POLICY STATEMENT

Outback Private Tours Pty Ltd accepts that it has an obligation to protect personal and sensitive information collected as a result of its business activities and has developed policies and procedures that comply with the requirements of the National Privacy Act.

Each of the National Privacy Principles (NPP) described in the Privacy Act has been addressed as a separate procedure under the following headings:

1. Collection of Personal Information
2. Use and Disclosure of Personal Information
3. Information Quality and Accuracy
4. Information Security
5. Policy Availability
6. Access to Personal Information
7. Identification of Personal Information
8. Maintaining Anonymity
9. Transferring Personal Information Internationally
10. Collection and Handling of Sensitive Information

Outback Private Tours Pty Ltd fully subscribes to the objectives of the Privacy Act and is committed to maintaining processes and procedures that protect personal and sensitive information through compliance with the legislation.

DEFINITION

Where the term Individual/s is used in this policy, it shall mean a person who is covered by the Privacy Act.  Where a person is not covered by the Privacy Act, Outback Private Tours Pty Ltd reserves the right to assess whether the person will be afforded the rights specified in this policy.

PRIVACY POLICY OVERVIEW

The Privacy Policy adopted by Outback Private Tours Pty Ltd ensures that:

• Only information that is required for a legitimate business reason will be collected.
• Information will be stored in a manner that ensures it is not available for any other purpose than for which it was intended, or to any unauthorised person.
• Information that is no longer required will be destroyed or de-identified as appropriate.
• Under no circumstances will personal information be released to an external organisation (eg, mailing lists) unless required by the law, or where required for processing financial transactions.  Where information may be used by Outback Private Tours for a purpose other than for what it was originally intended, permission will be sought before that use.
• Where Outback Private Tours finds in its possession personal information relating to a third party, that information will either be destroyed, or the third party informed of the possession of the information.
• Outback Private Tours will ensure that it is open and honest in its dealings with individuals who have a right to access their personal and sensitive information under the Private Act and will provide fair and reasonable opportunities to review, correct or add comment to that information as appropriate.

To facilitate the handling of enquiries or complaints, a Privacy Officer has been appointed.  It will be the responsibility of the Privacy Officer to ensure that enquiries and complaints are dealt with in an appropriate manner, in an appropriate timeframe.

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NPP 1

Collection of Personal Information

Outback Private Tours Pty Ltd carries out a number of activities that require the collection of personal information.  These activities have been identified and specific procedures developed to ensure that the requirements of National Private Principle 1 : Collection, have been addressed.

The policy and procedures adopted by Outback Private Tours ensure that:

• Only personal information, which is necessary to carry out a specific task, will be collected.
• At the point of collection, procedures ensure that the owner of the confidential information is made aware of:

• The purpose for collection.
• Any consequences arising from the failure to provide all or part of the personal information.
• Any law requiring the personal information to be collected.
• Any types of organisation that the information may be disclosed to, and the circumstances under which it may be disclosed.
• Their right to gain access to their personal information and contact details for the appropriate officer within Outback Private Tours.
• The collection and use of personal information collected for the purposes of completing transactions at Outback Private Tours will be explained verbally.

• Personal information will only be collected by fair and reasonable means.  In most circumstances the owner of the personal information will be made aware that the information is being collected and given an opportunity to seek information regarding the purpose of collection, its storage and use.
• Personal information will not usually be sought from third parties.  The only exception is contact information for referees given by job applicants and applications for a credit account.
• Applications or resumes will usually contain the personal information of third parties (referees).  These applications or resumes will be assessed for suitability as soon as practicable.  Where applicants are considered unsuitable, the applications or resumes will be destroyed immediately.  Where applicants are considered suitable, the referees will be contacted and made aware that Outback Private Tours has their personal information and that they are made aware of all of the information contained in paragraph 2 of this policy.
• Where personal information is exchanged with another organisation for the purposes above, the activity will e carried in strict observance of the law and in accordance with commercially accepted practices.

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NPP 2

Use and Disclosure of Personal Information

Outback Private Tours Pty Ltd has an obligation to protect personal information from improper use once it has been collected.  This policy has been developed to ensure that any use or disclosure of personal information is limited to the primary business purpose for which it was collected, compliance with legal obligations, or to ensure that any other use or disclosure is carried out in strict accordance with legal requirements and reasonable community expectations.

The policy and procedures adopted by Outback Private Tours ensure that:

• In normal circumstances personal information is only used for the primary business purpose for which it was collected.  Outback Private Tours does not exchange information with any other organisation for any reason including marketing, except:

• Where required by law
• Processing financial transactions initiated by the owner of the personal information
• Loss recovery resulting from a failed financial transaction, eg collection agency

• Outback Private Tours does not use personal information for any internal purpose other than the one for which it was collected.

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NPP 3

Information Quality and Accuracy

Outback Private Tours Pty Ltd has an obligation to ensure that personal information remains accurate and that individuals have the right to access and review their personal information.  Usually the nature of the personal information collected will be restricted to contact information to facilitate enquiries or special orders, financial information to facilitate electronic or cheque transactions process refunds, or the personal information required to submit an application for employment, a credit account or loyalty club membership.

• Due to the limited nature of personal information required to facilitate enquiries, special orders etc and the limited risk involved, team members are authorised to make changes to the customers’ details in the appropriate method upon request from the customer.
• As the financial information collected is specific to a transaction, it is not envisaged that changes to this information would be required or appropriate.

