Optima Partners respects the value of your personal information and are committed to its protection at all times.
Please read this policy carefully to ensure that you make informed decisions regarding the information that you provide us.
This privacy policy explains how we collect, use, disclose, store and deal with your personal information, in accordance with the Privacy Act (Privacy Act) and the Australian Privacy Policy Principles (APPs) in so far as they apply to our business operations.
What is personal information?
Personal information is information or an opinion about an individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, or is recorded in a material form or not. It includes your name, age, gender, contact details, health and race (health and race are also sensitive information). In this Privacy Policy, a reference to personal information includes sensitive information.
What information is collected by Optima Partners
Optima Partners will only collect personal information about you by lawful and fair means and not in an unreasonably intrusive manner.
When you make an enquiry for services or submit an application to Optima Partners, we will need to collect information about you so that we can offer and provide professional services or to complete any other transaction.
The types of personal information we may collect and hold include contact information (e.g. name, job title, email address and mobile phone number, etc), photographs, employment history, educational qualifications, Commonwealth identifiers (e.g. tax file number) and financial information (e.g. credit / debit card details, security code numbers and other related billing information). We may also collect and hold sensitive information including information about your health, race, marital status, medical history and criminal history.
How Optima Partners collect your information
We may collect personal data about you in a number of circumstances, including:
- When you or your organisation make enquiries for professional services;
- When you or your organisation seek advice from us (in person or via the phone or email) or use any on-line client services;
- When you or your organisation browse, make an enquiry or otherwise interact on our website;
- When you attend an on-line seminar, training session or another Optima Partner event; or
- When you or your organisation offer to provide or provide services to us.
In some circumstances, we collect personal data about you from a third-party source. For example, we may collect personal data from your organisation, other organisations with whom you have dealings, government agencies, a credit reporting agency, an information or service provider or from a publicly available record.
Where we collect your personal information from third parties, we may use that information for a number of reasons including as part of the pre-employment process and to provide you with services and training.
We collect information from our website including the number of visits, dates of visits, pages viewed and navigation of the site. The purpose of collection is to improve users experience of the site and for record keeping purposes.
We occasionally use third parties to run on-line promotions. We retain information about the number of clicks and impressions of these promotions. This information is anonymous.
How Optima Partners will use your information
Optima Partners will collect, use and hold your information to provide professional services such as accounting, tax, business and personal advice, undertake pre-employment processes, manage our ongoing relationship with you and/or for administration and management activities (including processing payments, accounting, auditing, billing and collection).
Personal information will be used for the following purposes:
- where authorised by you;
- in a manner you would reasonably expect the use to occur;
- to verify your identity;
- where we are required, authorised or permitted by law;
- for administration of products and services and to analyse and improve our services and communications to you;
- to comply with laws and regulations;
- to provide you with information about products and services; and
- for any purpose related and/or ancillary to any of the above or any purpose for which your personal data was provided to us.
We will hold your information for as long as is required by law or for the purposes of your ongoing engagement with Optima Partners.
Marketing
Optima Partners may use your personal information to contact you (including by mail, telephone, mobile, text message or email) in relation to newsletters, promotional materials, or access to other products, services, events or training we think may be of interest to you. This includes products and services from our commercial partners, such as the Chamber of Commerce and Industry of Western Australia Limited (CCIWA). We hope you will find these items informative and useful.
If you do not wish to receive any further information from us (or CCIWA), or you wish to update your details, please email your request to us at reception@optimapartners.com.au. We will endeavour to meet your request within 7 working days.
To whom will we disclose your personal information?
Optima Partners will not sell your personal information to any third parties.
We may disclose your personal information:
- when specifically authorised by you;
- to professional, medical and insurance advisors;
- to regulatory bodies and government agencies;
- to comply with regulatory or legal requirements;
- to our commercial partners, such as CCIWA;
- to training partners;
- to your guardian;
- for urgent health reasons;
- for purposes of credit reporting and checks and
- as required by law or court order.
We may also disclose your information to third parties where we outsource duties or when enforcing the terms and conditions of our engagement with you.
Optima Partners require those organisations to protect your information in the same way that Optima Partners does. Third parties may reside overseas and if there are no suitable privacy protection laws in the recipient country Optima Partners will take all reasonable steps to make contractual arrangements that provide for privacy protection of your information.
