As part of a sale (or proposed sale) of all or part of our business;
Where we reasonably believe that an individual may be engaged in fraudulent, deceptive or unlawful activity that a governmental authority should be made aware of; and/or
As required or permitted by any law (including the Privacy Act).
We may utilise third-pay service providers (such as Gmail from Google, Inc., and MailChimp from The Rocket Science Group LLC) to communicate with an individual and to store contact details about an individual. These service providers are located in the United States of America.
OPTING “IN” OR “OUT”
An individual may opt to not have us collect their Personal Information. This may prevent us from offering them some or all of our services and may terminate their access to some or all of the services they access with or through us. They will be aware of this when:
Opt In. Where relevant, the individual will have the right to choose to have information collected and/or receive information from us; or;
Opt Out. Where relevant, the individual will have the right to choose to exclude himself or herself from some or all collection of information and/or receiving information from us.
If an individual believes that they have received information from us that they did not opt in or out to receive, they should contact us on the details below
THE SAFETY & SECURITY OF PERSONAL INFORMATION
We will take all reasonable precautions to protect an individual’s Personal Information from unauthorized access. This includes appropriately securing our physical facilities and electronic networks.
A primary function of CloudeNotes is to enable parents/guardians/care givers to communicate with their children’s care providers. The care provider may use or copy the Personal Information they have access to through CloudeNotes.
The security of online transactions and the security of communications sent by electronic means or by post cannot be guaranteed. Each individual provides information to us via the internet or by post at their own risk. We cannot accept responsibility for misuse or loss of, or unauthorized access to, Personal Information where the security of information is not within our control.
We are not responsible for the privacy or security practices of any third party (including third parties that we are permitted to disclose an individual’s Personal Information to in accordance with this policy or any applicable laws). The collection and use of an individual’s information by such third parties may be subject to separate privacy and security policies.
If an individual suspects any misuse or loss of, or unauthorized access to, their Personal Information, they should let us know immediately.
We are not liable for any loss, damage or claim arising out of another person’s use of the Personal Information where we were authorized to provide that person with the Personal Information.
HOW TO ACCESS AND/OR UPDATE INFORMATION
Users of CloudeNotes can update their Personal Information from within their CloudeNotes account or profile.
Subject to the Australian Privacy Principles, an individual has the right to request from us the Personal Information that we have about them, and we have an obligation to provide them with such information within 28 days of receiving their written request.
If an individual cannot update its own information, we will correct any errors in the Personal Information we hold about an individual within 7 days of receiving written notice from them about those errors.
It is an individual’s responsibility to provide us with accurate and truthful Personal Information. We cannot be liable for any information that is provided to us that is incorrect.
COMPLAINTS AND DISPUTES
If an individual has a complaint about our handling of their Personal Information, they should address their complaint in writing to the details below.
If we have a dispute regarding an individual’s Personal Information, we both must first attempt to resolve the issue directly between us.
If we become aware of any unauthorized access to an individual’s Personal Information we will inform them at the earliest practical opportunity once we have established what was accessed and how it was accessed.
From time to time, we may send an individual important notices, such as changes to our terms, conditions and policies. Because this information is important to the individual’s interaction with us, they may not opt out of receiving these communications.
All correspondence with regards to privacy should be addressed to:
The Privacy Officer
PO Box 460
You may contact the Privacy Officer by email in the first instance.
ADDITIONS TO THIS POLICY