Privacy Policy

Purpose of Policy

AIMSCO Pty Ltd ABN 89 756 581 648, trading as AIM Sales, is required and committed to comply with the Australian Privacy Principles (APPs) in the Privacy Act 1998 (Cth) (Privacy Act). The APPs regulate the manner in which AIM Sales, and its affiliates, protects the privacy of personal information throughout its lifecycle, from collection or receipt to use and disclosure, storage, accessibility and disposal.

The purpose of this policy is to set out the open and transparent approach AIM Sales takes in relation to the treatment and management of Personal Information; as well as to outline the measures AIM Sales has implemented to safeguard the privacy of those individuals who voluntarily submit their personal information, whilst complying with its obligations under the relevant privacy laws.

The policy includes information on how AIM Sales collects and receives, uses, discloses and keeps secure, individuals’ personal information; it also covers how AIM Sales makes the personal information it holds available for access to and correction by the individual.

AIM Sales is generally exempt from the Privacy Act when it collects and handles employee records; however, AIM Sales policy is to protect the personal information of its employees as it does others personal information.
 
Definitions

Personal Information: Personal information means information or an opinion (including information or an opinion forming part of a database and whether or not recorded in a material form) about an individual whose identity is apparent or can reasonably be ascertained from the information whether this information or opinion is recorded in material form or not.

Unsolicited Information:

• a written record which may include your name, address and other details about you; and
• photographs, images, video or audio footage.

Unsolicited personal information is personal information where no active steps have been taken to collect the information provided (for example, when an employment application is sent to AIM Sales by an individual on their own initiative, rather than in response to a job advertisement).

Disclosure: Disclosure is the action of making new or secret information known.

Direct Marketing: Direct Marketing is a form of advertising in which marketing materials are provided to consumers in order to communicate information about a product or service. Types of direct marketing materials include, but are not limited to:

• short message service (SMS) texts;
• email;
• telephone;
• database marketing;
• flyers;
• catalogue distribution; and
• promotional letters

Opt-out: The term opt-out refers to several methods by which individuals can avoid receiving unsolicited product or service information. This ability is usually associated with direct marketing campaigns (such as telemarketing, e-mail marketing or direct mail).
 
Collection
The main purposes for which AIM Sales collects, holds, uses and discloses personal information are primarily to supply employees of member organisations and individuals who obtain AIM Sales products and services directly from AIM Sales, with information and details of its products and services; as well as for campaign management and promotional prize fulfilment. AIM Sales may also collect and use personal information for secondary purposes including, but not limited to, the following: 

• provision of products and services;
• accounting purposes; and
• business planning and product development.

AIM Sales will only collect an individual’s personal information where the information is necessary for AIM Sales to perform one or more if it’s functions or activities. In this context, “collect” means gather, acquire or obtain by any means, information in circumstances where the individual is identifiable or identified. AIM Sales may also collect personal information online for all legal purposes, which includes, but is not limited to the “Get A Quote” feature on its website.

AIM Sales will not make it mandatory for visitors of its website to provide personal information unless such information is required to answer an inquiry or provide a service.

How we may collect, hold and use personal information
The type of personal information AIM Sales may collect and hold about an individual depends on the type of dealings that individual has with AIM Sales. For example, if an individual:

• Enters a promotion, we will collect the individuals information through a third-party website or mobile application where the information is processed and then stored on a Comma-separated values (CSV) file, or Excel spreadsheet, which is then stored on AIM Sales server;
• Gets in touch with an enquiry, we will record details about the individual and the nature of the enquiry being made;
• Is a supplier of AIM Sales, we will collect contact address details, including, but not limited to, all forms of contact and address, billing information and information about the goods and/or services they supply; and
• Applies for a role at AIM Sales, we will collect the information the individual includes in their application for employment, including their cover letter, resume, contact details and referee reports, which are then stored with AIM Sales.

AIM Sales is committed to collecting personal information only by lawful and fair means. We collect personal information in a number of ways, including, but not limited to, the following:

• over the phone;
• through written correspondence (such as faxes, letters and email);
• in person (for example, at job interviews, supplier meetings and client meetings);
• through our website (for example, if an individual submits an inquiry);
• competition entry forms;
• electronic systems such as smartphone and tablet applications; and
• through third parties (such as a direct marketing database).

