Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Transcription

1 Privacy Plicy 1 Overview Precisin Administratin Services Pty Ltd ( Precisin, We ), (ABN , AFSL N ) is whlly wned by Sunsuper Pty Ltd (ABN ) as Trustee fr the Sunsuper Superannuatin Fund (Sunsuper) (ABN ). Precisin wns and perates Beam, a clearing huse prduct and single-tuch payrll (STP) reprting service, and Sunsuper clearing huse, a clearing huse prduct. At Precisin we aim t prvide emplyers with the best pssible service and in ding s we are cmmitted t prtecting their emplyees privacy, and the security f persnal infrmatin we receive and have access t in prviding clearing huse prducts and STP services t emplyers. We are required under the Privacy Act 1988 (Cth) ( the Privacy Act ) t have an upt-date privacy plicy with infrmatin abut hw Precisin cllects, uses and manages persnal infrmatin, including persnal infrmatin cllected via ur website. This plicy describes hw we will cmply with ur bligatins under the Privacy Act, and manage the persnal infrmatin we cllect. This plicy applies t the interactins f emplyers with, and services prvided by, Precisin in relatin t its prducts and services. It des nt relate t any interactins r services prvided by Precisin in its capacity as a superannuatin administratin service fr Sunsuper. Any interactins that emplyers (r individual emplyees wh are Sunsuper members) have with Sunsuper and Precisin in regards t superannuatin administratin, are subject t the Sunsuper Privacy Plicy available here: Yu shuld nte that the Sunsuper and the Beam websites cntain links and references t ther websites t which neither Sunsuper nr Precisin s privacy plicy applies. Yu shuld review the privacy plicy f each f thse websites and assess whether thse plicies are acceptable t yu befre yu use thse websites. 2 What des persnal infrmatin mean? Persnal infrmatin means infrmatin r an pinin abut an identified individual, r an individual wh is reasnably identifiable. Persnal infrmatin includes sensitive infrmatin. Sensitive infrmatin is any persnal infrmatin abut an individual s racial r ethnic rigin, plitical pinins, membership f a plitical assciatin, religius beliefs r affiliatins, philsphical beliefs, membership f a prfessinal r trade assciatin, membership f a trade unin, sexual preferences r practices, criminal recrd, health, genetic r bimetric infrmatin.

2 3 What persnal infrmatin d we cllect? When dealing with Precisin in relatin t clearing huse prducts and/r STP reprting services, the types f persnal infrmatin that Precisin may require and cllect include: emplyer cntact details and Australian Business Number emplyees : cntact details, date f birth, gender, ccupatin, salary infrmatin, emplyer and emplyment histry; Tax File Number; and salary and wages, allwances, deductins (fr example, wrkplace giving) and ther payments, pay as yu g (PAYG) withhlding and superannuatin infrmatin. emplyer bank accunt r ther financial institutin details. 4 Fr what purpses will we use yur persnal infrmatin? We cllect, use and disclse emplyees persnal infrmatin in rder t administer the clearing huse, including passing infrmatin t superannuatin funds t facilitate the allcatin f superannuatin cntributins, quality assurance and reprting and related services, including fr the fllwing purpses: Emplyer identificatin details are used t prcess an applicatin, manage participatin via the clearing huse and related systems, prcess superannuatin cntributins thrugh the clearing huse and t ensure that we cmply with ur legal and regulatry bligatins. emplyees Tax File Numbers are cllected in rder t accept all types f cntributins and t ensure superannuatin is taxed crrectly. Individuals identificatin details are used t register attendance at events and seminars, when they enter int cmpetitins, and t prvide them with infrmatin abut imprtant changes t the clearing huse and related services. We may als use persnal infrmatin fr any purpse: fr which the persnal infrmatin was riginally cllected, r where the individual has cnsented; fr enfrcement related activities cnducted by, r n behalf f, an enfrcement bdy; r which is authrised r required by a curt/tribunal rder r an Australian law. We als cllect, use r disclse emplyees persnal infrmatin in rder t prvide STP reprting services, t help emplyers meet their ATO reprting bligatins. We may als cllect, use and disclse persnal infrmatin (being cntact details fr emplyers wh use Sunsuper clearing huse and Beam s clearing huse prduct, and fr peple using Sunsuper clearing huse and Beam s clearing huse prduct n behalf f emplyers) t prvide emplyers with infrmatin abut ur prducts and services and prducts ffered by ther parties that we believe may be f interest t yu (including by way f direct mail, telephne, , SMS and MMS, secure nline prtals, and nline advertising and marketing) r t request yur feedback fr research purpses. Yu always have the right t pt-ut f receiving such

