Privacy Policy
REPORT SYSTEMS PRIVACY POLICY
Version 1: 22nd April 2022
Report Systems Pty Ltd (ACN 164 810 682) (referred to as Report Systems, we, our or other similar expressions), is committed to protecting the personal information and privacy of third parties who deal with us including our Customers and their End Users. Accordingly, Report Systems complies with the Australian Privacy Principles (as amended or replaced from time to time) set out in the Privacy Act 1988 (Cth) (the Act).
Some of the information you provide us as part of your dealings with us may constitute "Personal Information" under the Act. This Privacy Policy sets out how we collect, handle, use, transmit and disclose you and your End Users’ Personal Information, if applicable.
We encourage you to read this Privacy Policy carefully so that you understand our information handling practices. By accessing, browsing, or using the Report Systems Products and Services, registering to use the Report Systems Products and Services, uploading any data via the Report Systems Products and Services or by obtaining information, products or services provided via the Report Systems Products and Services, you agree to be bound by this Privacy Policy and by the provisions of the Act. This Privacy Policy should be read in conjunction with the Terms and Conditions of Use that apply to the Report Systems Products and Services.
If you would like to know more about data protection generally, there is information available from the Australian Information Commissioner at the following website - www.oaic.gov.au.
DEFINITIONS
For the purposes of this Privacy Policy, defined terms have the following meanings:
Customer means a person accessing the Report Systems Products and Services to generate a Report.
End User means a person who requests a Report from our Customer.
Hosting Service Provider means Google Firebase and Amazon Web Services (and their related companies) and any other person or entity we may engage from time to time to provide data hosting and storage services in connection with the Report Systems Products and Services or to provide serving infrastructure which operates under our direction.
Personal Information means any information or data that you provide us in any form from time to time which relates to an individual who can be identified, or whose identity can reasonably be ascertained from, that information or data alone or in conjunction with other information already held by the recipient, controller or processor of such information or data and includes information about the individual. It includes the information discussed specifically below in the section “WHAT IS ‘PERSONAL INFORMATION’?.
Report means any of the template forms and reports we make available as part of the Report Systems Products and Services from time to time including inspection reports, services agreements, management plans and certificates.
Report Systems Products and Services means any mobile applications, website products or services or software solutions operated or provided by Report Systems and its related companies from time to time via any distribution platform.
Terms and Conditions of Use mean the terms and conditions on which we make the Report Systems Products and Services available. The current version of our Terms and Conditions of Use is available here https://reportsystemsportal.com/terms-and-conditions
WHAT IS “PERSONAL INFORMATION”?
The term “Personal Information” encompasses a broad range of information and may include an individual’s name, age, gender, email address, postal address, street address, telephone number(s), credit and debit card numbers and expiry dates, property details, property owner and landlord names and details, tenant names and details, land or property details, Australian Business Number, and any other information that is about an individual, who can also be reasonably identified in relation to that information.
We will only collect and store personal information that is reasonably necessary for us to perform our functions and activities and provide you with the Report Systems Products and Services.
HOW DO WE USE PERSONAL INFORMATION?
We will use Personal Information for the purpose disclosed at the time of collection, or otherwise as set out in this Privacy Policy and the Terms and Conditions of Use.
Except as specifically set out in this Privacy Policy and the Terms and Conditions of Use, we will not sell or disclose Personal Information to any person located in Australia or overseas or use Personal Information for any other purpose without your prior consent, unless authorised or required by or under Australian law.
