simPRO Software Ltd (‘simPRO’) aims to provide its customers with the best possible products and service. To achieve this, we aim to make efficient use of the personal information we collect from our customers.
We also want our customers to have confidence that in handling personal information, we afford that information an appropriate level of privacy, consistent with the National Privacy Principles.
This statement sets out our policy for dealing with your personal information.
2. What is Personal Information?
Personal Information is any information about you that identifies you, or by which your identity can reasonably be ascertained.
2.1. Why Personal Information is Collected by simPRO?
simPRO (including its related bodies corporate) collects personal information from its customers and suppliers, or employees or officers of its customers and suppliers, for purposes relating to the products and services it offers. Those purposes include:
- responding to enquiries regarding sales, products and accessories and services we offer
- receiving feedback and dealing with complaints
- processing orders and administering accounts
- providing customer and dealer support
- applications for employment
- marketing and promotional activities
- product development and market research
- meeting our regulatory and legal obligations.
If we are unable to collect personal information we require, we may not be able to do business with you or the organisation with which you are connected.
3. How Does simPRO Use Personal Information?
Where possible, simPRO will collect your personal information directly from you. This may take place in a number of ways, such as when you give us a written order or ask us to provide a product or service over the telephone or internet.
Our website may also offer interactive facilities, such as customer enquiry or comment forms and competition entry forms, where personal information may be collected. In addition, we may obtain personal information from third parties such as our dealers and distributors, contractors and regulatory authorities.
4. Do We Disclose Personal Information to Anyone Else?
In providing you with a product or service, we may sometimes need to disclose your personal information to others. It is generally our policy not to disclose information to external organisations, however, examples of the types of organisations we may need to disclose information to in the course of providing a product or service are:
- related bodies corporate
- insurers and financiers
- a person outside simPRO who is contracted to us to provide a particular service on our behalf.
Some examples of the kinds of organisations with which we contract are
- mailing houses for bulk mailing of letters and notices;
- delivery contractors;
- printers for marketing material;
- information technology service providers; and
- accountants, lawyers and other service providers.
Those contracted parties are not authorised by us to use personal information for anything other than the purpose for which we supplied that information to them. Some of our information technology service providers are located overseas and, as a result, personal information collected and held by simPRO may be transferred overseas.
Sometimes, the law requires us to disclose personal information. For example, information may be disclosed to a court in response to a subpoena or to a Government agency.
We may also disclose personal information where the individual consents to us doing so. That consent may be written, verbal or implied from your conduct.
5. Direct Marketing
From time to time, we may use personal information to inform our customers about our products and services, or about special offers and promotions that we think may be of interest to you. We will generally give you the opportunity to express a wish not to receive direct marketing communications. You can let us know at any time if you no longer wish to receive marketing material (by contacting us by any of the means set out below) and we will remove your details from our direct marketing database.
simPRO does not disclose personal information to organisations outside simPRO and its related companies for the purposes of allowing them to direct market their products. However, we may join other business associates of simPRO in joint marketing of our respective products and services to customers.
If the law requires us to provide you with information about our products or services, we will provide that information even if you have elected not to receive information about our products and services generally.
6. Ensuring Personal Information is Up-to-date
We rely on the personal information we hold in conducting our business. Therefore, it is very important that the information we hold is accurate, complete and up-to-date.
We do everything we can to ensure that the personal information we hold is accurate complete and up-to-date whenever we collect or use it. This means that from time to time, we will ask you to tell us if there are any changes to your personal information. If you find that information we hold about you is incorrect, please contact us immediately and we will correct it.
7. Security of Personal Information
Security of personal information is important to us and we take all reasonable precautions to protect personal information from misuse, loss, unauthorised access, modification or disclosure.
Some of the ways we protect personal information include:
- external and internal premises security;
- restricting access to personal information only to staff who need it to perform their day to day functions;
- maintaining technology products to prevent unauthorised computer access or damage to electronically stored information, such as requiring identifiers and passwords, firewalls and anti-virus software; and
- maintaining physical security over paper records.
8. Access to Personal Information by Individuals
You can access most of the personal information we hold about you by contacting us by any of the means set out below.
We may charge an access fee to cover the reasonable cost of retrieving the information and supplying it to you.
Access to personal information may be refused in a number of circumstances, such as where the information relates to anticipated legal proceedings or the request for access is frivolous or vexatious. If we deny or restrict your access, we will explain why.
10. If You Send Us an Email
If you send us an email containing personal information, we will take reasonable steps to ensure the confidentiality of that information. The content of emails is sometimes monitored by our Internet Host for maintenance and fault detection purposes. We may also monitor email for legal compliance purposes. E-mails may also be sent to our dealers or contractors when they relate to product or service enquiries or complaints. They also treat the information confidentially, but do record it in our in-house database.
Although we take steps to protect information sent by e-mail, e-mail is not a secure method of communication and if you are concerned about sending your personal information to us in this manner you may prefer to contact us by any of the other means set out below.
11. Sensitive Information
Sensitive information includes information about your race or ethnic origins, political opinions, religious or philosophical beliefs, trade union membership, or details of health, disability or sexual activity or orientation. We rarely ask for sensitive information, but may do so occasionally, for example, as part of a competition, promotion or survey or to obtain information from your Professional or Trade association. We will not require you to provide sensitive information unless:
(a) you have consented to providing such information (such consent will be deemed when you submit such information to us); or
(b) the collection of the information is specifically authorised or required by law.