3 infrmatin. Yu may exercise that right by cntacting us as set ut belw in sectin Hw d we cllect persnal infrmatin? Precisin will generally cllect persnal infrmatin abut an individual as much as pssible directly frm that individual. In prviding clearing huse prducts and STP services t individual emplyers, Precisin will cllect persnal infrmatin abut emplyees frm the emplyers. On ccasin, we may cllect persnal infrmatin frm publicly available surces f infrmatin and frm ther third parties. Examples f ther third parties we may cllect persnal infrmatin abut an individual frm include: If we cannt cntact an individual we may try t btain their cntact details thrugh ther rganisatins that prvide cntact details such as Australia Pst and the Australian Taxatin Office. We may als cllect persnal infrmatin abut individuals frm direct marketing rganisatins and data prviders. We nly cllect sensitive infrmatin if the individual has cnsented t the cllectin f the infrmatin and the sensitive infrmatin is reasnably necessary fr ne r mre f ur functins r activities, r if the cllectin f sensitive infrmatin is authrised r required by a curt/tribunal rder r an Australian law, including the relevant Australian Laws set ut in Appendix A. We will als cllect frm emplyers persnal infrmatin abut their emplyees in rder t facilitate superannuatin cntributins. 6 Wh d we disclse yur persnal infrmatin t? As set ut in sectins 4 and 5 abve, there are a range f peple and rganisatins we disclse persnal infrmatin t and cllect persnal infrmatin frm. Sme examples f the parties t whm we may disclse persnal infrmatin include: Mail and electrnic mail service prviders fr cmmunicatin and ther infrmatin. Legal advisers and ther experts. Regulatry authrities and legal bdies as required by law (e.g. Australian Taxatin Office, the Australian Transactin Reprts and Analysis Centre (AUSTRAC), Australian Prudential Regulatin Authrity (APRA) r a Curt r tribunal). Auditrs in rder t assist them in cnducting their independent audit and review activities f Precisin s financial statements and peratins. Other third party service prviders s that they can prvide cntracted services t Precisin such as infrmatin technlgy supprt, hsting services, telephny services, mailing r sending ther dcumentatin. We may als share persnal infrmatin abut an individual with an rganisatin where we have btained the individual s cnsent t d s.

4 7. Ntifiable data breaches On 22 February 2018, amendments t the Privacy Act tk effect, intrducing a scheme fr ntifying certain data breaches. As a result f these amendments, Precisin must ntify the Office f the Australian Infrmatin Cmmissiner (OAIC) and the affected individual(s) if: there is unauthrised access t, unauthrised disclsure, r lss f persnal infrmatin; this is likely t result in serius harm t ne r mre individuals; and Precisin has nt been able t prevent the likely risk f serius harm with remedial actin. Yu can find mre infrmatin abut the Scheme n the OAIC website at 8 D we disclse yur persnal infrmatin verseas? Precisin will nly disclse persnal infrmatin t a recipient verseas in accrdance with the Privacy Act. Circumstances in which we will d this may include where: the individual has asked us t r we have their cnsent t d s; OR we have utsurced a business activity r functin t an verseas prvider; and we reasnably believe that the verseas recipient is subject t a law r binding scheme that prtects the infrmatin in a way that is substantially similar t the way the infrmatin is prtected under the Privacy Act and the Australian Privacy Principles, and there are mechanisms individuals can access t take actin t enfrce that prtectin; OR the disclsure is required r authrised by r under an Australian law r a curt/tribunal rder. In rder t prvide clearing huse prducts and STP reprting services, Precisin des nt currently disclse persnal infrmatin t any verseas recipients. 9 D yu have t prvide yur persnal infrmatin t us? If lawful and practicable, we ffer individuals the pprtunity t deal with us annymusly r by using a pseudnym. Fr example, we can prvide general infrmatin t emplyers abut clearing huse prducts and STP reprting services, r general guidance n hw t fill ut ur frms withut cllecting any persnal infrmatin. Hwever, in rder t prvide clearing huse prducts and STP reprting services it is nrmally impracticable fr us t deal with individuals annymusly r by using a pseudnym. Fr example if yu are an emplyer and d nt prvide emplyee persnal infrmatin t us, Precisin will be unable t prvide clearing huse prducts and STP reprting services t yu.

