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Scope

We collect, store, use and disclose personal information to conduct our business, to meet our legal obligations and to provide and market our services. Your personal information is information or opinion/s about you that can be used to identify you.

We must comply with the privacy law when collecting, storing, using or disclosing your personal information.

The purpose of our privacy policy is to explain, in general terms, what sort of personal information we collect, why we collect and store it and how we collect, store, use and disclose it.

Collection of your personal information

We may collect personal information from you in the course of providing services to our customer when you contact us or when we contact you.

We may collect personal information from you through hardcopy forms or through forms provided on our internet website pages. We may also collect personal information in face-to-face meetings and in interviews.

We may collect personal information from third parties, such as from referees and law enforcement agencies in the case of prospective employees.

The personal information we may collect about you is dependent upon your relationship with us. The following are some examples of the types of personal information that we may collect from you:

(a) For the purpose of providing services to our customer:
Persons contacting us or contacted by us

  • personal details – including name, address, date of birth, passport numbers, e-mail addresses and telephone numbers.

(b) For the purpose of assessing prospective employees:
Prospective employees

  • application forms – name, addresses, telephone numbers;
  • resume details – which will usually include details such as an individual’s name, address, telephone numbers, academic qualifications, employment history, and referees;
  • reference checking; and
  • criminal record checks.

(c) For the purpose of marketing activities:
Representatives and employees of prospective customers

  • personal details – including name, address, e-mail addresses and telephone numbers.

We may also collect personal information about you from our customer where it is impractical for us to collect the information directly from you. In the course of providing services to our customer we may act on behalf of our customer in providing a service to you. Our customer provides us with information necessary to provide the service to you. The information provided to us by our customer may include personal information that our customer has collected from you.

The following are some examples of the types of personal information that we may collect about you from our customer:

(a) For the purpose of providing services to our customer:
Persons contacting us or contacted by us

  • personal details – including name, address, date of birth, passport numbers, e-mail addresses and telephone numbers.

Use and Disclosure of your personal information

Subject to the exceptions set out in the privacy law (for example, the disclosure of personal information when allowed or required by law),

we do not disclose personal information collected in the course of providing services to our customer to third parties other than to our customer; and

we do not disclose personal information collected for our use in marketing activities to third parties; and

we will only use and/or disclose your personal information for the purpose/s for which it is collected; or a related purpose, where you would reasonably expect that it be used and/or disclosed without your further consent.

We generally will only disclose personal information to third parties without your consent if that disclosure is necessary for the purpose/s for which that information was collected. Set out below are some examples of where it is necessary for us to disclose personal information to third parties:

(a) For the purpose of assessing prospective employees:
Prospective employees

  • Recruitment process – We require prospective employees to complete documentation and submit to pre-employment checks, including completing application forms, reference checking and criminal record checks which involves disclosure of personal information to various third parties.

We may send you marketing material in the course of our marketing activities. We will always provide you with a way to opt out of receiving marketing material from us.

Safeguarding your personal information

We store personal information in a range of paper-based and electronic forms:

(a) Paper Security – Where personal information is stored in physical form, we may use a variety of mechanisms to protect the security and integrity of such information which might include:

  • locking personal information in cabinets and only giving access to those employees who have a need to use it; and
  • using other access control measures such as keyed access, security alarms and surveillance cameras to deter and detect unauthorised access.

(b) Computer and Network Security – Where personal information is stored in electronic form we adopt a number of security measures to protect information from unauthorised access to our computer systems which include:

  • access control for authorised users such as user names and passwords;
  • limiting access to shared network drives to authorised staff;
  • virus checking; and
  • specialised IT support to deal with security risks.

We destroy personal information after we have used it for the purpose/s for which it was originally collected.

Accessing and correcting your personal information

You may request access to any personal information we hold about you by contacting us (see the details below). Where we hold information that you are entitled to access, we will try to provide you with suitable means of accessing it (for example, by mailing or emailing it to you). We may charge you a fee to cover our administrative and other reasonable costs in providing the information to you, the amount of which will be advised to you at the time of making your application.

There may be instances where we cannot grant you access to the personal information we hold. For example, we may need to refuse access if granting access would interfere with the privacy of others or would result in a breach of confidentiality. If that happens, we will give you written reasons for any refusal.

If you believe that personal information we hold about you is incorrect, incomplete or inaccurate, then you may request us to amend it. We will determine if the information requires amendment and if so we will amend it accordingly.

Making a privacy complaint

If you have a complaint about how we collect, hold, use or disclose your personal information or a privacy related matter such as refusal to provide access or correction, please let us know by contacting us (see the details below).

We expect our procedures will deal fairly and promptly with your complaint. However, if you remain dissatisfied, you may contact your local privacy authority;

Contacting us

If you have any questions about this privacy policy, any concerns or a complaint regarding the treatment of your personal information or a possible breach of your privacy, you can contact us at:

E-mail:

  • askus@mindpearl.com

Telephone:

  • Australia: +61 7 3329 6900
  • Fiji: +679 334 6200
  • South Africa +27 21 440 6735
  • Spain: +27 21 440 6707

Postal address:

  • Australia: GPO Box 2754, Brisbane QLD 4001, Australia
  • Fiji: Mindpearl Limited, Private Mail Bag, Nasinu, Fiji Islands
  • South Africa: PO Box 50269, Waterfront, Cape Town, 8002, South Africa
  • Spain: C. Arago, 347, 1-F, 08009, Barcelona, Spain