Privacy Policy

Asia Media is committed to protecting the privacy of individuals and is bound by the Australian Privacy Principles set out in the Privacy Act 1988.

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1. Purpose of Policy

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Asia Media (ABN 496 0705 6548) Asia Media Pty Ltd ACN 607 056 548 (we, us, our) is committed to protecting your privacy, in accordance with applicable Australian privacy laws.

This Policy is designed to give you a greater understanding of how we collect, use, disclose, and otherwise handle personal information, and the steps we take to protect it. It does not cover our client confidentiality obligations (which are set out in our terms of engagement) or our privacy obligations in respect of credit reporting. A copy of this Privacy Policy is available on our website at www.asiamedia.com.au, or you can request a copy by contacting our Privacy Officer (details under heading 10 below).

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What is personal information?

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Personal information means information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable.

We are required to comply with the Australian Privacy Principles (APPs) in the Privacy Act. The APPs regulate the manner in which personal information is handled throughout its life cycle, from collection to use and disclosure, storage, accessibility, and disposal.

We are also required to comply with more specific privacy legislation in some circumstances, such as:

• Applicable State and Territory health privacy legislation (including the Victorian Health Records Act) when we collect and handle health information in the relevant jurisdiction; and

• The Spam Act; and

• The Do Not Call Register Act

We are generally exempt from the Privacy Act when we collect and handle employee records, and this Privacy Policy does not apply to that information. However, where State or Territory health privacy legislation applies, we are still required to protect the privacy of employee health information. This Privacy Policy will apply in those circumstances.

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2. What We Collect

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The type of personal information that we collect about you depends on the type of dealings you have with us. For example, if you:

• Are a client of the firm, we will collect your name, job title, address, contact details, information about our dealings with you and the business matters we conduct on your behalf, and information about the events and seminars that you would like to be involved;

• Are involved in an event that we are working on, we may collect your name, contact details, and information about the relevant events;

• Ask to be placed on one of our mailing lists, we will collect your name, address, and contact details;

• Supply goods or services to us, we will collect your name, address, contact details, and financial details for payment purposes;

• Send us an enquiry or provide us with feedback, we will collect your name, contact details, and details of your enquiry or feedback;

• Apply for a job with us, we will collect the information you include in your job application, including your cover letter, resume, contact details, and referee reports.

Sensitive Information

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Sensitive information is a subset of personal information that is generally afforded a higher level of privacy protection. It includes health and genetic information and information about racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association or trade union, sexual preferences or practices, criminal record, and some types of biometric information.

We only collect sensitive information where it is reasonably necessary for our functions or activities and either:

• The individual has consented; or

• We are required or authorized by or under law (including applicable privacy legislation) to do so.

For example, we may collect health information or other sensitive information in the course of providing our services (for example, when advising on injury or discrimination claims), and we may collect information about your professional memberships for client relationship purposes.

 

Collection of Information Other Than Personal Information Through Our Website

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When you visit our website or one of our client portals, some of the information that is collected about your visit is not personal information, as it does not reveal your identity.

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Site Visit Information

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For example, we record your server address, the date and time of your visit, the pages you visited, any documents you downloaded, the previous site you visited, and the type of device, browser, and operating system you used.

We use and disclose this information in anonymous, aggregated form only for purposes, including statistical analysis and to assist us in improving the functionality and usability of our website. You are not individually identified; however, we reserve the right to use or disclose this information to try to locate an individual where we reasonably believe that the individual may have engaged in any unlawful or inappropriate activity in connection with our website, or where we are otherwise required or authorized by law to do so.

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Cookies

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A cookie is a small string of information that a website transfers to your browser for identification purposes. The cookies we use do not identify individual users, although they do identify the user’s internet browser.

We use cookies to hold anonymous session information. This information is used to personalize your current visit to the website, for example, to allow the website to remember who you are by keeping server variables linked to your session.

We only use non-persistent cookies. That is, they are held in your browser’s memory only for the duration of your session.

Most internet browsers are set to accept cookies. If you prefer not to receive them, you can adjust your internet browser to reject cookies, or to notify you when they are being used. There are also software products available that can manage cookies for you. Rejecting cookies can, however, limit the functionality of our website.

