WHO ARE WE?

Vendor Management Australia Pty Ltd [ABN38169892684] hereinafter referred to as VMA, is an Australian Vendor Management Company which engages and manages Forensic and Factual Investigation resources on behalf of General Insurers within Australia.  VMA operates from both a physical office premises and also a virtual office, both in Brisbane.

We provide Insurance Investigation related services to Insurers, Law firms and Corporations to assist our clients to:

• verify information and gather evidence
• establish facts
• identify and manage risk
• devise solutions
• make informed

Vendor Management Australia acknowledges the importance of privacy and is committed to protecting the privacy of all personal information that we collect.

WHAT PRIVACY LAWS DO WE COMPLY WITH?

We comply with The Privacy Act 1988 (Cth) hereinafter “The Act”.

The Act outlines the Australian Privacy Principles (APP’s), which defines the minimum standards for private sector organizations (such as VMA) to handle personal information and sets out the way in which we collect, use, disclose, store, secure and dispose of Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of the Office of the Australian Information Commissioner at www.aoic.gov.au

COLLECTION OF PERSONAL INFORMATION

Vendor Management Australia is a collector of personal information.

‘Personal information’ is information that identifies you or could reasonably identify you.

Common examples of personal information we may collect include your name, signature, address, telephone number, medical records, bank account details and commentary or an opinion about you.

This Personal Information is obtained in many ways including interviews, correspondence, by telephone and facsimile, by email, via our website www.vendormanagementaustralia.com.au, from your website, from media and publications, from other publicly available sources, from cookies and from third parties. We don’t guarantee website links or policy of authorized third parties.

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

SENSITIVE INFORMATION

Sensitive information is defined in The Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained
• For a secondary purpose that is directly related to the primary purpose; either
• with your consent; or
• where required or authorized by law.

HOW WE COLLECT PERSONAL INFORMATION

We collect personal information:

• Directly from an individual
• From a third party the individual has authorized to provide the information
• From a client or a third party where it is unreasonable or impracticable to collect it from the individual, such as your employer or other organizations with which you have contact or dealing
• From witnesses

We will not collect personal information unless it is reasonably necessary or directly related to one or more of our functions.

We will only collect personal information by lawful and fair means and not in an unreasonably intrusive way.

When we collect your personal information, we will make you aware of:

• Vendor Management Australia’s identity and contact details
• the fact and circumstances of collection
• whether the collection is required or authorized by law
• the purposes of collection
• the consequences if personal information is not collected
• Vendor Management Australia’s usual disclosures of personal information of the kind collected by the entity
• information about Vendor Management Australia’s Privacy Policy

We take all reasonable steps to ensure that the personal information we collect is accurate.

THIRD PARTIES

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

HOW WE USE & DISCLOSE YOUR PERSONAL INFORMATION

Insurers, corporates, government agencies, and legal firms instruct Vendor Management Australia to collect personal information.

We recognize that we are prohibited from using the information for any other purpose.

We will use and disclose the personal information only to the instructing parties; or to:

• Third parties where you consent to the use or disclosure; and
• Where required or authorized by law

HOW WE PROTECT YOUR PERSONAL INFORMATION

It is a critical component of our every-day working environment to ensure that any and all personal and sensitive information we collect is protected at all times.

As a result, we have prudently invested in both a physical and electronic security regime which we enforce to preserve confidentiality and privacy of client and sensitive information.

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure.

Personal information is held on our secure database and within our premises which is secured by keyed locks and a back to base alarm.

COMPUTERS ARE PASSWORD PROTECTED

Staff are trained so that they clearly understand the necessity to uphold both the strict terms and the spirit of The Privacy Act and of the importance of protecting the interests of clients and other persons of interest.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

MAINTAINING THE QUALITY OF YOUR PERSONAL INFORMATION

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

ACCESSING YOUR INFORMATION

You may request access to any information we hold about you or request that we make corrections to that information.

After confirming your identity, we will provide access or make the requested changes, unless there is a sound reason under The Privacy Act or other relevant law to withhold the information or not make the changes.

Vendor Management Australia will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information

If we refuse to grant you access to or change the information, we will provide you with written reasons for so doing.

If you want to access your personal information held by us or to request that a correction be made to your personal information please contact us at: admin@vendormanagementaustralia.com.au. We will respond in writing within 14 days.

POLICY UPDATES

This Policy may change from time to time and is available on our website.

COMPLAINTS

We will manage any complaint about how we have handled your personal information, efficiently and in a fair, reasonable and transparent manner.

If you would like to register a complaint please do so by contacting us at  admin@vendormanagementaustralia.com.au

If you have any queries or complaints about our Privacy Policy, please contact us at:

Vendor Management Australia Pty Ltd

Address:             PO Box 667, Aspley Qld 4034
Email:                 admin@vendormanagementaustralia.com.au
Telephone:        +61 7 33178402