Generally, we will only use and disclose Personal Information for the following purposes:
• to register you to use, and provide you with access to the Report Systems Products and Services;
• to provide you with information about the products or services we offer;
• to manage the Report Systems Products and Services (including your account) and provide you with support, as required;
• to generate the Reports;
• to facilitate interactions between you and approved third parties which provide products or services integrated with the Report Systems Products and Services;
• to facilitate, process and obtain payment for the Report Systems Products and Services and for billing and debt recovery purposes generally;
• to monitor your usage of the Report Systems Products and Services and to help us to develop and implement initiatives to improve our products and services, our marketing or the way we do business;
• if necessary, to verify your identity or age;
• to comply with any applicable law, court order, regulation or other legal requirement;
• if necessary, in legal proceedings or in connection with confidential alternative dispute resolution mechanisms;
• to carry out our management, administrative, quality assurance and complaint handling activities in a professional and efficient manner;
• to conduct consumer and market research;
• to contact you for direct marketing and promotional purposes including providing you with information about products, services, events and special offers offered by us and third parties, unless you tell us that you do not wish to receive this type of information; and
• to sell or otherwise provide to third parties such as insurance companies and real estate agencies any and all data inserted into the Reports by our customers (including street name (but not street number), suburb, state and postcode) to enable the third parties to provide our customers or the relevant home owners with targeted offers of goods and services which might be relevant or of interest to them. We will not disclose the name of the user of the Report or the name of their customer.
From time to time we may also ask you to participate in surveys or questionnaires. These help us to improve our levels of service. We may send you electronic messages updating you about products, services, events, offers and special offers. We will only send you such electronic messages if you have consented to receive them or it can be inferred from your existing business or other relationship with us, that there is a reasonable expectation of receiving those electronic messages. All electronic marketing and promotional messages will identify us, and you can opt-out by unsubscribing to any of the emails we send.
Any additional purpose for the collection (not included in this Privacy Policy or the Terms and Conditions of Use) will be identified when we collect the Personal Information, or as soon as practicable afterwards.
HOW DO WE USE INFORMATION THAT IS NOT PERSONAL INFORMATION?
From time to time we may sell or disclose information you provide to us that is not Personal Information or does not disclose your identity to any person, and for any purpose, at our sole discretion, including to people or companies located outside of Australia. For example, we may sell, disclose or use information you provide to us that is not Personal Information to determine what advertising, promotional materials, products or services are likely to be of most interest to you and to assist third parties to monitor general consumer trends in various areas.
We may also modify Personal Information (through encryption, aggregation or other de-identifying techniques) so that it is in a form from which you or your End Users cannot be identified, and sell or disclose such modified information to any person, for any purpose, including to people or companies located outside of Australia.
HOW DO WE COLLECT PERSONAL INFORMATION?
We collect Personal Information from information you provide directly to us when you create a customer account and register to use the Report Systems Products and Services, contact us, request us to provide additional products or services, participate in surveys or questionnaires and from data and other information you upload thorough our Report Systems Products and Services or approved third party products integrated or used in conjunction with the Report Systems Products and Services from time to time.
WHAT HAPPENS IF YOU DON’T PROVIDE US WITH THE INFORMATION WE REQUIRE?
If you don’t provide us with certain information, we may be unable to provide you the information, products or services you wish to purchase and use.
PERSONAL INFORMATION SECURITY
We will take reasonable and appropriate steps to ensure Personal Information is protected from risks such as loss, interference, unauthorised access or use, destruction, modification or disclosure. Aside from the disclosure or transfer of Personal Information to our Hosting Service Provider and other third party service providers, we only permit our authorised personnel to access Personal Information.
Report Systems will comply with the notification and other requirements of the Act where your or your End Users’ Personal Information held by Report Systems has been inadvertently lost or disclosed or improperly accessed and that loss, disclosure or access may result in serious harm to you or your End Users.
The Internet is not a secure method of transmitting information. Accordingly, we cannot accept responsibility for the security of information you send to or receive from us, on behalf of yourself or your End Users, or that we send to our Hosting Service Provider, or for any unauthorised access, use or modification of that information except as required by law.
END USER INFORMATION
As our customer, you acknowledge and agree that when you obtain, collect and enter information, including Personal Information into the Report Systems Products and Services to generate the Reports, you are responsible for complying with the requirements under the Act including obtaining consent from the End User to collect and use their information, data and Personal Information to generate the Reports. You also agree to indemnify Report Systems from liability for any failures or omissions on your part to obtain such consent, and any failures or omissions on your part to comply with the requirements under the Act.
