Aoyin Group Limited (ACN: 603 516 543) recognises the importance of your privacy and understands your concerns about the security of your personal information. We are committed to protecting any personal information that we hold. This Privacy Policy Statement details how we generally collect, hold, use and disclose personal information and your rights in relation to the personal information that we hold about you.
Where this Privacy Policy Statement refers to a party that may be either an individual or an organisation (such as our clients or service providers), the reference includes individuals who are employees, directors, or principals of an organisation or its associates.
When we deal with organisations (such as a corporation) we may collect personal information about individuals who are employees, directors or principals of those organisations or their associates. If you are an organisation and you provide us with personal information about such individuals, or are otherwise aware that we have collected personal information about such individuals, we ask you to assist us by referring the relevant individuals to this Privacy Policy Statement. Before you provide us with personal information about an individual that is sensitive information, you must ensure that you are authorised by the relevant individual to disclose that information to us.
Aoyin Group Limited’s Privacy Policy Statement will be reviewed from time to time to take account of new laws and technology, changes to our operations and practices and to make sure it remains appropriate to the changing environment.
Personal information
‘Personal information’ is defined in the Privacy Act 1988 (Cth) to mean any information or opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether the information or opinion is recorded in a material form or not.
The kinds of personal information we collect and hold
We collect and hold a range of personal information in carrying out our business and functions. To the extent that it is relevant to our general relationship with you, we may request, collect and hold personal information about you that is sensitive information under the Privacy Act such as:
- name, date of birth, address and contact details;
- occupation and job title; and
- personal financial position.
To the extent that it is relevant to the work we are undertaking for a client or our general relationship with a client, we may also collect and hold personal information about clients that is sensitive information under the Privacy Act. For example, we may collect health information about an individual, membership of a professional or trade association, membership of a trade union, religious beliefs or affiliations or criminal records.
How we collect personal information
In most instances, we will collect personal information directly from the person to whom the information relates. However, we may also collect personal information about parties from the following third parties:
- our customers;
- government agencies;
- law enforcement bodies;
- publicly available records;
- public registries;
- service providers;
- parties to whom you refer us, including previous employers and referees;
- recruitment agencies; and
- online searches
When we obtain personal information from third parties to whom you refer us, we will assume and you must ensure that you have made that third party aware that you have referred us to them and of the purposes involved in the collection, use and disclosure of the relevant personal information.
If you supply us with personal information about another individual, we ask you to assist us by referring that person to this Privacy Policy Statement.
How we hold personal information
We hold personal information in hardcopy files and in electronic form, and take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.
We store hardcopy files in our offices. Under our records managements system, access to files may be appropriately limited. We may apply additional security measures limiting access to information about files or store files in locked cupboards or access restricted rooms as necessary.
We store electronic records within our own secure network and through third party data storage providers. Personal information within our network is password protected and access is appropriately limited.
Our third party data storage providers are required to protect personal information in accordance with applicable laws and take appropriate technical and organisation measures against the unauthorised or unlawful use of personal information or its accidental loss, destruction or damage.
The purposes for which we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information for the purposes for which it was collected, related purposes, and other purposes including:
- contracting out some of our functions to external service providers and suppliers;
- maintaining, managing and developing our relationship with customers, employees, contractors and service providers;
- carrying out research, planning, product and service development, security and risk management;
- conducting further searches and enquiries regarding the information you have provided to us or more generally to collect additional personal information about you or your associates for our regulatory or prudential purposes; and
- complying with our legal and regulatory obligations
Direct marketing
If you are a customer or have otherwise expressed interest and provided us with your contact details, we may send emails to you with information about marketing our products or services.
We may use an “email management system” to automate the management and dispatch of these emails. The system operates by inserting tracking codes in the emails that we send to you. The tracking code allows us to collect personal information about you, such as whether you received and opened an email, and whether you clicked through to any links to our website. The personal information that the email management system collects and holds about you is used by us to:
- ensure that you only receive correspondence that you have informed us that you wish to receive;
- insert your personal information into our communications with you;
- determine whether the information that we send to you is suitable for your interests, information needs and profile;
- ensure that the email address that you have provided us is still operational;
- determine whether emails that we send to you are received by you;
- update a request that you make to us to unsubscribe from a publication that we send to you;
- review the effectiveness and relevance of our emails to you by collecting other statistical information.
If you do not wish for us to send you such emails, please contact us on 02 9188 3333, or at info@aoyinholding.com.au.
Access to your personal information
You have a right to request access to personal information that we hold about you and request its correction if it is inaccurate, out of date, incomplete, irrelevant or misleading. You may do so by contacting us on 02 9188 3333, or at info@aoyinholding.com.au. We will respond to all requests for access to or correction of personal information within a reasonable period.
In some cases, in accordance with the Privacy Act, we may charge you a fee for access to personal information we hold about you or refuse to give you access to personal information we hold about you.
Complaints, Questions and Concerns
If you would like more information about the way we manage personal information, would like to request access to or correction of personal information that we hold about you, or wish to make a complaint, please contact us by:
Email – info@aoyinholding.com.au
Post – Level 6, 1 York Street, Sydney 2000 NSW; or
Telephone – (02) 9188 3333 (within Australia) + 61 2 9188 3333 (outside Australia).
Changes to our privacy policy
From time to time it may be necessary for us to review and revise our Privacy Policy. We may notify you about changes to this Privacy Policy Statement by posting an updated version on our website. We encourage you to check our website from time to time to ensure you are familiar with our latest Privacy Policy Statement.
Our Privacy Policy Statement was last updated on 1 July 2017.