Privacy Policy | Knowledge Society

Policy statement

This policy details how Knowledge Society Pty Ltd (‘Knowledge Society’), collects, uses, holds and discloses personal information with respect to its current and potential clients and customers, business associates and their employees, as well as visitors to its website. It also explains the rights individuals have to request access to their personal information and/or request corrections to information held by Knowledge Society that they believe to be inaccurate.

This policy applies to the personal information in connection with:

use of the Knowledge Society website
enquiries or other communications you may have with Knowledge Society about its services, including by email and over the phone
the provision of Knowledge Society’s services to its clients, employees, potential clients, business associates and their employees
Knowledge Society’s recruitment and selection processes and employment relationships with our employees; and
other business activities, including if you are a contractor, service provider, or supplier to Knowledge Society, or work for someone who has one of those roles.

Applicable laws
As an Australian business entity, Knowledge Society is bound by the Privacy Act 1988 (Cth) (‘Privacy Act’) and the accompanying Australian Privacy Principles which outline twelve (12) principles for handling personal information.

The Privacy Act defines ‘personal information’ as:

‘Information or an opinion about an identified individual, or an individual who is reasonably identifiable:

whether the information or opinion is true or not; and
whether the information or opinion is recorded in a material form or not.’

Noting that laws and rules regarding the use of personal information may vary by jurisdiction, Knowledge Society also complies with applicable laws and rules in the jurisdictions in which it undertakes business activities.
Certain privacy laws may apply based on the location of the individual about whom the privacy law relates. For example, where Knowledge Society offers services to individuals in the European Union, the General Data Protection Regulation (GDPR) will apply.

How does Knowledge Society collect and use personal information?
Knowledge Society may collect personal information through its communications with clients, customers (be those current or potential), and business associates and their employees. This information may be provided directly by you or by other sources to Knowledge Society.

All information collected by Knowledge Society will only be used for the specific purpose for which it was collected and in relation to your relationship with Knowledge Society. Our employees are bound by this policy as well as an internal Privacy and Confidentiality Policy which specifies the expectations and procedures which they must comply with when accessing and using personal information in their work for Knowledge Society.
At your written request, Knowledge Society will maintain your anonymity and will not collect any identifying information from you where it is reasonable and within our control to do so. However, it should be noted that we may not be able to provide services to you, or otherwise do business with you, if you do not provide certain personal information to us.

What types of information does Knowledge Society collect?
Knowledge Society collects personal information when you visit our website, you communicate with our staff, you provide information directly to us or when other sources provide information to us in order for Knowledge Society to deliver services to you.

The types of information that Knowledge Society collects are summarised below:

Information about your use of Knowledge Society’s website, such as which pages you visit, how long you remain on a page and how you came to Knowledge Society’s website, is collected automatically using cookies and other tracking technologies.
Information you submit via online forms, such as your name, contact details, subscription applications and information about your interests. Knowledge Society also collects your marketing preferences and any other information you choose to submit, including by email.
Information you provide when you communicate with Knowledge Society, including any information you provide by way of forms filled out by people, interviews, business cards, telephone conversations, emails and through business activities.
Information relating to Knowledge Society’s client services, including any information concerning the subject of the client services, such as names, addresses, contact details, employment history, occupations, educational qualifications and other information which assists us to understand and meet our clients’ needs.
If you are a supplier, contractor or employee of ours, then we may collect information for the purpose of managing our relationship with you, which may include feedback and other performance records, leave, payroll and other information.
Information from other sources, including third parties who give us information about you and publicly available sources (such as LinkedIn).
In relation to our employees and contractors we may collect, use, hold or disclose personal and sensitive information such as health information or membership of a professional or trade association to ensure we are able to comply with our occupational health and safety, insurance and other obligations to you.

For what purposes does Knowledge Society use or disclose personal information that it collects?
Knowledge Society will only use or disclose information for: the primary purpose of which it has been collected, for reasonably expected secondary purposes which are related to the primary purpose, and in certain other circumstances provided for in applicable privacy laws.

