PRIVACY POLICY
INTELLIMEDGROUP PTY LTD (“we”, “our”, “us”) is committed to protecting your privacy and ensuring your personal information is handled in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information. This Privacy Policy explains how we collect, use, disclose and manage your personal information, and your rights regarding the information we hold about you.
By using our Website, products, or services, you consent to the collection, use and disclosure of your personal information in accordance with this Privacy Policy.
A copy of the Australian Privacy Principles may be obtained from the Website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.
1. Types of information
The Privacy Act 1998 (Cth) (Privacy Act) defines types of information, including Personal Information and Sensitive Information.
1.1. Personal Information means information or an opinion about an identified individual or an individual who is reasonably identifiable.
1.1.1. As follows:
1.1.1.1. whether the information or opinion is true or not; and
1.1.1.2. whether the information or opinion is recorded in a material form or not.
1.1.2. Examples of Personal Information we collect includes names, addresses, email addresses, phone and facsimile numbers. If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as “Personal Information” and will not be subject to this privacy policy.
1.1.3. We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.
1.1.4. When we collect Personal Information, we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
1.2. Sensitive Information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
1.2.1. Sensitive information will be used by us only:
1.2.1.1. For the primary purpose for which it was obtained
1.2.1.2. For a secondary purpose that is directly related to the primary purpose
1.2.1.3. With your consent; or where required or authorised by law.
2. What information do we collect?
2.1. The kind of Personal Information that we collect from you will depend on how you use the Website. The Personal Information which we collect and hold about you may include:
2.1.1. Name, email address, phone number, and address (where applicable)
2.1.2. Data sourced from surveys or interviews (where applicable)
2.1.3. Information about your interactions with our Website and services
2.1.4. Device information and IP address
2.1.5. Payment information (where applicable)
2.1.6. Any other information you provide to us voluntarily
3. How we collect your Personal Information
3.1. We may collect Personal Information from you in various ways, including:
3.1.1. When you input such information into the Website or related app
3.1.2. When you provide it to us directly via email, phone, or in person
3.1.3. Through automated technologies or interactions (cookies, server logs)
3.1.4. From third parties with your consent or as permitted by law
3.2. We may also collect cookies from your computer which enable us to tell when you use the Website and to help customise your Website experience. As a rule, however, it is not possible to identify you personally from our use of cookies.
3.3. Where reasonable and practicable we collect your Personal Information from you only. However, sometimes we may be given information from a third party. In cases like this, we will take reasonable steps to make you aware of the information that was provided by a third party.
4. Purpose of collection
4.1. We collect Personal Information to:
4.1.1. Provide you with the best service experience possible on the Website
4.1.2. Keep in touch with you about developments in our business
4.1.3. Process transactions and deliver services you’ve requested
4.1.4. Improve our Website, products and services
4.1.5. Respond to your inquiries and provide customer support
4.1.6. Comply with our legal and regulatory obligations
4.1.7. For other purposes with your consent or as permitted by law
4.2. We customarily disclose Personal Information to:
4.2.1. Our service providers who assist us in operating the Website
4.2.2. Payment processors (where applicable)
4.2.3. Marketing and analytics service providers
4.2.4. Professional advisors such as lawyers, accountants, and insurers
4.2.5. Regulatory authorities where required by law
4.3. Your Personal Information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.
5. Direct Marketing
5.1. By using our Website, you consent to the receipt of direct marketing material. We will only use your Personal Information for this purpose if we have collected such information directly from you, and if it is material of a type which you would reasonably expect to receive from us.
5.2. We do not use sensitive Personal Information in direct marketing activity.
5.3. Our direct marketing material will include a simple means by which you can request not to receive further communications of this nature, such as an unsubscribe button or link. You can opt out of receiving direct marketing communications from us at any time by:
5.3.1. Clicking the “unsubscribe” link in any marketing email we send
5.3.2. Contacting us using the details provided at the end of this policy
5.3.3. Updating your communication preferences in your account settings (if applicable)
5.4. We will process your request as soon as reasonably practicable, and in accordance with applicable laws.
6. Security, Access and Correction
6.1. We store your Personal Information in a way that reasonably protects it from unauthorised access, misuse, modification or disclosure.
6.2. When we no longer require your Personal Information for the purpose for which we obtained it, we will take reasonable steps to destroy and anonymise or de-identify it. Most of the Personal Information that is stored in our client files and records will be kept for a maximum of 7 years to fulfil our record keeping obligations.
6.3. The Australian Privacy Principles:
6.3.1. permit you to obtain access to the Personal Information we hold about you in certain circumstances (Australian Privacy Principle 12); and
6.3.2. allow you to correct inaccurate Personal Information subject to certain exceptions (Australian Privacy Principle 13).
6.4. To request access to or correction of your Personal Information:
6.4.1. Submit your request in writing using the contact details at the end of this policy
6.4.2. Provide sufficient detail about the information you seek to access or correct
6.4.3. Verify your identity through our verification process
6.5. We will respond to your request within 30 days. If we refuse access or correction, we will provide written reasons and available complaint mechanisms.
7. Anonymity and Pseudonymity
7.1. Where practicable, you have the option of not identifying yourself or using a pseudonym when dealing with us. However, this will not be possible where:
7.1.1. We are required or authorised by law to deal with individuals who have identified themselves
7.1.2. It is impracticable for us to deal with you anonymously or pseudonymously
8. Complaint Procedure
8.1. If you have a complaint about how we handle your Personal Information, please contact us by telephone, email or use our contact form. All complaints will be acknowledged within 30 business days and reviewed promptly.
