This Privacy Policy is based on the Australian Privacy Principles contained in Schedule 1 in the Privacy Amendment (Enhancing Privacy Protection) Act 2012 which amends the Privacy Act 1988.

Protecting personal information is important to WAMA and personal information will be held in strictest confidence.

Personal information will only be used for the purposes it was collected or in the way that the provider has given WAMA permission to use it.

TYPES OF PERSONAL INFORMATION WAMA COLLECTS AND HOLDS

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

1. a) whether the information or opinion is true or not; and
2. b) whether the information or opinion is recorded in a material form or not.

We generally ask for all or some of the following types of personal information:

• Title, name, address and contact details
• Gender
• Date of birth

(NB some of the information asked for is optional).

Depending on the service you select we may also ask for other types of personal information such as:

• Employment information
• Educational qualifications

Credit card information is collected by WAMA but is processed using a secure gateway therefore this information is not held.

When collecting personal information by whichever means, WAMA will ensure that appropriate notices are given and consents obtained in accordance with the Australian Privacy Principles. Most information is collected directly from the individual. WAMA may also obtain some personal information from third party sources. In such cases WAMA will require a warranty from the third party that the information has been collected in accordance with Australian Privacy Principle, including notification that the information may be disclosed to organisations such as WAMA.

HOW WE COLLECT PERSONAL INFORMATION

The personal information we require to deliver our products and services is usually collected directly from you:

• using written forms
• via the internet including websites and social media
• via email
• via telephone
• via face-to-face contact (eg at events)

We may keep unsolicited personal information (personal information we receive that we have taken no active steps to collect) if the information is reasonably necessary for one or more of our functions or activities.

Our website uses cookies to provide a number of services to you and to us, such as data on user access on webpages. Cookies in use may identify individuals who log into our website. You can reject cookies but doing so may limit your functionality and user experience within our site.

Note: Cookies provide information which is not classified as personal information.

ANALYTICS

Our website uses a range of data analytics platforms for marketing intelligence purposes. These do not identify individual users or associate member and customer IP addresses with any other data held by those platforms. The type of information that is collected includes:

• type of device being used to access the website
• country where user is located
• time on a page
• bounce rate – the number of users that enter and leave the same page (expressed as a percentage).
• channel
• other metrics as required

DISCLOSURE OF PERSONAL INFORMATION

Personal information provided to WAMA will not be disclosed to other organisations or individuals without the provider’s permission or when obliged to provide such information by lawful authority.

WAMA may disclose personal information for secondary purposes that are related to the primary collection purpose but only in situations where it is reasonable to expect such information to be disclosed. Typically this would be for internal business practices (auditing, product development etc).

WAMA will never sell, trade, lease or rent any personally identifiable information to other organisations except as stated and agreed when collecting information from members or other persons.

WAMA reserves the right to communicate with members about the substantive affairs of the organisation.

PROTECTION OF PERSONAL INFORMATION

Securing and protecting data is an issue that WAMA takes very seriously. We have implemented technology and security processes to protect the personal information that we collect and we take all reasonable steps to protect it. Our websites have electronic security systems in place, including the use of firewalls and data encryption. User identifiers and passwords are also used to control access to your personal information.

Specifically:

• data is encrypted at rest in all our systems
• data is encrypted in transit
• audit records track access to data stored in the cloud
• two-factor authentication is required for member and customer data access
• access is restricted to only those members of staff who require access for their role
• strict policies govern how and when member and customer data is accessed and under what circumstances

WAMA member and customer data is held in the Cloud by a number of providers. Our CRM provider stores data outside of Australia, so potentially Privacy Principle 8 (cross-border disclosure of personal information) applies. However, the WAMA maintains effective control of what, where and when its data is disclosed and to whom, as this provider is a ‘user’ not a ‘discloser’. This, in combination with technical controls mentioned above, means that the requirements of Privacy Principle 8 do not apply. This does not lessen our vigilance on privacy. (Note that our CRM provider has been certified by the Australian Signals Directorate through their ASD Certified Cloud Services program).

WAMA’ agreements with our cloud providers address compliance with Australian Privacy Laws and any amendments to those laws. We are confident that the providers will maintain administrative, technical, and physical safeguards to help protect the security, confidentiality and integrity of member and customer data consistent with applicable requirements of Australian Privacy Laws.

CORRECT, UPDATE OR DELETE PERSONAL INFORMATION

ACCESS TO PERSONAL INFORMATION

Any individual has the right to seek access to personal information we hold on them.

CONTRACTED SERVICE PROVIDERS

Contracts with all service providers/consultants whose service involves access to personal information must be subject to contract terms that are compliant with the WAMA Privacy Policy and Office of the Australian Information Commissioner guidelines and rules that are legally binding. Where necessary, formal Non Disclosure Agreements are in place. Also, third parties such as mailing houses, which receive personal information in order to provide a service for WAMA, are required to sign an undertaking that the information will only be used for the purpose for which the information was provided.

COMPLAINTS

Complaints concerning the collection, disclosure or handling of your Personal Information by WAMA should be addressed to the WAMA committee. Any complaint should include the date, time and circumstances of the matter, how you believe your privacy has been invaded and how you would like your complaint resolved.

The WAMA committee will attempt to resolve the complaint within 5 business days but this timeframe may be extended if further information is required from the complainant and/or an involved third-party. In managing the complaint, the WAMA committee will follow principles of procedural fairness.

If the complaint is not resolved to your satisfaction you can refer it to the Office of the Australian Information Commissioner. Such complaints generally are resolved through conciliation.

Terms and Conditions

Welcome to our website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern WAMA’s relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term WAMA or ‘us’ or ‘we’ refers to the owner of the website. The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

1. The content of the pages of this website is for your general information and use only. It is subject to change without notice. While we do our utmost to ensure the accuracy of all information presented here, we will not be held responsible for any inaccuracies.
2. This website uses cookies to monitor browsing preferences. If you do allow cookies to be used, these cookies will be used to customise content based on your account preferences.
3. Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
4. Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
5. This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
6. All trademarks that are not held by WAMA are recognised as being owned by their respective owners.
7. By publishing content on this site (either through syndication or directly) you grant WAMA a non-transferable license to reproduce said material within WAMA publications.
8. Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
9. This website may also include links to other websites and content from non-WAMA-affiliated organisations. These links and related information are provided for your convenience to provide further information. They do not signify that we endorse the website(s) or organisation(s). We take no responsibility for the content of the linked website(s) or content published by non-WAMA organisations.

Notification Statement

WAMA collects and uses your personal information in a number of ways. You authorise WAMA to collect your personal information whenever you provide your information by completing an enquiry, application to join or download a document. WAMA shall then use the personal information that you provide in order to communicate with you. We shall communicate with you either by mail, phone or electronically. We do this in order to keep you up to date with changes within the industry, invite you to industry events, provide you with general information by way of marketing communications, advise of changes to our member services and any related activities.