In general, the primary purposes for which Knowledge Society may use or disclose your personal information are to:

communicate and manage our relationships with clients and customers (current and potential), employees and contractors, suppliers, business associates and their employees etc.
understand and meet the needs of clients/customers who have sought our services
recruit, manage and develop our employees and contractors
conduct our business activities, including to market our services; and
meet our legal obligations and to ensure that you meet yours.

If you are an individual in the European Economic Area (EEA), Knowledge Society processes personal information where it has a legal basis for doing so under applicable European Union laws. This means Knowledge Society collects and uses your information only where:

it is necessary to provide a service to you
we have a legitimate interest (which is not overridden by your data-protection interests), such as to provide services to clients and customers, to market and promote our services and to protect our legal rights and interests
you give your consent to do so for a specific purpose
we need to process your personal information to comply with a legal obligation; or
for sensitive data, to ensure we are able to comply with our occupational health and safety and insurance obligations.

Who does Knowledge Society share your personal information with?
Knowledge Society may disclose your personal information to:

Knowledge Society staff members, our advisors and/or contractors as the information may relate to their ability to provide services to you
other companies or individuals, in, or outside, your country, who assist Knowledge Society in providing services or who perform functions on our behalf - this may include, for example, information technology service providers, lawyers, accountants and other service providers
anyone else to whom you authorise Knowledge Society to disclose your information
government agencies and other third parties where required by law, and in certain circumstances to enforce agreements, policies and terms of service, to protect Knowledge Society or the public from harm or illegal activities, or to respond to an emergency; and
other entities, where permitted by law to do so and where relevant to the primary purpose for which the information is collected.

Does Knowledge Society send personal information overseas?
Knowledge Society may disclose personal information to service providers located outside your country or the country from which the data was provided (collectively the ‘jurisdiction of origin’) from time to time. While such third parties will often be subject to privacy and confidentiality obligations, it is possible, where lawful, such obligations may differ from and be less stringent than the requirements of the privacy laws of the jurisdiction of origin. For transfers from the EEA, Knowledge Society relies on European Commission-approved model clauses.

How does Knowledge Society store personal information?
All information collected by Knowledge Society through the course of our business activities is stored on onsite secure physical servers or by online cloud-based third party data storage providers. All access to data is password-protected and secured by additional measures. Personal information collected by Knowledge Society will be retained for as long as it is required, for a lawful business purpose or to comply with our legal obligations. Once it is no longer required, information is appropriately removed from storage.

How can I access, correct and control the use of my personal information held by Knowledge Society?
Knowledge Society endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. We encourage you to contact us to update any personal information we hold about you, should you believe that information to be incorrect and/or outdated.

You may make a request to access your personal information held by Knowledge Society and/or to have that information corrected by contacting our Privacy Officer as per the contact details set out below. Requests must meet the following criteria:

they should be made in writing to the email or postal address provided
you should specify which information you would like to access and/or have corrected
you will be required to verify your identity before access to any information is granted

Requests will be attended to and a response provided to you within thirty (30) days.

It should be noted that your rights of access to and/or have personal information corrected are subject to exceptions set out in the applicable laws. Should your request be denied for a valid reason (in line with relevant applicable laws), you will receive a response in writing that details the reasons under which the request has been denied.

Individuals in the EEA also have the right to object to Knowledge Society’s processing of personal information or to request the deletion of personal information. These rights may be limited, such as where Knowledge Society has compelling reasons or is subject to a legal requirement to deny the request. Where personal information is used on the basis of consent, you may withdraw your consent at any time, but this will not affect processing that has already taken place.

Contact details and further information
The contact details of Knowledge Society’s designated Privacy Officer are as follows:
Position: General Manager
Email: enquiries@knowledgesociety.com.au
Postal address: 112 Churchill Avenue, Subiaco WA 6008

If you have any questions about privacy-related issues, please contact the Privacy Officer by email to enquiries@knowledgesociety.com.au. Any complaint about Knowledge Society’s handling of personal information should be made in writing to the Privacy Officer who will respond within thirty (30) days. If the complaint remains unresolved, you can refer it to any data protection authority where you live, where you work or where you feel your rights have been infringed.

For further information about the Australian Privacy Principles and handling private information, including data breaches and privacy complaints visit the Office of the Australian Information Commissioner.