Who this Privacy Statement applies to
This Privacy Statement applies to Allen + Clarke (a Limited Partnership) ABN 37 950 690 684, and its related bodies corporate (referred to as Allen + Clarke, we, us or our). We respect your right to privacy and are committed to safeguarding your privacy and handling your personal information in a safe, open and transparent way.
What this Privacy Statement covers
This Privacy Statement explains how we collect, store, maintain, manage, and protect your personal information when we provide professional services to you or your clients and when you use this website, which we own and administer directly.
Laws that apply to us
We will handle your personal information in accordance with the Australian Privacy Principles (APPs) as set out in the Privacy Act 1988 (Cth) (Privacy Act) and other applicable legislation, including Australian State and Territory health privacy legislation such as the Information Privacy Principles (IPPs) in Schedule 1 of the Privacy and Data Protection Act 2014 (Vic), the Privacy and Personal Information Protection Act 1998 (NSW), the Information Act 2002 (NT), the Information Privacy Act 2014 (ACT), the Information Privacy Act 2009 (Qld), the Personal Information and Protection Act 2004 (Tas), and the Freedom of Information Act 1992 (WA).
In the course of our work, Allen + Clarke may be provided with health information, which is included in the Privacy Act definition of 'sensitive information' and is therefore afforded a higher standard of protection. We will meet any obligations that may arise under legislation relating to the type of information we hold, including the Health Records Act 2001 (Vic), the Health Record and Information Privacy Act 2002 (NSW), the Child Wellbeing and Safety Act 2005 (VIC), the Family Violence Protection Act 2008 (Vic) and the Health Records (Privacy and Access) Act 1997 (ACT). Allen + Clarke will ensure that sensitive information is only collected where necessary for our legitimate functions or activities, and only with the express consent of the individual.
Where applicable, we will also comply with legislation and data protection laws of other jurisdictions, such as the New Zealand Privacy Act 2020 for personal information, the New Zealand Health Information Privacy Code 2020 for health information relating to identifiable individuals, and the New Zealand Official Information Act 1982 for work performed for public sector clients.
Allen + Clarke accepts the responsibility to store, maintain, manage and dispose of information in a manner that meets or exceeds the requirements of applicable laws. We take our obligations under the APPs, Australian State and Territory privacy legislation, and other applicable data protection laws seriously. Accordingly, in addition to this statement, we also maintain an internal privacy policy related to information and data security, handling and management.
Personal information that we collect through contracted services
Allen + Clarke may be provided with personal information by our clients and/or by other stakeholders we interact with in the course of our work. To comply with relevant legislation, our project plans embed Allen + Clarke's approach to information management. The types of personal information we may collect or be provided with when delivering professional services to our clients include (but are not limited to) general identification information (such as name, date of birth, gender and occupation) and contact details (such as e-mail address, postal address, and phone or mobile phone number). In some circumstances, we may be required to collect sensitive information in order to provide specific services to a client. Sensitive information may include information about a person's racial or ethnic origins, gender diversity, sexual orientation, disability, health, and religious or philosophical beliefs. We will only collect and use sensitive information with a person's informed consent, in accordance with applicable laws and the terms of any confidentiality and information management requirements contained in contracts with individual clients. We will comply with all ethical obligations and will seek ethics approval through a formal Human Research Ethics Committee, as appropriate.
How we use your information in the delivery of contracted services
We use the personal information provided to us to deliver our services to clients in accordance with the terms of our contracts with individual clients. We will only use personal information for the purpose(s) it is provided to us, unless it is necessary to comply with a legal or professional right, obligation, or duty. We will not use or disclose personal information to any other agency or person or for any other purpose(s) without a person's consent, unless required by law.
Marketing information we collect through our websites, digital services and business interactions
You can browse many parts of our websites and access publicly available information without directly providing us with your name or contact details. However, we may still collect technical and usage information through cookies, analytics tools and similar technologies.
We collect personal information when you interact with Allen + Clarke, including when you:
- register for a webinar or event
- subscribe to our marketing communications
- create or use an account for our resource hub
- download or request a resource from our website or social media
- complete a marketing form, survey or assessment
- contact us through our website, by email or through another channel
- interact with our content or communications
- engage with Allen + Clarke as a client, prospective client, business stakeholder, supplier or professional contact.
The marketing information we collect may include your name, email address, telephone number, organisation, role, location, communication preferences and any other information you choose to provide. Other information we may also collect includes:
- the pages and resources you access on our website
- links you click in our marketing material
- web searches you conduct
marketing forms you begin or complete
- webinars or events you register for or attend
- emails you open or interact with
- the date and time of your interactions
- the website or service that referred you to us
- your approximate location
your device, operating system and browser type
- technical information such as your IP address, cookie identifiers and browser settings.
Where permitted by law, we may combine information about your marketing interactions with Allen + Clarke to understand your professional interests, identify services or resources that may be relevant to you, improve our communications and support our client and professional relationships.
We use cookies and similar technologies to help us understand how people use our websites and interact with our resources, events and communications. You can control or disable cookies through your browser and, where available, through the settings provided by the relevant third-party platform.
When we share marketing information
We may provide personal information collected through marketing activity to service providers that help us operate our websites, resource hub, events, customer relationship management systems, analytics, advertising and communications. They may process information in Australia, New Zealand or other countries in which they or their service providers operate.
We only provide these organisations with information reasonably necessary for their services and take reasonable steps to ensure personal information is handled appropriately. Some third-party services may also collect and use information under their own privacy policies.
We may also disclose personal information where you have authorised us to do so, where necessary to provide a requested service, or where required or permitted by law.
Your choices
You can choose whether to receive marketing communications from us. You can change your preferences or unsubscribe at any time using the link included in our marketing emails.
Opting out of marketing communications will not prevent us from contacting you when necessary to provide services, administer an existing client relationship, respond to you, meet contractual obligations or comply with the law.
How we protect your information
Allen + Clarke has established systems and processes to ensure confidentiality of client information is maintained. We adopt a range of security measures to protect this information, including technological security measures. All personal and sensitive information is locked away (in the case of physical copies) and is only accessible by our staff who are working directly with the material for a client.
If in doubt, our staff will seek permission of clients before discussing relevant projects with any party. Staff employment agreements have strict confidentiality clauses. We ensure our personnel understand their obligations under the Privacy Act 1988 (Cth) and relevant state legislation. If required, only Allen + Clarke staff assigned to a particular client's work will be given access to files associated with that work. When we engage subcontractors, they are required to acknowledge and recognise the importance of confidentiality of any information provided by way of documents, verbal conversations, or other forms of media. This is reinforced through strict confidentiality clauses in all contracts.
Where clients set their own reasonable expectations concerning the handling of information, we will meet these expectations to ensure that all confidentiality and information management requirements are being observed.
How you can access or correct your personal information
To view any personal information held by us, or if you have any concerns about personal information that we hold and wish to request correction of this information, please write to:
The Privacy Officer
Allen + Clarke
Suite 1103, 276 Flinders Street
Melbourne 3000
Email: [email protected]
We will take all reasonable steps to correct this information in accordance with the requirements of the Privacy Act.
