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The Australian Cotton Trade Show Privacy Policy
Introduction
This Privacy Policy is the Australian Cotton Trade Show Pty Ltd official privacy policy and it applies to all Personal Information collected by the Australian Cotton Trade Show. In this policy we explain how and why we collect Personal Information from individuals that we transact business with, including how we use it, and what controls individuals have over how we use it. This policy sets out the minimum procedures for safeguarding the privacy of individuals we transact business with. The Australian Cotton Trade Show is committed to:
1. protecting and safeguarding the privacy of individuals we transact business with,
2. complying with Commonwealth legislation governing privacy of Personal Information
by businesses.
From 21 December 2001 amendments to the Commonwealth Privacy Act (Cth) (1988) (the 'Act') effect the way in which most organisations may deal with information provided by individuals they transact business with. Most organisations within Australia must comply with the 10 National Privacy Principles of the Act. The objective of the Act is to set a standard for protecting the privacy of all individuals.
To ensure compliance with the Act the Australian Cotton Trade Show has adopted the 10 National Privacy Principals as the basis of this policy.
Policy Scope
This Privacy Policy applies to The Australian Cotton Trade Show Pty Limited with respect to any Personal Information collected from individuals that each company transacts business with.
This Privacy Policy is limited in application to Personal Information as defined under the Act and does not apply to information that the The Australian Cotton Trade Show Pty Limited has, or may collect and record with regard to businesses or organisations.
Definitions
Personal Information
Personal Information is defined under the Act as information about an individual that also identifies that individual. This may include details such as name, date of birth, address, telephone numbers and e-mail addresses, tax file numbers, business transaction / credit history and bank account details.
Sensitive Information
Sensitive Information is a subset of Personal Information and by its 'sensitive' nature may have the potential to be used to discriminate against an individual. The collection of sensitive information has stricter requirements than other types of Personal Information. Examples of Sensitive Information include but are not limited to personal information or opinions on an individuals health, criminal record, sexual preferences, religion etc. Sensitive Information can only be collected if it is relevant to do so and with an individual's consent.
The Australian Cotton Trade Show Pty Limited's Privacy Principles
Collection and use of Personal Information:
Where an individual requests a product or a service from the The Australian Cotton Trade Show Pty Limited we will collect Personal Information where it is necessary primarily to identify an individual or an individuals business entity and to establish the product or service that has been requested. Where reasonably practical, the The Australian Cotton Trade Show Pty Limited will collect the Personal Information directly from the individual concerned. We may also collect Personal Information on the individual from other parties such as credit reporting agencies, unrelated third parties and from publicly available sources of information.
An individual is not obliged to give Personal Information about themselves that may be requested by us to supply products and services. However, without this information, the The Australian Cotton Trade Show Pty Limited may not be able to provide the individual with the products or services requested.
Use and disclosure of Personal Information:
The Australian Cotton Trade Show Pty Limited collects Personal Information for the primary purpose of providing a service or product, which may include, but is not limited to the provision and administration of agricultural commodity based transactions and other ancillary services.
The Australian Cotton Trade Show Pty Limited may use or disclose an individual's Personal Information for purposes directly related to the primary purpose, such as a credit agency reference. The Personal Information may also be used or disclosed to complete internal business functions such as auditing, financier compliance reporting, management reporting, research, product development and planning.
In providing products and services to an individual The Australian Cotton Trade Show Pty Limited may disclose Personal Information to organisations and other third parties that carry out functions on our behalf. These include but are not limited to our auditors, accountants, lawyers, financiers, computer and information technology service providers for computer, Internet, network distribution and related functions.
The Australian Cotton Trade Show Pty Limited will undertake its best endeavours to ensure that an individual's Personal Information is safeguarded in a manner consistent with our own Privacy Policy, and that the Personal Information is only used to carry out functions on our behalf. However, we do not accept any liability for any misuse of an individual's Personal Information by those organisations or other third parties.
The Australian Cotton Trade Show Pty Limited may also disclose an Individual's Personal Information if such a disclosure is required under, or authorised by law. (for example, to comply with a subpoena, a warrant or other order of a court or legal process). In addition we may disclose an individual's Personal Information to regulatory bodies and industry associations / participants, if an individual defaults or is proven to act fraudulently in its business dealings with us.
The Australian Cotton Trade Show Pty Limited undertakes to not use Personal Information for any other purposes than those outlined above without the consent of the individual concerned.
Accuracy of Personal Information:
The Australian Cotton Trade Show Pty Limited will ensure that any Personal Information collected, used or disclosed is, at all times, accurate, complete and up to date. If an individual becomes aware of any errors in their Personal Information they should be requested to advise our Privacy Officer in writing of the change. The Privacy Officer undertakes to amend the records as soon as practical after the validity of the change is confirmed.
Security
Security of Personal Information
The Australian Cotton Trade Show Pty Limited will take all reasonable steps to protect the Personal Information that we collect from unauthorised access, modification and disclosure. An individual's Personal Information may be stored in paper or electronic format.
