Southern Forests & Valleys operates within the Western Australian legal jurisdiction and is bound by the laws of that jurisdiction.
Southern Forests & Valleys recognises the importance of protecting the privacy of personal information and sensitive information collected in a number of ways including:
• from publicly available sources of information;
• when you visit Southern Forests & Valleys websites and / or via software, such as cookies and web or tracking pixels;
• from you directly;
• from third parties;
• from records at Southern Forests & Valleys; and
• when legally required to do so.
PERSONAL INFORMATION AND SENSITIVE INFORMATION
In this document the term personal information refers to information or an opinion about an identified individual or an individual who is reasonably identifiable. Other legislation may define “personal information” differently and where that is the case, that definition applies.
Sensitive information refers to information or an opinion about an individual’s personal preferences and characteristics (such as race, ethnicity, political opinions, memberships, religious or philosophical beliefs and sexual preference), health information about an individual, genetic information and/or biometric information.
KINDS OF INFORMATION HELD AND COLLECTED BY SOUTHERN FORESTS & VALLEYS
Southern Forests & Valleys is bound by the State Records Act 2000 (WA) (the State Records Act) and the Southern Forests & Valleys State Records Plan (the Southern Forests & Valleys SRP) which is made pursuant to that legislation. The State Records Act and the SRP Plan apply to all records generated by Southern Forests & Valleys.
Southern Forests & Valleys only collects (and holds) personal information when knowingly and voluntarily submitted by you. When you register your interest or otherwise in the course of us providing services to you, Southern Forests & Valleys may need to collect personal information which may include your name, address, telephone/mobile phone number, e-mail address, credit card details, your business name, your user ID or password.
Southern Forests & Valleys only collects (and holds) sensitive information when knowingly and voluntarily submitted by you. Although Southern Forests & Valleys will rarely hold and/or collect this kind of information, the information Southern Forests & Valleys may hold includes your racial or ethnic background, your family status and/or financial information about you, such as your tax file number. Subject to any legal constraints or obligations, Southern Forests & Valleys will, at all times, take reasonable steps to obtain your express consent where Southern Forests & Valleys proposes to handle your sensitive information.
• Southern Forests & Valleys will tell you why information is being collected and how it will be used or these things will be obvious when the information is collected; and
• Southern Forests & Valleys will only use your personal information when Southern Forests & Valleys needs to contact you.
For example, Southern Forests & Valleys may need to collect such information to provide you with further services or to answer or forward any requests or enquiries. It is Southern Forests & Valleys’ intention that our practices will ensure that your personal information is dealt with in accordance with the applicable legislation in Western Australia and consistent with applicable privacy laws in Australia.
If you choose not to provide personal information to us, Southern Forests & Valleys may not be able to provide you with access to the parts of Southern Forests & Valleys websites or to certain content, products and services available on or from Southern Forests & Valleys websites or generally from Southern Forests & Valleys.
USE OF INFORMATION
Southern Forests & Valleys use your information to provide services to you or to fulfil administrative functions associated with these services. Personal information is used only for the purpose for which it is submitted or for such other secondary purposes that are related to that purpose, unless Southern Forests & Valleys discloses other uses in this Privacy Statement or at the time of collection.
Primary purpose refers to the particular purpose for which the information in question was collected. For example, if Southern Forests & Valleys provided you with a newsletter and asked for your address, the primary purpose for the collection for your address would be to send the newsletter to you at your address.
Secondary purpose is any purpose other than the primary purpose for which Southern Forests & Valleys has collected your personal information. Personal information will only be disclosed or used for a secondary purpose where:
• you have consented to the use or disclosure;
• you would reasonably expect Southern Forests & Valleys to use or disclose the information for that secondary purpose; such as targeting you with relevant information about Western Australia
• the use of disclosure is required by or under a law of Western Australia, an Australian law or a court/tribunal order;
• a ‘permitted general situation’ exists, such as lessening or preventing a serious threat to life, health or safety, locating a missing person or to undertake a confidential alternative dispute resolution process; and
• Southern Forests & Valleys reasonably believes that the use or disclosure of the information is reasonably necessary for one or more enforcement related activities conduct by or behalf of an enforcement body.
Southern Forests & Valleys usually collects personal information such as your name, address, telephone number, and in some instances, some of your business details. When you are on Southern Forests & Valleys websites, Southern Forests & Valleys may collect information regarding the pages within Southern Forests & Valleys’ network that you visited, what you clicked on and your IP address.
If you subscribe to receive promotional or other material from us or are registered for any services, then your personal information that you provide will be recorded. Your email address will only be used for the purpose for which you have provided it (which may include receiving destination information from Southern Forests & Valleys, being added to Southern Forests & Valleys’ mailing list, and in the instance when Southern Forests & Valleys is delivering a project in partnership with another company it may also include being added to the partner’s mailing list for that particular project) but otherwise it will not be added to any other mailing lists.