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What If You Don't Provide Us With Your Personal Information?

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The nature of the business carried on by Asia Media means that, generally, it is not possible for us to provide services to our clients anonymously. However, in some circumstances, we allow individuals the option of not identifying themselves or of using a pseudonym when dealing with us (for example, you can view our website and make general phone queries anonymously).

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3. How We Collect Personal Information

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• In the course of providing legal services, we collect personal information in a number of ways, including:

• In person (for example, at an event or function);

• Through one of our websites;

• Through Asia Media Digital or any other Asia Media s’ client portal;

• Over the telephone (including through voicemail messages left on our telephone system);

• Through written correspondence (such as emails, letters, and faxes);

• On hard copy forms (for example, event feedback forms);

• Through surveillance cameras;

• From third parties, including: credit reporting bodies and credit providers;

• From regulatory authorities; and/or

• From public registers (for example, by conducting searches of the ASIC database or from other publicly available sources).

4. Why We Collect Personal Information

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The main purposes for which we collect, hold, use, and disclose personal information are to:

• Provide our clients with event and marketing services;

• Assess credit-worthiness;

• Maintain cyber security;

• Send you information if you are on one of our mailing lists;

• Obtain goods and services;

• Perform research and statistical analysis, including for customer satisfaction and service improvement purposes;

• Protect the security of our offices, staff, clients, and the property held on our premises;

• Answer queries and resolve complaints; and

• Recruit staff and contractors.

We may also collect, hold, use, and disclose personal information for other purposes explained at the time of collection or which are:

• Required or authorised by or under law (including, without limitation, privacy legislation); or

• For which you have provided your consent.

We may use your personal information to send you information about our products and services, including event updates and invitations to different events and functions and relevant products and services of third parties either where we have your express or implied consent, or where we are otherwise permitted by law to do so. We may contact you for these purposes in a variety of ways, including by mail, email, SMS, telephone, or social media campaigns.

Where you have consented to receiving these communications from us, that consent will remain current until you advise us otherwise. However, you can opt out at any time, by:

• Contacting our Privacy Officer (details under heading 10 below); or

• Using the unsubscribe facility that we include in our commercial electronic messages (such as emails and SMSs) to opt out of receiving those messages.

 

5. Who We May Share Your Personal Information With

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We may share your personal information with third parties where appropriate for the purposes set out under heading 4, including:

• Financial institutions for payment processing;

• Experts or other relevant third parties in relation to your event and business enquiry;

• External parties who we contract to assist us in providing services to you;

• Our related bodies corporate;

• Credit reporting bodies and credit providers;

• Government regulators (for example, to update ASIC records or where required under anti-money laundering and counter-terrorism laws);

• Investigators;

• Referees whose details are provided to us by job applicants;

• Our contracted service providers, including:

• Business and marketing, event support service and goods providers;

• Information and communication technology providers;

• Data storage and archive service providers;

• Printers and mail houses;

• Other function and event organizers;

• Other marketing and communications agencies;

• Research and statistical analysis providers;

• Delivery and shipping providers; and/or

• Business advisers (such as recruitment advisors, accountants, auditors, and lawyers).

In each case, we may disclose personal information to the service provider, and the service provider may, in turn, provide us with personal information collected from you in the course of providing the relevant products or services.

 

6. Cross-Border Disclosure of Personal Information

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We may disclose personal information to third parties located overseas in the following situations:

• Where we engage overseas event working parties or partners to provide service on overseas events or service, where we are required or authorized to disclose personal information to a third party located overseas in the context of a particular issue;

• Where we will invite the overseas parties that will involve the events or marketing promotion campaign overseas.

In each circumstance, we will comply with the requirements of the Privacy Act that apply to cross-border disclosures of personal information.

