BUTTERFLY SYSTEMS PTY LIMITED - Privacy Compliance Plan
Butterfly Systems ('We', 'Us') is committed to taking reasonable steps to implement practices, procedures and systems that will ensure Butterfly Systems complies with the Australian Privacy Principles ('APPs') and any binding registered APP code.
Open and transparent management of personal information
We will manage personal information in an open and transparent manner. In doing so, we ensure that individuals are notified at the time of collecting their personal information:
- what type of personal information is being collected;
- who that personal information will be disclosed to; and
- how we use that personal information.
We ensure all our employees, agents, contractors or other are trained at regular intervals to ensure they understand our obligations under the Privacy Act 1988 (Cth), including the APPs.
Anonymity and pseudonymity
Generally we are not able to deal with customers who do not wish to identify themselves. However, where possible and appropriate we will provide information of a general nature to unidentified individuals.
Collection of personal information
We collect personal information for the following purposes:
- to conduct our business;
- to provide and market our services;
- to communicate with an individual;
- to comply with our legal obligations;
- to help us manage and enhance our services;
- protecting individuals and ourselves from error or fraud; or
- providing individuals with the products or services they have requested.
Where possible, we will try and collect personal information directly from the individual.
Unsolicited personal information
If we receive unsolicited personal information, we will determine whether we could have collected that personal information by lawful and fair means, and whether it is related to one of the purposes of collecting personal information above. We will do this by looking at our relationship with the individual and whether the personal information relates to our relationship with them.
If we could not have collected the personal information by lawful and fair means, or the personal information does not relate to one of our purposes for collecting the personal information, we will destroy the personal information.
Notification of the collection of personal information
When we first collect personal information from an individual, we will notify them that we have collected their personal information and notify them about:
- the purposes of the collection of their personal information;
- those entities that we usually disclose personal information to (for example, to IVY Institute);
- what happens if the individual chooses not to provide us with personal information;
- direct marketing that may be undertaken by us or any related companies;
- when we are required to collect personal information under an Australian law,
- any disclosure of personal information that we make to an overseas entity.
If we know that as part of our relationship with the individual we will disclose their personal information to another identifiable entity, we will notify the individual of the following matters at the time we first collect their personal information:
- the identity and contact details of that organisation;
- why their information may be disclosed to the organisation.
If the information is collected from another entity, or the individual may not be aware that the entity has collected their personal information, we will explain to the individual at the commencement of dialogue either:
- the name of the entity that provided their information; or if this is not practical
- the kinds of entities from which it collects this information.
Use or disclosure of personal information
The purpose of collecting an individual’s personal information will be outlined to them.
If during our relationship with the individual we wish to use an individual’s personal information for an additional purpose, we will obtain their consent unless the purpose is related to the primary purpose, or we are permitted under law to do so.
We notify individuals at the time of collecting their personal information that their personal information will be used by us and any associated businesses for the purposes of direct marketing.
In all our direct marketing communications we will provide a prominent statement about how an individual can elect not to receive direct marketing. If the direct marketing communication is an email we will provide an ‘unsubscribe’ function within the email.
We will keep appropriate records to ensure those individuals that have made requests not to receive direct marketing communications do not receive them. We do not apply a fee to unsubscribe from direct marketing communications.
We do not sell personal information. We do not use sensitive information for the purposes of direct marketing.
If we purchase personal information for the purposes of direct marketing we will conduct appropriate due diligence to ensure appropriate consents from the individuals have been obtained.
Cross-border disclosure of personal information
Generally do not disclose personal information overseas.
We may use cloud storage and IT servers that may be located overseas to store the personal information we hold.
We will notify the individual of any proposed disclosure of personal information that we make to an overseas entity.
Adoption, use or disclosure of government related identifiers
We do not use government related identifiers to identify individuals.
We may receive tax file numbers, Centrelink reference numbers, driver’s license number or passport numbers in the course of providing our services; however, we do not use or disclose government related identifiers for any purpose other than required by law.
Quality of personal information
We rely on individuals to help us to ensure that their personal information is accurate, up-to-date and complete.
If we become aware that personal information is inaccurate, out-of-date or incomplete, such as when mail is returned, we will update our systems accordingly.
Security of personal information
We hold personal information on secure IT systems. All IT systems are appropriately updated with passwords, virus scanning software and firewalls when needed.
Any paper records must only be accessible to our employees, agents, contractors and others as they are needed. Any paper records are held within an office that is locked and protected by security systems at night.
When reasonable, we will usually destroy personal information that is held electronically and in paper form seven years after our relationship with the individual ends. We will do this by shredding paper copies and deleting electronic records containing personal information about the individual or permanently de-identifying the individuals within those records.
Access to personal information
Individuals may request access to any personal information that we hold about them. We will not charge an individual for requesting access to their personal information. An individual does not need to state that they are making a request under the privacy Act and the request does not need to be made in writing.
We will verify the individual’s identity prior to disclosing any personal information or ensure the person seeking access has appropriate authority from the person to whom the personal information relates.
When an individual requests access to their personal information we will conduct a search of our database. This search will also indicate if there are any paper records that contain personal information.
We will not give access to the personal information that we hold about an individual where it is unreasonable or impracticable to provide access, or in circumstances where the request would likely:
- pose a serious threat to the life, health or safety of any individual, or to public health or public safety;
- unreasonably access the privacy of other individuals;
- be frivolous or vexatious;
- relate to anticipated legal proceedings, and the correct method of access to personal
- information is by the process of discovery in those legal proceedings;
- reveal the intentions of the entity in relation to negotiations with the individual in such a way as to prejudice those negotiations;
- be unlawful or in breach of an Australian law;
- prejudice the taking of appropriate action in relation to a matter where unlawful activity or
- misconduct that relates to our functions or activities;
- prejudice an enforcement related activities of an enforcement body (such as ASIC); or
- reveal commercially sensitive information.
When we receive a request for access we will usually respond to the individual with 7 days. However, depending on the nature of the request we may provide the personal information when the request is made.
If the individual is requesting a large amount of personal information, or the request cannot be dealt with immediately, then after we have investigated the request for access we will advise the individual what personal information we hold and provide details of that personal information.
We will comply with all reasonable requests by an individual to provide details of the personal information that we hold in the requested format.
If we do not provide access to the information we will provide written reasons setting out why we do not believe we need to provide access.
Correction of personal information
If we hold personal information about an individual and we are reasonably satisfied that the information is inaccurate, out of date, incomplete, irrelevant or misleading, or we receive a request to correct the information, we will take reasonable steps to correct the information.
If we correct personal information that we have previously disclosed, we will take reasonable steps to notify the entity to which we disclosed the information of the correction. We may not always make corrections to an individual’s personal information. When we do not make requested corrections, we will provide reasons for our refusal to make the correction and provide details of our IDR and EDR procedures.
If, after notifying the individual of our refusal to correct personal information, the individual requests us to issue a statement on the record that contains the personal information; we will take reasonable steps to do so.
Any complaint that we receive will be acknowledged within 7 days. A decision will be reached within 30 days, or a longer period if agreed.