This Privacy Statement explains what personal information we gather and details how that information is used. Informed.City is committed to the responsible collection and handling of personal information accordance with its Privacy Policy and with the Australian Privacy Principles (AAPs) as set out in the Privacy Act 1988 (Cth).
Types of personal information include:
Personal information: Recorded information or data about an identifiable or easily identifiable individual.
Sensitive information: Personal information about an individual’s race or ethnicity, political opinions, religious or philosophical beliefs, sexual orientation or practices, criminal record, or memberships details, such as trade union or professional, political or trade associations, genetic data and biometric data.
Informed.City only collects information about you by lawful and fair means and in a non-intrusive way. Informed.City collects personal and sensitive information as necessary for its core functions, including for research and commercial purposes. The information we may collect includes, but is not limited to:
name, date of birth, gender, citizenship, occupation;
tax file number, medicare number;
address, phone number, email address;
passwords, passcodes, secret questions (used to confirm your authorisation of a transaction);
bank account details; and
previous education, employment history and qualifications.
The information we collect depends on how you interact with us and the purpose of that interaction. Informed.City may collect sensitive information in certain limited circumstances and for a specific purpose.
You do not have to provide us with your personal information. Where practicable, you may choose to remain anonymous when interacting with Informed.City. However, remaining anonymous may affect your ability to access some Informed.City services and systems. Informed.City will let you know when this may affect your engagement with us.
Your personal information is usually collected directly from you. Informed.City collects personal information directly you when you:
apply for a position at Informed.City as an Employee;
enter into an agreement with Informed.City as a Contractor;
interact with Informed.City over the phone or in person;
provide information to Informed.City in person;
enter information into an online IT application used by Informed.City;
participate in surveys or questionnaires; or
attend an organisation event.
In some cases, we may collect information from a third party, such as a government authority, agency, service provider, contractor or educational institution. Where personal information is provided to us by a person other than you, it will be deleted or de-identified if not required, or you will receive a notice of its collection, its use and your rights as a data subject.
Informed.City uses personal information, including sensitive information, to deliver our core functions and comply with our research and commercial obligations. We use your information for the primary purpose for which it was collected, a related secondary purpose that you may reasonably expect (with the exception of sensitive information), as required by law, or with your permission or consent.
The laws in some jurisdictions require us to tell you about the legal ground we rely on to use or share your personal information. These legal grounds may include, but are not limited to, meeting our contractual commitments to you, for a legitimate interest, to comply with law, or to perform a public task. We will always consider your rights when using your personal information.
It is necessary for Informed.City to collect this information in order to:
manage Informed.City’s recruitment processes;
maintain your employment records;
carry out administrative matters;
communicate with you about employment-related activities;
provide company-approved learning courses, training or certifications; and
improve the effectiveness and quality our research and commercial endeavours.
We may share your personal information with third parties where appropriate for the purposes set out above, including but not limited to:
organisations to perform employee background checks;
referees whose details are provided to us by the applicant;
financial institutions for payment processing;
professional advisers for accounting, finance and legal purposes;
IT service providers (e.g. Microsoft) for digital communication and business management;
educational forms (e.g. LinkedIn) for recruitment and networking;
educational institutions as guests, presenters or collaborators;
service providers for learning, education or training;
marketing and communication agencies for business promotion;
externally hosted applications and software subscriptions for business management; and
regulatory or government bodies as required by law.
We may also share your personal information with third parties for a secondary purpose or where otherwise permitted by law, such as the provision of information to government departments or agencies.
These third party providers are required to keep personal information confidential and provide the same privacy safeguards as we do. Some of these recipients may be located outside of Queensland or Australia, which means that your personal information may be transferred interstate or overseas (trans-border).
Where we transfer your personal information to a recipient outside of Queensland or Australia, we take reasonable steps to ensure the recipient handles the information in accordance with this Privacy Statement and our Privacy Policy.
Informed.City applies safeguards and takes appropriate security measures to protect your personal information from misuse, loss, unauthorised access and disclosure.
Personal information may be stored as electronic data, or in Informed.City software or systems, including cloud or other types of electronic storage. Some of the ways Informed.City seeks to protect personal information include:
appropriately classifying information assets according sensitivity;
managing information security risks;
protecting access to physical areas hosting information assets;
enforcing additional online security protocols (e.g. multifactor authentication);
limited user access to electronic records;
privacy processes and the protection of information;
document storage and data security processes;
using IT security tools such as anti-virus software and firewalls;
enabling website protection measures; and
entering into confidentiality agreements Contractors and third-party service providers.
Informed.City will not keep your personal information for longer than it needs to. In most cases, we will only retain your personal information for the duration of your relationship with us unless it is required to retain your personal information to comply with applicable laws (e.g. record-keeping obligations).
Where it is necessary to share your personal information with a contracted service provider or third party, Informed.City takes reasonable steps to ensure that there are appropriate safeguards in place to protect your personal information. Informed.City will only disclose to third parties if:
you have given us your consent to disclose personal information to that third party;
we reasonably believe that the overseas recipient is subject to a law or binding scheme similar to the APPs which can be enforced; or
the disclosure is required or authorised by an Australian law or court/ tribunal order.
Informed.City takes reasonable steps to ensure that personal information held is accurate, complete and up-to-date. Informed.City relies on you to provide us with accurate and current information in the first instance, and to notify us when your circumstances or details change.
You have certain rights to seek access to personal information we hold about you (including, in some cases, in portable form), and to obtain its correction, update, amendment or deletion in appropriate circumstances, regardless of your location. You also have rights to withdraw your consent or request that we restrict how your information is used.
If you wish to make a request to access and/or correct the personal information Informed.City hold about you, you should make a request by contacting the HR Officer at Chloe@informed.city and we will respond within five (5) days.
Informed.City may make a record of your visits to the Informed.City website and log information for statistical and system administration purposes, including but not limited to:
Your server address;
Your domain name;
Your IP address;
The date and time of the visit;
The pages accessed and documents downloaded;
The address of your last site visited; and
The type of browser used.
Informed.City uses web analytics software and cookies to better understand how people use our website.
A cookie is a small text file that is sent to your device by means of your web browser. The information stored can be re-sent to our servers during a next website visit. A cookie file is stored in your web-browser and allow us or a third party to make a record of your visit to improve future visits to our websites. Cookies will not record your email passwords or your bank account details. Cookies do not harm your computer.
You can choose to change your browser’s cookie settings via your browser privacy settings, including blocking of the use of cookies. However, this may result in an inability to login or view some Informed.City web pages.
If you leave an Informed.City website and navigate to a third-party website, Informed.City cannot be held responsible for the protection and privacy of any information that you provide to third party websites. Accordingly, we always encourage you to exercise caution and review the privacy statement applicable to the website you visit.
For complaints about how Informed.City handles, processes or manages your personal information, please contact the HR Officer at Chloe@informed.city. Informed.City may require proof of your identity and full details of your request before it can process your complaint. Please allow up to 14 days for Informed.City to respond to your complaint.
It will not always be possible to resolve a complaint to everyone’s satisfaction. If you are not satisfied with Informed.City’s response to a complaint, you have the right to contact the Office of Australian Information Commissioner to lodge a complaint.
Please feel free to email us at Chloe@informed.city if you have any questions or concerns about this Privacy Statement or Informed.City’s collection, use or disclosure of your personal information.
We may change this Privacy Statement without notice, particularly where there are new developments in our working practice or if there are changes in the relevant laws. Therefore, we encourage you to check back occasionally to see if anything has changed. The most recent substantive change to this Privacy Statement was made 15 July 2024.