8.2. To ensure we fully understand your concerns, we may ask you questions to clarify the details of your complaint. Following a thorough review, we will work with you to resolve your complaint. While we work to resolve your complaint, we will provide you with regular updates on progress and the steps being taken to address the issue.
8.3. If you are not satisfied with the resolution, you may escalate the issue to the Office of the Australian Information Commissioner for further review:
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001
Phone: 1300 363 992
Email: [email protected]
Website: www.oaic.gov.au
9. Data Breach Notification
9.1. When assessing whether a data breach is likely to result in serious harm, we may consider various factors in accordance with the Notifiable Data Breaches scheme and guidance from the Office of the Australian Information Commissioner.
9.2. In the event of a data breach involving your Personal Information that is likely to result in serious harm, we will:
9.2.1. Take immediate steps to contain the breach
9.2.2. Assess the likely risk of serious harm
9.2.3. Notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme
9.2.4. Take steps to remediate the breach and prevent similar incidents in the future
10. Overseas Transfer
10.1. We primarily store personal information in Australia. However, we may use cloud service providers or other third-party service providers that may access or store your personal information outside Australia as part of our normal business operations. When personal information is transferred overseas, we take steps that are reasonable in the circumstances to ensure the overseas recipient does not breach the Australian Privacy Principles in relation to that information. We generally do not disclose Australian clients’ personal information to overseas recipients outside of these service arrangements unless specifically requested by the client. If you request us to transfer your personal information to an overseas recipient, you acknowledge that the overseas recipient may not be subject to Australian privacy laws or principles, and we will not be liable for any handling of your information by such overseas recipients.
11. Cookies and Similar Technologies
11.1. Our Website uses cookies and similar technologies to enhance your browsing experience. These include:
11.1.1. Essential cookies: Required for the Website to function properly
11.1.2. Analytical/performance cookies: Allow us to recognise and count visitors and analyse Website performance
11.1.3. Functionality cookies: Enable Website features like remembering your preferences
11.1.4. Targeting cookies: Record your visit, pages visited and links followed to make content more relevant to your interests
11.2. You can control cookies through your browser settings. Blocking some types of cookies may impact your experience of the site and services we offer.
11.3. To manage the cookies and similar technologies used (tracking pixels, web beacons, etc.) and related consents, we use the consent tool “Real Cookie Banner”. Details on how “Real Cookie Banner” works can be found here. The legal basis for the processing of personal data in this context are Art. 6 (1) (c) GDPR and Art. 6 (1) (f) GDPR. Our legitimate interest is the management of the cookies and similar technologies used and the related consents.
11.4. The provision of personal data is neither contractually required nor necessary for the conclusion of a contract. You are not obliged to provide the personal data. If you do not provide the personal data, we will not be able to manage your consents.
12. Children’s Privacy
12.1. Our services are not directed to individuals under the age of 18. We do not knowingly collect Personal Information from children under 18. If we become aware that a child under 18 has provided us with Personal Information, we will take steps to delete such information. If you believe we might have any information from or about a child under 18, please contact us using the details provided at the end of this policy.
13. Third-Party Links and Services
13.1. Our Website may contain links to third-party Websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party Websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every Website you visit.
14. Changes to this Privacy Policy
14.1. We may update this Privacy Policy from time to time to reflect changes to our practises or for other operational, legal, or regulatory reasons. We will:
14.1.1. Post the updated policy on our Website with a revised “last updated” date
14.1.2. Notify you of material changes via email or through a notice on our Website
14.1.3. Obtain your consent where required by applicable law
14.2. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
15. Retention of Personal Information
15.1. We retain your Personal Information for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider:
15.1.1. The amount, nature, and sensitivity of the Personal Information
15.1.2. The potential risk of harm from unauthorised use or disclosure
15.1.3. The purposes for which we process the information and whether we can achieve those purposes through other means
15.1.4. Applicable legal requirements
16. Your Rights
16.1. Under the Australian Privacy Principles, you have the right to:
16.1.1. Access your Personal Information
16.1.2. Correct inaccurate Personal Information
16.1.3. Object to processing of your Personal Information
16.1.4. Request restriction of processing your Personal Information
16.1.5. Request transfer of your Personal Information
16.1.6. Withdraw consent where we rely on consent to process your information
16.1.7. Lodge a complaint with the Office of the Australian Information Commissioner
16.2. To exercise these rights, please contact us using the details provided below.
17. De-identified Data
17.1. De-identified and Aggregated Data We may use and share aggregated and de-identified information for various purposes including analytics, research, and service improvement. This information cannot reasonably identify you as an individual. We take reasonable measures to ensure that de-identified data cannot be re-identified, and we handle such data in accordance with applicable laws and industry best practises.
18. How to Contact Us About Privacy
18.1. If you have any queries, or if you seek access to your Personal Information, or if you have a complaint about our privacy practises, you can contact us through:
INTELLIMEDGROUP PTY LTD
Email: [email protected]
Address: Melbourne
18.2. We will respond to all inquiries, requests, and complaints within a reasonable timeframe and in accordance with applicable laws.
19. Governing Law
19.1 This Privacy Policy is governed by the laws of Australia. Any dispute arising out of or related to this Privacy Policy will be subject to the exclusive jurisdiction of the Australian courts.
Last Updated: April 7, 2025