Collection of Information
Certification Oceania collects and holds information from employees, clients, contractors and accreditation authorities. We collect and hold this information when it is necessary for business purposes.
The main types of information Certification Oceania collects and holds relates to the contact details and organisational information of our clients and other business contacts. Typically, this information includes names, addresses, telephone numbers, e-mail addresses and job titles. In the course of providing services to our clients, we may collect and hold more detailed information, such as potential health and safety risk exposures and environmental aspects relevant to an organisation - for Certification purposes.
We collect most information directly from clients when we deal with them. The information we collect may be provided in application forms filled out by clients, email messages, telephone conversations, enquiries from our websites or on social media. Because of the nature of our business, it is generally impracticable for us to deal with clients on an anonymous basis or through the use of a pseudonym.
Use of Information
The main purposes for which we collect, hold and use information are:
to provide our services;
to respond to an enquiry;
to maintain contact with clients;
to informed contacts of the services we offer, standards and industry developments that may be of interest to them, and to notify them of events we may be holding within their countries; and
for general management and accreditation body reporting purposes, such as invoicing and account management;
Security of Information
Information that we have collected (eg, application for certification, or for a Certification Oceania services or marketing events), is stored electronically. Relevant information is available to Certification Oceania staff and contracted assessors and is used in accordance with this policy and Certification Oceania’s Information/Data Security Policy.
Certification Oceania will endeavour to take all reasonable steps to keep secure any information which we hold, keeping the information accurate and up to date and not retaining information once there is no longer a legal or business need for us to do so.
Disclosure of Information
Certification Oceania endeavours, so far as is reasonably practicable, not to disclose information to other organisations unless:
it is to protect the rights, property or personal safety of any member of the public, or the environment or a client of Certification Oceania or the interests of Certification Oceania; or
some or all of the information may be transferred to another organisation as part of the sale of some or all of Certification Oceania's business; or
the owner of the information gives written consent; or
such disclosure is otherwise required or permitted by law, regulation, rule or Certification Oceania’s scheme rules.
Clients and organisations outside of Certification Oceania will sometimes have access to information held by Certification Oceania. This may include, but is not necessarily limited to Certification Oceania’s contractors, travel and accommodation service providers, cloud-based security storage providers, information technology contractors, event managers, and debt collecting agencies.
Access to Information
We will provide access to information upon request by an individual, except in situations where release is unauthorised by the owner of that information and in situations where granting such access would infringe another person's privacy or a client’s request for anonymity.
When you make a request to access information, we will require you to provide some form of identification (such as a driver's licence, or passport) so we can verify that you are the person or client’s authorised representative to whom the information relates.
If you believe that information we hold about you, or the organisation you are authorised to represent, is either incorrect or out of date, or if you have concerns about how we are handling your information, please contact us and we will try to resolve those concerns.
If at any time you want to access information you believe we hold, you may contact us by emailing us at firstname.lastname@example.org
Transfer of Information Outside Australia
Any such disclosure, or transfer, of information does not change our commitment to safeguard information, consistent with our Information/Data Security Policy.
Concerns or Complaints
If you are not satisfied with our handling of your concern or complaint you may make a complaint to the Australian Information Commissioner (www.oaic.gov.au).
Review and Amendment
Last updated: 9 December 2020
© Certification Oceania Pty Ltd. All rights reserved. No part of this document may be reproduced, copied, stored in a retrieval system, distributed or transmitted in any form or by any means, including photocopying, scanning or other mechanical or electronic methods without the prior written permission of the copyright holder.