Links to other websites
Optima Partners website provides links to third party websites. The use of your information by these third party sites is not within the control of Optima Partners and we cannot accept responsibility for the conduct of these organisations. Other websites are not subject to our privacy standards, policies and procedures. You will need to contact or review those websites directly to ascertain their privacy stands, policies and procedures.
How Optima Partners will ensure your information is secure
Optima Partners stores, processes and backs-up your personal information on our computer servers or networks and also in hard copy files which are securely stored and archived and according to legal requirements.
Optima Partners has implemented generally accepted standards of technology and operational security in order to protect personally identifiable information from loss, misuse, alteration or destruction. For example access restrictions to our office, secure database system, passwords, encryption and firewalls.
Despite these precautions, Optima Partners cannot guarantee that unauthorised persons will not obtain access to your information. We will advise you at the first reasonable opportunity upon discovering or being advised of a security breach where your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.
It is a legislative requirement that we keep all personal information and records for a period of 7 years. Should you cease to be a client of ours, we will maintain your personal information on or off site in a secure manner for 7 years. After this, the information will be destroyed.
As an employee of Optima Partners we will maintain your information on file in the HR department for reference as and when it is required throughout the duration of your employment with Optima Partners and beyond.
Cookies, re-marketing and other information-gathering technologies
Our website utilises cookies to provide you with a better user experience and to make our website more useful and personal to you. Cookies also allow us to identify your browser while you are using our site – they do not identify you. If you do not wish to receive cookies, you can instruct your web browser to refuse them. By using our website and not opting out of cookies, you agree that we can store and access cookies and data about your use of the website in accordance with this Privacy Policy.
What happens if you don’t provide us with your personal information?
As a general principle, you will provide us with your personal data entirely voluntarily; there are generally no detrimental effects for you if you choose not to consent or to provide personal data. However, there are circumstances in which Optima Partners cannot take action without certain of your personal data, for example because this personal data is required to process your instructions or orders, provide you with access to a web offering or newsletter or to carry out a legally required compliance screening. In these cases, it will unfortunately not be possible for us to provide you with what you request without the relevant personal data.
Keeping your information up to date
Optima Partners takes all reasonable precautions to ensure that the personal information we collect, use and disclose is accurate, complete, up-to-date relevant and not misleading.
To ensure we can maintain this level of accuracy and completeness, we recommend that you:
- inform us of any errors in your personal information as soon as possible; and
- update us with any changes to your personal information as soon as possible.
Access to your personal information
Please contact us if you would like to seek access to or correct the personal information we hold about you.
Subject to the Privacy Act, we will, if practicable, generally provide you with access to your personal information and will take reasonable steps to amend any personal information about you which is inaccurate or out of date. We will provide you with reasons if you cannot access your personal information or the information cannot be updated.
Requests for access will be dealt with as quickly as possible and we will respond to you within 21 days.
Consent and changes to the Privacy Policy
By engaging Optima Partners or using our website you consent to the collection, use and storage of your information by us in the manner described in this Privacy Policy and elsewhere in our communication to you or on our website.
We reserve the right to make changes to this Privacy Policy from time to time. We will alert you to any such changes by updating this Privacy Policy and posting it on our website. The changes will take effect as soon as they are posted on this website.
Who to contact if you have a complaint or want to update/correct your personal information
If you have any concerns or complaints about the manner in which your personal information has been collected or handled by Optima Partners, please contact us via email at reception@optimapartners.com.au.
Your concern or complaint will be directed to the Optima Partner director who managers your relationship who will consider and respond to your complaint within a reasonable period of time.
It is our intention to use our best endeavours to resolve any complaint to your satisfaction. However, if you are unhappy with our response, you may contact the Office of the Australian Information Commissioner who may investigate your complaint further.
As an Optima Partner client please contact the director who manages your relationship. Otherwise, you may contact the Business Manager using the contact details below.
If you believe any information is incorrect, incomplete or out of date, please contact us and we will correct it in accordance with the Privacy Act.
Please contact our Business Manager for any questions or comments you may have using the following contact methods:
- Telephone: 08 6267 2200
- Email: reception@optimapartners.com.au
- Postal: Locked Bag 5000, Osborne Park WA 6917
- Office: Suite 3, 128 Main Street, Osborne Park WA 6017
Further information
Further information about the application of the Privacy Act can be found at the website of the Office of the Australian Information Commissioner at www.oaic.gov.au.
