Personal Information Handling Practices for Responsive Printing and Digital

Our Personal Information Handling Practices

Our obligations under the Privacy Act 1988

This privacy policy sets out how we comply with our obligations under the Privacy Act 1988. As an Australian Company we are bound by the National Privacy Principles (NPPs) in the Privacy Act which regulate how companies may collect, use, disclose and store personal information and how individuals may access and correct personal information held about them.

In this privacy policy, personal information (as defined in the Privacy Act) means information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

Collection
It is our usual practice to collect personal information directly from the individual.

Sometimes we collect personal information from a third party or a publicly available source, but only if the individual has consented to such collection, or would reasonably expect us to collect their personal information in this way, or if it is necessary for a specific purpose such as the investigation of a privacy complaint.

In limited circumstances we may receive personal information about third parties from individuals who contact us or whom we contact. In these circumstances we will attempt to ensure that the consent of those third parties is obtained if we think we may need to use or disclose that information.

We only collect personal information for purposes which are directly related to our functions or activities under the Privacy Act, and only when it is necessary for or directly related to such purposes. These purposes include:

Administrative activities:

When we process freedom of information applications
When we manage the personnel functions of our office

Complaint handling and investigations:

When an individual makes a complaint to us

Enquiries:

When we are contacted for a quote for printing

We also collect personal information as part of our normal communication processes directly related to those purposes, including:

When an individual emails staff members
When an individual phones us we may store their phone number on our telephone system
When an individual hands us their business card

Use and disclosure
We only use personal information for the purposes for which it was given to us, or for purposes which are directly related to one of our functions or activities which include (but are not limited to);

direct marketing
sales

We do not give it to other agencies, organisations or anyone else unless one of the following applies:

the individual has consented
the individual would reasonably expect, or has been told, that information of that kind is usually passed to those individuals, bodies or agencies
it is required or authorised by law
it will prevent or lessen a serious and imminent threat to somebody’s life or health
it is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of public revenue.

Data quality
We take steps to ensure that the personal information we collect is accurate, up to date and complete. These steps include maintaining and updating personal information when we are advised by individuals that their personal information has changed, and at other times as necessary.

Data security
We take steps to protect the personal information we hold against loss, unauthorised access, use, modification or disclosure and against other misuse.

When no longer required, personal information is destroyed in a secure manner or deleted.

Access and correction
If an individual requests access to the personal information we hold about them, or requests that we change that
personal information, we will allow access or make the changes unless we consider that there is a sound reason
under the Privacy Act, Freedom of Information Act 1982 (Cth) (FOI Act) or other relevant law to withhold the
information.

If we do not agree to provide access to personal information the individual may seek a review of our decision or may
appeal our decision under the FOI Act.

If we do not agree to make requested changes to personal information the individual may make a statement about
the requested changes and we will attach this to the record.

How to contact us
Individuals can obtain further information in relation to this privacy policy, or provide any comments, by contacting
us:
Telephone +61 2 9544 7820
PO Box 4633 Sylvania Waters NSW 2224
Australia
Email privacy@(remove to send) responsiveprint.com.au

This section provides further details about how we handle specific types of files that contain personal information.

Artwork Files

Purpose
We receive artwork files uploaded or delivered via FTP or email to enable us to print and process customer orders, to invoice customers, to investigate customer complaints and for other various reasons relating to the running of a commercial trade print business.

These artwork files may contain personal information.

Collection
We collect these artwork files including the personal information contained therein directly from customers uploading them to responsiveprint.com.au, from customers via email or File Transfer Protocol (FTP) and also in the mail on compact disc or DVD or by third party services such as Yousendit.com

Use and disclosure
We do not use the personal information on these files in any way, except in discussion with the customer concerned to determine its accuracy for printing purposes.

We will not disclose any information contained in these files unless we are required by law to do so or if the
disclosure will prevent or lessen a serious and imminent threat to somebody’s life or health.

Data security
We take steps to protect the artwork files we hold against loss, unauthorised access, use, modification or disclosure and against other misuse.

