Eziway Salary Packaging Privacy Policy

Purpose

This policy supports Eziway’s commitment to the protection of the privacy of an individual;s personal information, by stating the ways in which Eziway Salary Packaging Pty Ltd (or an associated entity) may collect, store, use, manage and protect personal information.

Under the Privacy Act 1988 (Cth), we are required to have an Australian Privacy Principles Privacy Policy dealing with the ways we manage your personal information.

Scope

The policy covers all personal information that is used by Eziway Salary Packaging Pty Ltd or an associated entity in fulfilling its mission and vision. It includes, but is not limited to, personal information held about clients, potential clients, staff, volunteers and service users.

Policy

Why we collect personal information?

As an organisation providing a range of services including salary packaging, car leasing and software solutions, we collect and hold a range of personal information about our clients, our employees and the services we provide.

We collect this personal information so that we can deliver the best possible services to our clients in accordance with their needs and preferences for a customised experience, and for the purpose of complying with our legal obligations.

What type of information do we collect and hold?

To deliver our best services to our clients, we collect and hold the following types of information (where relevant):

• Clients’ names, addresses, and contact details,
• Clients’ dates of birth,
• Information about our clients’ mortgage, rent, personal loans and credit card repayments as they relate to the salary packaging we provide,
• Details about our clients’ car insurance providers as they relate to the car leasing we provide,
• Information about our clients’ income as well as details of our clients’ bank accounts,
• Records of our interactions with clients, their representatives, and employers,
• Client’s preferences for particular services they would like delivered,
• Information about clients’ fees and charges and payment history.

How we use your personal data and under what lawful basis

Where you have given written consent, we:

• may provide you with marketing information about our products
• may keep you informed of events that we believe will interest you
• will use data collected during your interaction with our website and our live chat function to identify products that may be relevant to you and deliver targeted and relevant messaging to you.

Where we are required to do so to meet our contractual requirements to your employer, we may process your information for maintaining records, providing settlement fees or other similar activities.

We may process your information to comply with our legal obligations including assisting government agencies such as the Australian Tax Office and State and Federal police.

We may process your information to allow us to pursue our legitimate interests including:

• analysing our performance to meet our contractual
• market research, training and to administer our websites
• the prevention of fraud or other criminal acts
• undertaking credit checks for finance
• complying with requests from you including exercising your rights noted in this Privacy Policy
• the purpose of corporate restructure or reorganisation or sale of our business or assets
• enforcing our legal rights or in defence of legal proceedings
• general administration purposes
• providing you with marketing information about our products
• keeping you informed of events that we think will be of interest to you
• use data from your interaction with our website and our chat function to identify which products will be the most relevant to you and deliver targeted and relevant messaging to you

Will we share your personal data with third parties?

We may at times share your data with companies within our group including: Eziway Leasing Pty Ltd, Eziway Software Solutions Pty Ltd and Eziway Payroll Pty Ltd.

We may disclose your information to third-party service providers for the purpose of providing services to us or directly to you on our behalf. Third-party businesses may include payment card providers and financiers. When we use third-party service providers, we only disclose personal information necessary for them to provide an effective service. We have Service Level Agreements in place with providers that require them to secure your information and not to use it other than in accordance with our specific instructions.

If we sell all or part of our business to a third party, we may transfer your information to that party to ensure continuity of service or for any of the other purposes noted above.

We may transfer your data to government or other official bodies for the purposes of complying with legal obligations or for the prevention or detection of crime.

How long do we keep your data?

If you have expressed an interest in buying products from us or from our selected partners, we will retain your contact details and related information concerning your enquiry for two years from the date that we last had contact with you.

If you have purchased products from us or from our selected partners, we will keep the data relating to that purchase for seven years from the date of the contract.

Records of any discussions through our web chat facility will be kept for one year.

If you have requested that we do not send you marketing information we will always retain sufficient information to ensure that we comply with your request.

The periods stated in this section may be extended if we are required by law to keep your data for a longer period.

How we collect personal information

In most cases, we collect personal information directly from our clients and/or their representatives. However, we also collect information from other sources, such as employers who work with us at Eziway to ensure the services are delivered to the best standard.

How we store personal information

The personal information we hold about our clients, employees and service providers is stored in both secure electronic and hard copy formats. Staff providing clients with care and services can review client files in either format.

Our use of personal information

We use clients’ personal information for the primary purposes of providing them with accommodation, care and services. However we also use clients’ personal information for other purposes including (but not limited to):

• Complying with our obligations under laws such as the Fringe Benefits Tax Act 1986 (Cth) and the guidelines provided by the Australian Taxation Office,
• Quality assurance and risk management,
• Continuous quality improvement activities

Circumstances in which we disclose personal information

The terms of the arrangements are to remain confidential between the Employee and Eziway. All information obtained either for clients or for Eziway is confidential and cannot be disclosed as per the agreement signed at time of registration without the clients’ prior written consent (unless required by law or regulation).

Accessing and correcting your personal information

Eziway is bound by legal obligations of confidentiality which apply to its employees, volunteers and service users. Eziway does not sell or rent out any of the information they hold on individuals and protects the security of that information in accordance with regulatory requirements and industry practice.

Relevant administrative officers and relevant staff are authorised by the Director to have access to information about staff members which facilitate the administrative requirements of the organisation such as specific administrative elements of staff files relevant to salary, leave and superannuation.

At the end of a contract, files are stored securely and is only available to the relevant managers and the Director.

Eziway is strongly committed to protecting the privacy of its clients. Any information provided by the clients remains private and is only used for the purposes of the organisation to deliver Eziway services and communicate with the clients.

Except in certain situations, you have the right to access your personal information and ask us to correct it. We will take reasonable steps to update or correct, as soon as possible, any information in our possession that is inaccurate, incomplete, out-of-date, irrelevant or misleading.

If you would like to either access or adjust your personal information, please contact your dedicated client services officer by either writing to or calling the Eziway Head Office and your call will be transferred through.

The Eziway Head Office can be contact by:

Online privacy

We use “cookies” on our website which collect user information and data for statistical and analytic purposes. Cookies are a small file that is place on your computer by a web server when you access a website; they do not identify the individual user, just the computer. Cookies are often used on websites.

Most internet browsers accept cookies by default. You can control the use of cookies by configuring the preferences and settings in your browser and/or firewall.

Data Security

We have adopted appropriate technical and organisational measures to protect the personal data we collect from cyber attack, system error or fraud. We adhere to ISO27001 International Standard on how to Manage Information Security.

All transmitted data is encapsulated in an SSL, SSH or IPSec tunnel using at-rest encryption.

Privilege separation is used between applications and databases to ensure no data leaks between systems.

Where possible, all data transmitted outside of the application environment must be sanitised and removed once input into the applications.

Complaining about a breach of privacy

You have the right to complain if you believe we have breached this policy or your rights under the Australian Privacy Principles. To lodge a complaint, please contact our office on the below details:

Policy Updates