Generally, your personal information will only be accessed by Southern Forests & Valleys staff and officers when and where it is appropriate or necessary. However, your personal information may also be accessed, from time to time, by:
• Southern Forests & Valleys contractors;
• Southern Forests & Valleys project partners; and
• Southern Forests & Valleys suppliers.
Southern Forests & Valleys may enter into agreements with commercial partners whereby anonymised data collected by Southern Forests & Valleys may also be shared with data management platforms and tools. This anonymised data will be shared with their demand side advertising technologies and data management platforms and tools.
Southern Forests & Valleys may also enter into data sharing agreements with third parties whereby some data, excluding personally identifiable data or sensitive information, may be shared with the third party for limited uses. Southern Forests & Valleys will ensure that any segmented data which is shared under a data sharing agreement stored in any cookie will be anonymised or encoded so that no reference to the core source or segment can be readily identified as personally identifiable data.
Where a party, other than an employee or officer of Southern Forests & Valleys, has access to the personal information of individuals, they will be required to comply with the applicable laws of Western Australia, the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles and, where appropriate, to enter into privacy agreements with Southern Forests & Valleys.
Where Southern Forests & Valleys makes use of personal information for statistical or marketing purposes, Southern Forests & Valleys will endeavour to make use of pseudonyms and/or to make the applicable personal details anonymous.
USE OF AGGREGATE DATA
Southern Forests & Valleys may use personal information in aggregate form to improve services and make them more responsive to the needs of customers. This statistical compilation and analysis of information may also be used by us or provided to others as a summary report for marketing, advertising or research purposes.
Southern Forests & Valleys will be taken to have disclosed personal information when it permits that information to become known outside Southern Forests & Valleys and where it releases the information from Southern Forests & Valleys’ effective control. For example, Southern Forests & Valleys would be said to have ‘disclosed’ your personal information where:
• it shares that your personal information with another entity (other than Southern Forests & Valleys contractors, project partners and suppliers as outlined above);
• it publishes your personal information on the internet so that it is accessible by others;
• where one of its staff reveals your personal information in the course of a conversation with a person who does not work for Southern Forests & Valleys; or
• where one of its staffs sends a document containing your personal information to someone who is not you.
Apart from the primary and secondary purposes outlined above, personal information may be disclosed in special situations where Southern Forests & Valleys have reason to believe that doing so is necessary to identify, contact or bring legal action against anyone damaging, injuring, or interfering (intentionally or unintentionally) with Southern Forests & Valleys’ rights or property, users, or anyone else who could be harmed by such activities. It may also be used as required by legislation in Western Australia, including the Freedom of Information Act 1992 (WA) (the FOI Act). Finally, Southern Forests & Valleys may disclose personal information when it believes in good faith that the law requires disclosure.
PERIOD FOR WHICH RECORDS ARE HELD AND INFORMATION RETENTION AND DESTRUCTION PRACTICES
The State Records Act, the Southern Forests & Valleys Record Keeping Plan and the Retention and Disposal Schedule determine when Southern Forests & Valleys will retain or destroy records of personal information.
HOLDING PERSONAL AND SENSITIVE INFORMATION AND SECURITY
Southern Forests & Valleys strive to ensure the security, integrity and privacy of personal and sensitive information of clients. Southern Forests & Valleys use a variety of physical and electronic security measures including restricting physical access to Southern Forests & Valleys offices and firewalls and secure databases to keep personal information secure from misuse, loss or unauthorised use or disclosure. In relation to personal information provided through Southern Forests & Valleys websites, unfortunately, no data transmission over the Internet can be guaranteed to be totally secure.
Unsolicited personal information is information received where the entity has taken no active steps to collect the information. When and where Southern Forests & Valleys receives unsolicited information Southern Forests & Valleys will need to determine whether the unsolicited information should properly be retained as a record of Southern Forests & Valleys. Where Southern Forests & Valleys determines that the unsolicited information is not properly a record of Southern Forests & Valleys, Southern Forests & Valleys will destroy the information as soon as practicable, so long as it is lawful and reasonable to do so.
ACCESSING AND CORRECTING PERSONAL INFORMATION
You can make a request for access to your personal information under the Freedom of Information Act.
You have a right to request the correction and/or amendment of your personal information. Applications to have personal information held by Southern Forests & Valleys corrected or amended should be made in accordance with Part 3 of the Freedom of Information Act.
To request access, please contact Southern Forests & Valleys’ freedom of information officer as set out at the end of this document.
A cookie is a small text file stored on your computer’s browser. Pixels and Transparent GIF files are tiny graphics with a unique identifier, similar in function to cookies. Many cookies from websites will be visible from your browser. You will usually find information on cookies and how to manage them under “options” or “settings” in your browser.