3.         Where applicants for employment contact Outback Private Tours requesting changes to be made to their applications, the details of the change will be recorded and affixed to the application.  Changes are to be verified at a formal job interview (if applicable).  If the application does not warrant a formal interview, the application and resume will be destroyed.

Outback Private Tours accepts that circumstances that have not been considered may arise.  A Privacy Officer has been appointed and is responsible for assessing and resolving any such circumstances. 

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NPP 4

Information Security

• The senior management team member is responsible to ensure that personal information is limited to that required to perform legitimate business activities.  Information that is not required is destroyed as soon as practicable.
• Information may be stored in the following ways:
• Secured encrypted disk using Cryptainer & blowfish 448 algorithm.
• Secured encrypted server using 128 bit security.
• Stored in unlocked drawers or cabinets out of sight of visitors.
• Stored in lockable cabinets.
• Stored in lockable cabinets inside of a lockable office.

It is the responsibility of the appropriate senior management team member to ensure that the storage location of the personal information is appropriate.

• Procedures ensure that personal information is not visible to passers by if left unattended by the holder.  Information must be secured as appropriate prior to being left unattended.
• Procedures ensure that only authorised team members are able to access personal information.   During working hours, a team member always attends the work area and ensures that unauthorised team members do not access personal information.  Outside of normal working hours, all personal information is secured appropriately.
• The opportunity to misplace personal information is reduced by ensuring it is returned to its storage location immediately after use.  Opportunities for loss are further reduced by limiting access to only those team members with a genuine business reason to access the personal information.  Holders are responsible for tracking the personal information when it is released to other team members.
• Personal information will be reviewed at appropriate intervals to ensure it remains necessary for the carrying out of the business purpose for which it was collected.  When a review identifies personal information that is no longer required, it will be destroyed as soon as practicable.
• Personal information that has been identified as being no longer required will continue to be stored in an appropriate manner until the time of its destruction.
• Destruction of personal information will be conducted by team members authorised to access the information.

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NPP 5

Policy Availability

Outback Private Tours Pty Ltd understands the concerns that individuals may have with regards to the way their personal information is collected, stored, controlled and used after its collection.  A policy of openness has been adopted and procedures have been developed to address enquiries from concerned individuals and to resolve any issues that may arise.

• A Privacy Policy document has been developed outlining Outback Private Tours’ Privacy Policy and is displayed prominently on our website.
• A contact number has been included in the Privacy Policy Outline to ensure that any person has an opportunity to make an enquiry or complaint regarding handling of personal information.
• A Privacy Officer has been appointed to deal with enquiries on an individual basis.  A maximum timeframe of 30 days has been set to resolve privacy issues.
• Outback Private Tours has developed and implemented this Privacy Policy, which will be made available on request to any individual.

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NPP 6

Access to Personal Information

Outback Private Tours Pty Ltd accepts that individuals may be concerned about the accuracy or content of personal information and may wish to access it.  Access to personal information will be granted provided the following requirements have been met.

• Requests to access personal information are made to the Privacy Officer or Managing Director.
• The information requested pertains to the individual making the request.

The individual may not be granted access to certain pieces of information in accordance with the requirements of section 6.1 of the Privacy Amendment Act – 2000.  Where access is refused, the Privacy Officer will ensure that:

• The possibility of satisfying the request for information through an intermediary is explored.
• A written explanation is provided for the refusal.

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NPP 7

Correction of Personal Information

Where access has been granted to personal information, the individual may feel that the information is incorrect, incomplete or not up to date.  Where Outback Private Tours agrees that this is the case, the personal information will be updated.  Where Outback Private Tours does not agree, the information will not be updated.  However, a statement detailing the alleged inconsistency will be attached to or included with, the personal information.

As there is no business reason for Outback Private Tours Pty Ltd to collect identifiers assigned by government agencies, their agents or contractors, they are not collected and cannot be disclosed to other parties.

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NPP 8

Maintaining Anonymity

Outback Private Tours Pty Ltd only collects personal information in circumstances where that information is required to carry out certain financial transactions, or to process employment applications.  As a result, it is not envisaged that personal information will be requested unless it is essential to the specific process.  However, where ever lawful and practicable, individuals will be given the option of not identifying themselves during their contact with Outback Private Tours.

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NPP 9

Transferring Personal Information Internationally

Outback Private Tours Pty Ltd does not transfer personal information internationally to third parties outside of the business.  It is not envisaged that this will be a requirement in the foreseeable future, however should this become a business requirement, the following will apply:

• Outback Private Tours Pty Ltd will satisfy itself that the recipient of the personal information is bound by law or contract to uphold the principles of fair handling of information that are substantially similar to the National Privacy Principles.
• The individual to whom the information refers consents to its transfer, or
• The transfer is permitted under the National Privacy Principle relating to transborder data flows.

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NPP-10

Collection and Handling of Sensitive Information

During the recruiting process, Outback Private Tours Pty Ltd may collect sensitive information relating to an individual covered by the Privacy Act for the purposes of assessing suitability for a position (eg, the collection of medical information to ensure that the candidate meets the inherent requirements of the job).  Where sensitive information is collected, it will be collected directly from the individual when possible, or from a third party only with the consent of the individual.

The voluntary completion of an employment application form, or submitting to a medical assessment will be considered as providing consent for Outback Private Tours to collect and store the sensitive information.

Sensitive information will not be collected for any purpose other than recruiting unless controlled by other legislation.  Where sensitive information is collected under other legislation (eg, medical information collected during the rehabilitation process under the WorkCover Act), it will be collected, stored and handled in strict accordance with that legislation.

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