Security measures undertaken by The Australian Cotton Trade Show Pty Limited to protect Personal Information stored in paper format include as a minimum, but are not limited to, building access restrictions via authorised security keys, secured filing systems and restricted employee access.
Security measures undertaken by The Australian Cotton Trade Show Pty Limited to protect Personal Information stored in electronic format include as a minimum, but are not limited to, firewall technology, provision of unique user identification and password codes, and the use of generally accepted IT industry security measures.
The Australian Cotton Trade Show Pty Limited will de-identify or destroy an individual's Personal Information that is stored both in paper and electronically when it is no longer required by us.
Security of The Australian Cotton Trade Show Pty Limited web site
The Australian Cotton Trade Show Pty Limited operates a secure web site under the domain name www.cottontradeshow.com.au We do not utilise "tags" or "cookies" to collect information on our web site and our server provider does not capture Personal Information when someone accesses the web site.
Our web server may however collect statistical data, such as the number of pages viewed by each visitor, which may then be utilised by ourselves or the server provider to evaluate the performance and usefulness of the web site.
Our web site may now, or in the future, contain links to other web sites and those third party web sites may collect Personal Information about an individual. We are not responsible for the privacy practices of other businesses or the security of their web sites.
Our web site does not capture e-mail addresses, however, if an individual provides their e-mail address to us via our web site it may be used to send them information relating to our services, products, and our business in general. If an individual is sent such an e-mail and they inform us that they do not want to receive such correspondence in the future their e-mail address will be removed from our systems.
Open and available policies on information practices:
The Australian Cotton Trade Show Pty Limited has developed a policy that outlines information handling practices. Information in this document gives an individual some insight into how we manage their Personal Information and their rights. In addition to this Privacy Policy a Privacy and Collection Statement is distributed.
Access and correction to Personal Information
An individual is entitled to access Personal Information that the The Australian Cotton Trade Show Pty Limited has collected about them.
The type of information that they may request is their Personal Information along with any comments, opinions and file notes that we may hold on them.
We undertake to process any request within a reasonable time, generally 14 days for a simple request, however additional time can be specified depending on the nature of the request.
We do not levy a fee for lodging a request for Personal Information. However, we do reserve the right to recover reasonable costs associated with processing the request. The Privacy Officer will quantify and advise the individual of the cost, if any, before any request for Personal Information is actioned.
Any request by an individual to access their personal information must be directed to the Privacy Officer by one of the following methods:
Phone 02 43539714
Post The Australian Cotton Trade Show Pty Limited
PO Box 248, Wyong, NSW 2259
An individual may request that The Australian Cotton Trade Show Pty Limited at any time correct any Personal Information it holds about them. We undertake to correct the information within a reasonable time provided the Privacy Officer is satisfied as to the validity of the request. If the Privacy Officer cannot establish the validity of the request then the individual will be advised that we have not acted on it and the reason why. If The Australian Cotton Trade Show Pty Limited disagrees with an individual's request to correct information we hold, they have the right to request a statement be held with that information, noting our disagreement.
Government identifiers
Identifiers are unique numbers that a Commonwealth Government agency has assigned to an individual, such as tax file numbers and medicare numbers. The Australian Cotton Trade Show Pty Limited does not utilise any Government identifiers as our own identifier. Under the Act ABN numbers are exempt from this principle and may be used by The Australian Cotton Trade Show Pty Limited as its own identifier.
Anonymity
In compliance with the National Privacy Principals, the Australian Cotton Trade Show Pty Limited will allow individuals the option to transact business with us anonymously if it is lawful and practicable.
Transborder data flows
If an individual requests a product or a service where the Australian Cotton Trade Show Pty Limited is, or may be required to transfer their Personal Information to another country, we will take all reasonable steps to ensure that the Personal Information won't be held, used or disclosed by the recipient in a manner that is inconsistent with the National Privacy Principals.
Sensitive Information
The collection of Sensitive Information is not considered relevant to business transacted between the Australian Cotton Trade Show Pty Limited and individuals and is therefore not sought or recorded in any way or form.
If in the opinion of the Australian Cotton Trade Show Pty Limited it becomes necessary in the future to collect Sensitive Information from an individual we must obtain that individual's specific consent prior to collection. The individual must at the time of consent be informed that they are entitled to access any Sensitive Information that we may collect.
Further Information or Questions
The Australian Cotton Trade Show Pty Limited has appointed a Privacy Officer to manage, investigate, coordinate and respond to anyone's inquiries, disputes lodged, information access and correction requests in accordance with this Privacy Policy and the National Privacy Principles.
The Privacy Officer will also provide individuals upon request with contact details for the Privacy Commissioner if required where we are unable to resolve a dispute to an individual's satisfaction.
The Australian Cotton Trade Show Pty Limited Privacy Officer can be contacted during normal business hours from Monday to Friday.
Changes to this Privacy Policy
This Privacy Policy has been developed by The Australian Cotton Trade Show Pty Limited to be consistent with the National Privacy Principles as set out in the Privacy Act. We may change this Privacy Policy from time to time to comply with new laws or industry codes of practice which are developed. It is each readers' responsibility to check back to this Privacy Policy from time to time to familiarise themselves with any changes.
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