What we do with your personal information:
We use the information we collect personal information that is necessary for us to carry on our business functions so that we can:
- supply you with the products and services you have requested;
- improve the products and services we provide to you;
- develop and evaluate our products and services;
- manage our business;
- understand you as a customer so we can meet your needs now and into the future; and
- comply with our legal obligations.
The personal information we may require from you to fulfil the above may include:
- your name;
- your address;
- your telephone number;
- your email address;
- details of your profession, occupation and/or job title; and
- any other personal information you provide to us from time to time.
How we obtain your personal information
There are various ways we may obtain personal information from you in our business operations.
The personal information we collect may be provided to us verbally (for instance, to our agents, customer services representatives, service staff) or in writing (for instance, electronically via email or our websites, in hard copy contractual documentation, etc.). We may also obtain personal information about you from third parties (including from credit rating agencies, referees, guarantors, etc.). Where personal information is obtained from third parties of which you are not aware, we will take all reasonable steps to notify you that we are in receipt of this personal information. Should we receive personal information from a third party that we are not able to lawfully use, we will take all reasonable steps to destroy, delete or permanently de-identify the personal information (if it is lawful to do so).
Some of the ways we collect your personal information include when you:
- browse our website;
- communicate or transact with us on behalf of a business;
- use our products, applications or self-service channels; and
- join or use our rewards programmes.
Google Analytics is a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We use reports provided by Google Analytics to help us understand website traffic and webpage usage.
We (and our agents or contractors) may use your personal information to advise you of new products and services or special offers or promotions. If you do not wish to receive such information from us or our agents, you can opt out when registering on our websites, or may remove your name from our mailing list by contacting us at [email protected]. Alternatively, if we have sent you this information by email, you can use the unsubscribe link at the end of the email.
Sharing your personal information
In the course of our business, we use a range of service providers to help us maximise the quality and efficiency of our services and business operations, this means that individuals and organisations outside of our Xenex Systems may sometimes have access to personal information held by us and may use this on behalf of us. We require our service providers to adhere to strict privacy guidelines and not to keep this personal information or use it for any unauthorised purpose.
However, we only give these entities secure access to the personal information they require to perform their functions. They are obligated to maintain the same level of privacy and security of your personal information as we are.
We may also provide your personal information to third parties we occasionally partner with. If you purchase a product or service that is delivered by one of our partners, we will give them the personal information they require to provide you with that product or service.
We also work with other third parties to provide some types of sales, business and customer support. They may have access to some of our systems that hold your personal information. However, they are subject to strict controls that protect your personal information from unauthorised use or disclosure and limit their access to your personal information to the extent necessary to perform their functions.
We do not routinely disclose personal information to any other third parties. We may share non-personal, de-identified and aggregated information for our own research or promotional purposes. Under no circumstances will we sell your details to marketing agencies without your consent. We will not use or disclose any personal information about you without your consent unless:
- Required or authorised by law;
- We believe this is necessary to provide you with the products or services you have requested;
- It is necessary to implement our terms of service; or
- It is necessary to protect the rights, property or personal safety of Xenex Systems and employee, another customer or any member of the public.
In special circumstances, for example, if we sell our business, your personal information may be transferred as part of that sale. We will not use your personal information for purposes unrelated to the services we provide without your consent.
We will also provide access to your personal information where we are legally permitted or obliged to do so.
Once your personal information is no longer required for any purpose, we will take all reasonable steps to destroy, delete or permanently de-identify your personal information.
Access to Your Personal Information
We will take all reasonable steps to keep secure any personal information we hold about you and keep this information accurate and up-to-date.
Upon your request, we will provide you with access to any of your personal information we hold. Before we provide you with access to your personal information, we will require some proof of identity. For most requests, your personal information will be provided free of charge, however, we may charge a reasonable fee if your request requires a substantial effort on our part.
If we refuse to give you access to or correct your personal information as provided for under the relevant privacy laws, we will give you a notice setting out our reasons for refusal, how you can make a complaint and any other relevant matter required under any applicable law.
Your personal information may be stored in hard copy or electronically. We have physical access restrictions, network structures and passwords to protect your personal information. Only specially cleared team members to have access to your personal information. Their access is subject to strict controls and procedures. We have also ensured that any credit or debit card payments are made through a secure gateway service. We retain your personal information to enable us to verify transactions and customer details, and to retain adequate records for legal and accounting purposes.
No data transmission over the internet can be guaranteed to be 100% secure. Therefore, while we strive to protect your personal information, we cannot ensure or warrant the security of any information transmitted from you to us. You use our websites at your own risk. Once we receive your transmission, we make every effort to ensure its security on our systems. Please note, we have no control over the privacy practices of sites that are liked to this site via hyperlinks or banner advertising.
Changes to this Statement
If you would like access to any records of personal information we have about you, if you believe any information we have about you requires correction or if you have any questions or concerns relating to these privacy policies, please call us at (08) 6245 2800 or send us an email at [email protected].
More information about privacy law and the Australian Privacy Principles is available from the Federal Privacy Commissioner at https://www.oaic.gov.au/