This policy is written in simple language. The specific legal obligations of IPG when collecting and handling your personal information are outlined in the Privacy Act 1988 and in particular in the Australian Privacy Principles found in that Act.
We collect, hold, use and disclose personal information to carry out functions or activities of our business.
COLLECTION OF YOUR PERSONAL INFORMATION
At all times we try to only collect the information we need for the particular function or activity we are carrying out. The main way we collect personal information about you is when you give it to us. For example, we collect personal information such as contact details and location information when you make a web enquiry from our website.
We may also collect information from you when you call us by phone to discuss our products or services.
We may also collect contact details and some other personal information if you are intending to work with us as a vendor or sub-contractor.
PAYMENT OR CREDIT CARD DETAILS
If you provide any of this information to us, we shall record this information in our PCI DSS compliant system in order to process your payment(s). We do not supply this information to anyone outside of our organisation and the access to this information is done so on a restricted basis with only selected team members able to login to the system that stores this information off-site.
COLLECTING SENSITIVE INFORMATION
Sometimes we may need to collect, use, disclose and store sensitive personal information about individuals as part of its business operations, including our employees and contractors.
This might include information about your health, racial or ethnic origin, association memberships, religious beliefs, sexual orientation, criminal history, genetic or biometric information. We are committed to recognising and respecting privacy in the management of personal information.
While interacting with us we may collect personal information (including sensitive information) about you indirectly from publicly available sources or from third parties such as Credit Reporting Agencies
We also collect personal information from publicly available sources to enable us to contact stakeholders who may be interested in our products or services.
COLLECTING THROUGH OUR WEBSITES
IPG has a number of public websites for our businesses and brands. There are a number of ways in which we collect information though our website.
We use Analytics Tools to collect data about your interaction with our website. These hosted by a third party. The sole purpose of collecting your data in this way is to improve your experience when using our site. The types of data we collect with these tools include but not limited to:
- your device’s IP address (collected and stored in an anonymized format)
- device screen size
- device type, operating system and browser information
- geographic location (country only)
- referring domain and out link if applicable
- search terms and pages visited
- date and time when website pages were accessed
Cookies are small data files transferred onto computers or devices by websites for record-keeping purposes and to enhance functionality on the website. Our website generally sets the following cookies: i.e. Google Analytics cookie
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, SURVEYS
SOCIAL NETWORKING SERVICES
We use social networking services such as Twitter, Facebook, Instagram and YouTube to communicate with the public about our work. When you communicate with us using these services we may collect your personal information, but we only use it to help us to communicate with you and the public.
The social networking service will also handle your personal information for its own purposes. These services have their own privacy policies. You can access the privacy policies for Twitter, Facebook, Instagram and YouTube (a Google company) on their websites.
IPG uses Smartsheet, HelloSign and Formstack to manage electronic forms that we may ask you to complete for us. Please visit formstack.com, smartsheet.com or hellosign.com for their respective privacy policies.
Common situations in which we disclose information are detailed below.
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 by speaking to you first
- promptly add updated or new personal information to existing records when we receive the updates from you
- 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:
- regularly assessing the risk of misuse, interference, loss, and unauthorised access, modification or disclosure of that information
- taking measures to address those risks, for example, we keep a record (audit trail) of when someone has added, changed or deleted personal information held in our electronic databases and regularly check that staff only access those records when they need to
- conducting regular internal and external audits to assess whether we have adequately complied with or implemented these measures.
We destroy personal information in a secure manner when we no longer need it.
ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION
Under the Privacy Act (Australian Privacy Principles 12 and 13) 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 us 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.
If we decide that a complaint should be investigated further, the complaint will usually be handled by a more senior officer than the officer whose actions you are complaining about.
We will tell you promptly that we have received your complaint and then respond to the complaint within 30 days
Contact us on (08) 9406-6600 or 1300 556 241
Attention: Customer Care