When no longer required, these files are destroyed in a secure manner or deleted.

Enquiries Files
Purpose
We maintain enquiries files containing personal information for the purpose of responding to enquiries.

Collection
We collect personal information directly from the individual making the enquiry or their authorised representative.

In the course of responding to some enquiries, we may collect personal information from publicly available
sources such as websites or telephone directories for the purpose of making contact with the enquirer.

Use and disclosure
We only use personal information collected from an enquirer to respond to the enquiry or to make referrals which the enquirer has consented to or is reasonably likely to expect us to make.

Sometimes, if the enquirer consents, we will pass on their personal information to other office staff for the purpose of following up their enquiry.

Data quality
We maintain and update personal information in our enquiries files as necessary or when we are advised by individuals that their personal information has changed.

Our Website
This section explains how we handle personal information collected from our website www.responsiveprint.com.au.

Users are advised that there are inherent risks in transmitting information across the internet. Individuals may
contact our office by phone or mail if they have concerns about making contact via the internet.

Collection
When individuals only browse the website, we do not collect their personal information.
Sometimes, we collect personal information that individuals choose to give us via online forms or by email,
for example when individuals:

ask to be on an email list such as our Marketing Promotions email list
make an enquiry about opening a trading account

When an individual looks at our website, our internet service provider makes a record of the individual’s visit
and logs (in server logs) the following information for statistical purposes:

the individual’s server address
the individual’s top level domain name (for example .com, .gov, .org, .au, etc)
the pages the individual accessed and documents downloaded
the previous site the individual visited and
the type of browser being used.

We do not identify users or their browsing activities except, in the event of an investigation, where a law
enforcement agency may exercise a warrant to inspect the internet service provider’s server logs.

Cookies
Our website does not use session cookies. The website statistics for this site are generated from the server logs as outlined above.

Use and disclosure
We only use personal information collected via our website for the purposes for which it was given to us.
We do not share personal information about individuals with anyone else unless one of the following
applies:

the individual has consented
the individual would reasonably expect, or has been told, that information of that kind is usually
passed to those individuals, bodies or agencies
it is required or authorised by law
it will prevent or lessen a serious and imminent threat to somebody’s life or health
the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing apecuniary penalty.

When an individual’s email address is received by us because they sent us a message, the email address will only be used or disclosed for the purpose for which they have provided it and it will not be added to a mailing list or used or disclosed for any other purpose without the individual’s consent.

Data quality
We maintain and update personal information collected from or published on our website as necessary or when we are advised by individuals that their personal information has changed.

Data security
Individuals who choose to join our email lists, complete online forms or lodge enquiries will have their contact details stored on password protected databases.

Staff members associated with website maintenance have access to our website’s backend system which is password protected. Our website server, hosted by our internet service provider, is also password protected.

Collection
When individuals use the responsiveprint.com.au website, we collect some personal information in a database. The
information collected is usually limited to the following;

contact details such as name
various email addresses
phone, mobile and fax numbers
login Username and Password

Password information is rendered invisible on the screen to staff so that staff cannot view or access
password information.

Sometimes we also collect personal address information for the delivery of a printed order. Sometimes personal information such as delivery address or contact details may be inserted in the Special Instructions
box when placing an order.

Cookies
responsiveprint.com.au does not use session cookies. The website statistics for this site are generated from the server
logs as outlined above.

Use and disclosure
We only use personal information collected via our responsiveprint.com.au website for the purposes for which it was
given to us.

We do not share personal information about individuals with anyone else unless one of the following applies:

the individual has consented
the individual would reasonably expect, or has been told, that information of that kind is usually
passed to those individuals, bodies or agencies
it is required or authorised by law
it will prevent or lessen a serious and imminent threat to somebody’s life or health
the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty.

Data quality
We maintain and update personal information collected from or published on our responsiveprint.com.au website as
necessary or when we are advised by individuals that their personal information has changed.

Data security
Individuals or companies who choose to use our responsiveprint.com.au website will have their personal details stored on password protected databases.

Privacy Policy