5 10 Can yu access the persnal infrmatin we hld abut yu? Individuals may request access t any f the persnal infrmatin we hld abut them by cntacting us as set ut belw in sectin 14. A summary f persnal infrmatin that we hld such as an individual s name and cntact details, is available t the individual upn request. We will prvide individuals with access t their persnal infrmatin in accrdance with the Privacy Act. Under the Privacy Act we can deny access t sme r all f the persnal infrmatin requested by an individual in specified circumstances, and will prvide reasns fr any refusal in writing. 11 Can yu crrect any persnal infrmatin held by us that is incrrect? Precisin endeavurs t ensure that the persnal infrmatin we hld abut individuals is accurate, up-t-date, cmplete, and relevant. Please let us knw if yu believe any f the persnal infrmatin we hld is incrrect by cntacting us as set ut belw in sectin 14. T ensure that the infrmatin we hld remains accurate, cmplete and up-t-date, we may ask individuals t check and crrect their persnal details frm time t time. We may d this, when they make a telephne enquiry, r thrugh ther means. 12 Hw d we prtect yur persnal infrmatin? Precisin has security plicies and systems in place t prtect the persnal infrmatin we hld. We implement multiple layers f security cntrls thrughut ur systems s that in the event that ne cntrl fails, r a vulnerability is explited, there are ther measures still in place t prtect persnal infrmatin. The peple wh handle persnal infrmatin have the training and skills t prtect persnal infrmatin frm unauthrised access r misuse. Our websites use industry standard security prtcls t prtect the persnal infrmatin disclse t us thrugh ur nline facilities. Precisin uses encryptin t prvide mre secure cmmunicatins when using ur clearing huse facilities. In additin, when an emplyer signs up t use ur prducts and services they must read and accept terms and cnditins relating t privacy and security. Emplyers can review the Terms and Cnditins in the relevant PDS cntact us r yur payrll sftware prvider fr an up t date cpy. 13 Ckies The Sunsuper & any Precisin websites use ckies t prvide a number f services t website users. A ckie is a piece f data that a website can send t yur brwser, which may then be stred n yur cmputer. Ckies generally allw the website t interact mre efficiently with yur cmputer. Usually yu can set yur brwser t ntify yu befre yu receive a ckie s that yu can decide whether t accept it. Yu may als be able t set yur brwser t turn ff ckies. Hwever, smetimes nt accepting a ckie may affect yur use f ur website(s). We

6 smetimes use ckies t mnitr which pages n ur website(s) yu visit, in rder t imprve ur service. 14 Wh shuld yu cntact if yu have any questins regarding ur Privacy Plicy? Precisin has an appinted a Privacy Officer. If yu have any queries yu can cntact us by the fllwing means: Call: Mail: Cntact Us Online at The Privacy Officer Precisin Administratin Services Pty Ltd GPO Bx 2924 Brisbane Qld Can yu cmplain abut a breach f yur privacy? If yu believe that we have nt prtected yur persnal infrmatin as set ut in this privacy plicy yu may ldge a cmplaint with us by phne, , r mail: Call: Mail: Cntact Us Online at The Privacy Officer Precisin Administratin Services Pty Ltd GPO Bx 2924 Brisbane Qld 4001 We will endeavur t reslve the issue as quickly as pssible. If we have nt reslved yur cmplaint within 21 days, we will write t yu abut the prgress f yur cmplaint.