 

7. Data Quality and Security

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We hold personal information in a number of ways, including in hard copy documents, electronic databases, email contact lists, and in paper files held in drawers and cabinets. Paper files may also be archived in boxes and stored offsite in secure facilities. We take reasonable steps to:

• Make sure that the personal information that we collect, use and disclose is accurate, up-to-date, and complete and (in the case of use and disclosure) relevant;

• Protect the personal information that we hold from misuse, interference, and loss and from unauthorised access, modification, or disclosure; and

• Destroy or permanently de-identify personal information that is no longer needed for any purpose that is permitted by the APPs.

• You can help us keep your information up to date, by letting us know about any changes to your details, such as your address, email address, or phone number.

The steps we take to secure the personal information we hold include website protection measures (such as firewalls and anti-virus software), security restrictions on access to our computer systems (such as login and password protection), controlled access to our corporate premises, policies on document storage and security, personnel security, staff training, and workplace policies.

 

Online Credit Card Payment Security

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We process payments using EFTPOS and online technologies. All transactions processed by us meet industry security standards to ensure payment details are protected. If we receive instructions to make payments to your bank account, we may disclose your personal information to the extent necessary to ensure that bank account or identity information provided to us is correct.

 

Website Security

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While we strive to protect the personal information and privacy of users of our websites, we cannot guarantee the security of any information that you disclose online, and you disclose that information at your own risk. If you are concerned about sending your information over the internet, you can contact us by telephone or post (details under heading 10 below).

 

Third-Party Websites

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Links to third-party websites that are not operated or controlled by us are provided for your convenience. We are not responsible for the privacy or security practices of those websites, which are not covered by this Privacy Policy. Third-party websites should have their own privacy and security policies, which we encourage you to read before supplying any personal information to them.

 

8. Access and Correction

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Please contact our Privacy Officer (details under heading 10 below) if you would like to access or correct the personal information that we hold about you. We may require you to verify your identity before processing any access or correction requests, to make sure that the personal information we hold is properly protected.

We will generally provide you with access to your personal information, subject to some exceptions permitted by law. We will also generally provide access in the manner that you have requested (e.g., by providing photocopies or allowing a file to be viewed), provided it is reasonable and practicable for us to do so. We may, however, charge a fee to cover our reasonable costs of locating the information and providing it to you.

If you ask us to correct personal information that we hold about you, or if we are satisfied that the personal information we hold is inaccurate, out of date, incomplete, irrelevant, or misleading, we will take reasonable steps to correct that information to ensure that, having regard to the purpose for which it is held, the information is accurate, up-to-date, complete, relevant, and not misleading.

Except in the case of more complicated requests, we will endeavor to respond to access and correction requests within 30 days.

 

9. Complaints

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If you have a complaint about how we have collected or handled your personal information, please contact our Privacy Officer (details under heading 10 below), who will endeavor in the first instance to deal with your complaint and take any steps necessary to resolve the matter within a week.

If your complaint can’t be resolved at the first instance, we will ask you to complete a Privacy Complaint Form, which asks you to explain the circumstances of the matter that you are complaining about, how you believe your privacy has been interfered with, and how you believe your complaint should be resolved.

Complaints process

We will endeavour to acknowledge receipt of the Privacy Complaint Form within 5 business days of receiving it and to complete our investigation into your complaint in a timely manner. This may include, for example, gathering the relevant facts, locating and reviewing relevant documents and speaking to relevant individuals.

In most cases, we expect that complaints will be investigated, and a response provided within 30 days of receipt of the Privacy Complaint Form. If the matter is more complex and our investigation may take longer, we will write and let you know.

If you are not satisfied with our response, you can refer your complaint to the Office of the Australian Information Commissioner (see here for further information) or, in some instances, other regulatory bodies, such as the Victorian Health Complaints Commissioner (see here) or the Australian Communications and Media Authority.

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10. Our contact details

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If you have any queries about the personal information that we hold about you or the way we handle that personal information, please contact our office.

Email: info@asiamedia.com.au

Telephone: 1300 268 668

Further general information about privacy is available on the website of the Office of the Australian Information Commissioner at www.oaic.gov.au or by calling the OAIC’s enquiry line at 1300 363 992.

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11. Changes to this Policy

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We may amend this Privacy Policy from time to time. A current version will be posted on our website and a copy may also obtained by contacting our office  (details above).

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Version dated 03 January 2024