AIM Sales policy is to not use personal information without taking reasonable steps to ensure that the information provided is accurate, complete and up to date; nor will it use sensitive information for the purposes of direct marketing.
AIM Sales will not attempt to match de-identified or anonymous data collected through surveys or online search devices with information identifying an individual, without the consent of the relevant individual.
 
Collection Notices
AIM Sales will take reasonable steps to notify individuals (including, but not limited to, customers, promotional entrants and job applicants) of certain matters at or before the time of collection, or as practicable afterwards. These matters include, but are not limited to, the following:

• the purposes for which we are collecting the information;
• our identity and how to contact us;
• whether the collection is required or authorised by or under an Australian law, court or tribunal order;
• the third-party organisations (or types of third parties) to whom we would disclose personal information;
• whether those third-party organisations are located overseas and, if practicable, to specify the countries in which they are located;
• to provide information on how to access and correct personal information;
• to provide information on how to make privacy complaints, and how AIM Sales will deal with those complaints; and
• the consequences (if any) for the individual if all or part of the individuals personal information is not provided to AIM Sales.

Where individuals have consented to receiving direct marketing communications from AIM Sales or its affiliates, the individuals consent will remain current until the individual advises otherwise; however, the individual may opt-out at any given time pursuant to the terms and conditions of the provider of the direct marketing communication.
 
When we may disclose personal information
AIM Sales may disclose personal information to third parties where appropriate for the purposes set out in this policy; these third parties include, but are not limited to:

• financial institutions for payment processing;
• prize fulfilment agencies;
• educational service providers;
• government and regulatory bodies (such as Liquor and Gaming NSW, the Australian Taxation Office, Centrelink and Department of Immigration and Citizenship);
• referees whose details are provided to AIM Sales by job applicants; and
• AIM Sales contracted service providers.

AIM Sales may disclose personal information to third parties located overseas in situations and analogous situations including, but not limited to, the following:

• data collection (for example, names, training hours and titles for global statistics);
• where cross border campaigns require local storing of personal information; and
• where cross border suppliers oversee prize fulfilment on behalf of AIM Sales or its affiliates.

AIM Sales is committed to comply with the requirements of the Privacy Act that apply to cross border disclosure of personal information, as well as with any legal requirements applicable in the relevant jurisdiction.
AIM Sales may also disclose personal information (including sensitive information) to avoid an imminent threat to an individual’s life or to public safety; we will also disclose personal information if required by law, including compliance with warrants, subpoenas or other legal process.
In the rare event that AIM Sales is required to disclose personal information to law enforcement agencies, government agencies or external advisors, AIM Sales will do so in accordance with the Privacy Act and will not disclose of government related identifiers (such as a Medicare number or driver’s license number), unless it is required or authorised by or under an Australian law or court/tribunal order.
AIM Sales requires persons and companies to who discloses personal information to restrict their use of such information to the purposes for which it has been provided by AIM Sales and not to disclose that information to others.
AIM Sales will take reasonable steps to ensure that its contracts with third-party service providers include requirements for their compliance with this policy and Australia’s Privacy Principles.
Except as provided in this Privacy Policy, AIM Sales, will not now, and does not intend to, sell, transfer or rent personal information about any individual to unaffiliated third parties; except where consent has been obtained from the individual.
 
Access to and Collection of Personal Information
All individuals have a right to request access to the personal information that AIM Sales holds about them subject to exceptions allowed by law. Individuals wishing to lodge a request to access, correct or update their personal information can do so by contacting AIM Sales.
AIM Sales will also provide access in the manner that has been requested (e.g. by providing photocopies or allowing a file to be viewed), provided it is reasonable and practicable to do so. AIM Sales may however charge a fee to cover our reasonable costs to locate the requested information and provide it to the individual lodging the request.
If a request has been lodged by an individual for AIM Sales to update or correct their personal information, or if AIM Sales is satisfied that the personal information we hold is inaccurate, out of date, incomplete, irrelevant or misleading, AIM Sales will take reasonable steps to correct that information to ensure that the information is accurate, up to date, complete, relevant and not misleading; having regard for the purpose for which it has been collected and held.
AIM Sales will endeavour to respond to lodged requests for access to personal information as soon as practicably possible and will correct the individuals personal information in a practicable timeframe and in accordance with the Privacy Act.
 
Changes to our Policy
AIM Sales may amend this policy from time to time. The current version will be made available on our website.