Southern Forests & Valleys may record your visit with cookies and may log the following information for purely statistical purposes:
your server address;
• your top-level domain name (e.g. .com, .gov, .uk, etc);
• the date and time of your visit to Southern Forests & Valleys’ website;
• the pages accessed and documents downloaded by you;
• the previous website(s) visited by you; and
• the type of browser used by you.
If you do not want information collected with cookies, there is a simple procedure in most browsers that allows you to deny or accept the cookie feature. You should note that cookies may be necessary to provide you with features and/or functions on this website and on other websites.
Southern Forests & Valleys’ websites also makes use of third-party pixels – these are pixels sent by businesses that provide content, such as advertising, on websites that you visit – that is, businesses other than Southern Forests & Valleys. Third party pixels are used on Southern Forests & Valleys’ websites to enable remarketing and reporting for impression assisted visits, websites conversions, user demographics and user interests.
The third-party pixels used on Southern Forests & Valleys’ websites include, but are not limited to, Google Analytics Advertising Features (via the use of Google advertising pixels), pixels from YouTube and the Facebook tracking / web pixel.
If you want to opt out of the operation of third-party cookies – such as those associated with the Google Analytics Advertising Feature – you will need to refer to the privacy policies of the relevant third party website(s).
In relation to use of websites, Southern Forests & Valleys may establish relationships with business partners that allow visitors to Southern Forests & Valleys websites to link directly to websites operated by these partners. Some of these websites may be “co-branded” with Southern Forests & Valleys’ logo; however, these websites may not be operated or maintained by or on Southern Forests & Valleys’ behalf. These websites may collect personal information from you that may be shared with us. This Privacy Statement will apply to any personal information Southern Forests & Valleys obtains in this manner.
Southern Forests & Valleys may also share audience data with these third parties via, amongst others, Google Analytics, Facebook Ad Manager, data management platforms and pixels.
Generally, Southern Forests & Valleys has taken steps, and will continue to take steps, to ensure that and/or encourage any domestic third parties it has dealings with to comply with the Privacy Act and the Australian Privacy Principles when collecting, holding or using personal information provided to them by Southern Forests & Valleys. However, it is not possible for Southern Forests & Valleys to compel them to do so.
Southern Forests & Valleys will not generally hold third party deterministic or “third party matched” data, such as social media account log-ins and gmail logins. This data will only be acquired within the advertising technologies that Southern Forests & Valleys utilises, and in accordance with the Australian advertising industry’s governance processes.
Southern Forests & Valleys does not exercise any control over the management of those websites. Southern Forests & Valleys does not endorse, and is not accountable for, any views expressed by third parties using that website.
Southern Forests & Valleys can view all information posted to its social media pages and can use that information for the purposes of administering the pages, for record keeping, for considering and / or addressing any comments made and for running competitions and campaigns.
It is not standard practice for Southern Forests & Valleys to disclose personal information to overseas recipients. However, there is a possibility that, on occasion, your personal information may be disclosed to an overseas recipient. The location of any potential recipients will vary depending on the project or purpose concerned.
Collected personal information may also be stored on an overseas cloud based computing system provided by a third party data storage provider. Should you have any queries about the potential disclosure of your personal information to an overseas recipient, please contact Southern Forests & Valleys.
NOTIFICATION OF CHANGES
If Southern Forests & Valleys decides to change this Privacy Statement, Southern Forests & Valleys will post those changes to Southern Forests & Valleys websites and other places Southern Forests & Valleys deems appropriate so users are always aware of what information is collected, how it is used, and under what circumstances, if any, it is disclosed.
QUERIES AND FEEDBACK
If you have any queries relating to this Privacy Statement, or you have and feedback, please contact Southern Forests & Valleys via email email@example.com
GENERAL DATA PROTECTION REGULATION (GDPR)
Southern Forests & Valleys recognises the importance of your privacy rights, and in turn, the importance of being transparent about how we collect, use, and share information about you, and demonstrates this by complying with applicable privacy and data protection laws such as the European Union General and Data Protection Regulations (GDPR).
With regard to GDPR, it applies to the data processing activities of Southern Forests & Valleys in the European Union. Southern Forests & Valleys offers goods and services to individuals in the European Union – via our websites and representative offices. Southern Forests & Valleys promotes Western Australia as a tourism destination and also holds, from time-to-time, roadshows and famils in the European Union. Detail around what we do with your data, and your privacy rights, and about the purposes for which we use your personal information are detailed in the Privacy Statement.
Under the EU General Data Protection Regulation (EU GDPR), EU residents may exercise their data subjects rights – for example:
• Right of Access
• Right of Erasure
• Right to Rectification
• Right to Object
If you wish to exercise these rights, you may submit a written request using the contact details set out in the Privacy Statement.