7 If yu are nt happy with Precisin s respnse t yur cmplaint r Precisin has nt respnded within 30 days, yu can refer yur cmplaint t the Office f the Australian Infrmatin Cmmissiner (OAIC) by: the nline Privacy Cmplaint frm: lcated at mail ; GPO Bx 5218, Sydney NSW 2001 fax: enquiries@aic.gv.au phne: Full details abut making a cmplaint t the OAIC can be btained at 15 Changes t this privacy plicy This privacy plicy may change frm time t time. Befre prviding us with persnal infrmatin, please check this plicy fr any changes either at r by cntacting us as set ut abve in sectin 14 t request an up t date cpy. This privacy plicy was last updated 1 April Appendix A Australian Laws under which Precisin is required r authrised t cllect infrmatin. Anti-Mney Laundering and Cunter-Terrrism Financing Act 2006 Crpratins Act 2001 Incme Tax Assessment Act 1936 Incme Tax Assessment Act 1997 Privacy Act 1988 Superannuatin (Unclaimed Mney and Lst Members) Act 1999 Superannuatin Industry (Supervisin) Act 1993 Precisin privacy cllectin ntice Infrmatin yu prvide t Precisin will be used fr the purpse f administering clearing huse prducts, including passing infrmatin t superannuatin funds, quality assurance and reprting, and fr the prvisin f STP services. Precisin is bund by the Privacy Act 1988 in its cllectin and handling f persnal infrmatin and tax file numbers (TFNs). The cllectin f this infrmatin is authrised by the Superannuatin Guarantee (Administratin) Act 1992 in relatin t clearing huse prducts. This infrmatin may be disclsed t the relevant super funds and financial institutins in relatin t payments under the clearing huse

8 prgram, and relevant gvernment agencies r as authrised r required by law. Please refer t sectin 6 f the Precisin Privacy Plicy fr mre details f wh we may disclse persnal infrmatin t. T ensure that yur emplyees are made aware f hw we intend t use and disclse persnal infrmatin cllected by Precisin in prviding clearing huse prducts and STP reprting services, we ask that yu print and prvide yur emplyees with the fllwing Emplyee privacy nte. Emplyee privacy nte Yu shuld read this Emplyee Privacy Nte in cnjunctin with the Precisin Privacy Plicy (if yu have been prvided with this nte by itself the Precisin Privacy Plicy can be accessed at beamcnnect.cm.au/privacy-plicy). Infrmatin yu have prvided t yur emplyer will be used by Precisin t facilitate superannuatin payments t yu and/r prvide STP reprting services t yur emplyer. Please refer t sectin 6 f the Precisin Privacy Plicy fr details f wh we may disclse yur persnal infrmatin t. In rder t prvide clearing huse r STP reprting services, Precisin des nt currently disclse infrmatin t any verseas recipients. The Precisin Privacy Plicy cntains infrmatin abut hw yu can seek access t and crrectin f yur persnal infrmatin, and hw yu may cmplain if yu are nt satisfied that Precisin has apprpriately prtected yur privacy and cmplied with privacy law. Additinal infrmatin if yur superannuatin payments are made via Beam r Sunsuper clearing huse: The cllectin f yur persnal infrmatin in rder t facilitate yur superannuatin payments is authrised by the Superannuatin Guarantee (Administratin) Act This infrmatin may be disclsed t the relevant super funds and financial institutins in relatin t payments under the clearing huse prgram and relevant gvernment agencies, r as authrised r required by law. While it is nt cmpulsry fr yu t prvide yur tax file number (TFN) t yur super fund, if yu chse nt t: yur super fund may have t pay extra incme tax n cntributins yur emplyer makes fr yu (including salary sacrifice) and may take this extra mney ut f yur super accunt yur super fund may nt be able t accept sme cntributins yu may miss ut n super c-cntributins even if therwise eligible.

9 Precisin has an appinted a Privacy Officer. If yu have any queries yu can cntact us by the fllwing means: Call: Cntact Us Online at Mail: The Privacy Officer Precisin Administratin Services Pty Ltd GPO Bx 2924 Brisbane Qld 4001