THIRD PARTY PRODUCTS AND SERVICES
Report Systems may provide links or references to other third party websites, products, services and resources. These third party products and services are not subject to this Privacy Policy. You should review the privacy policy of each third party product or service accessed, and determine whether the policy is satisfactory to you before you use the product or service.
You acknowledge and agree that Report Systems is not responsible for any Personal Information you choose to disclose to a third party through any third party product or service referred to by or linked to the Report Systems Products and Services and that such third parties may store your Personal Information in any location in accordance with their own security standards.
PAYMENT INFORMATION
We use a secure third party service, currently Eway, to process payments for the Report Systems Products and Services offered through Report Systems. We do not keep a record of your credit or debit card number used to pay for products or services via the secured third party payment service providers used by Report Systems.
USING THIRD PARTIES TO PROCESS YOUR INFORMATION
We may use third party companies (third party service providers) to manage information that you provide from time to time such as our third party payment gateway and Hosting Service Provider. When we use third party service providers, we seek to keep the amount of Personal Information they hold to a minimum and use reasonable efforts to ensure that they handle your information with care and in accordance with the Act. We may disclose or transfer Personal Information to third party service providers and our Hosting Service Provider to be stored overseas (see “Where your information is stored” below).
WHERE YOUR INFORMATION IS STORED
We engage a third party Hosting Service Provider to provide data storage services and to store Personal Information, data and information submitted by you through your use of Report Systems Products and Services. Our Hosting Service Provider and other third party service providers may transmit, maintain and store all or parts of your Personal Information or data, or your End User’s Personal Information or data, on multiple servers across various jurisdictions in addition to servers in Australia. Servers in which your information (including Personal Information) may be stored by our Hosting Service Provider and other third party service providers are likely to be located in Australia, Singapore and the United States, although additional or other locations may be used by our Hosting Service Provider or other third party service providers in the future.
The Act requires us to ensure that our Hosting Service Provider and any other third party service provider we may use from time to time, comply with applicable Australian privacy laws unless you agree otherwise. Acknowledging all of the above, by using Report Systems Products and Services and by providing us with information (including Personal Information), you:
• consent to us disclosing and transferring Personal Information, data and other information to our Hosting Service Provider and any other third party provider for the purpose of allowing our Hosting Service Provider and third party service providers to host all data necessary to support the Report Systems Products and Services you use and for us to provide, and facilitate payment for, the information and services accessible via Report Systems;
• consent to us, our Hosting Service Provider and any other third party service provider transmitting, maintaining and storing Personal Information, data and information (including the categories of Personal Information listed in this Privacy Policy) between and on servers located outside of Australia, including in the regions referred to above; and
• agree that the requirement under the Act for us to ensure that our Hosting Service Provider and any other third party service provider we may engage from time to time comply with applicable Australian privacy laws in respect of Personal Information, data and information you provide (including the categories of Personal Information listed in this Privacy Policy) does not apply.
We may engage other data storage providers or store your information on servers in other locations in the future and will update this Privacy Policy if that is the case.
COOKIES
"Cookies" are small data files sent by a website and stored on your computer's hard drive when you visit the website. Cookies contain certain information that the website uses to track the pages you have visited. The only Personal Information cookie contain is information you supply to us. A cookie cannot read data off your hard drive or read cookie files created by other websites.
The Report Systems Products and Services may use cookies to assist with managing your account, optimising your usage and to identify you on return visits. Most internet browsers automatically accept cookies, but you can usually change your browser to notify you when you receive a cookie or to reject cookies. However, while most of the content of the Report Systems Products and Services can be viewed without accepting cookies, full functionality may require the use of cookies.
YOUR RIGHTS OF ACCESS AND CORRECTION
You have the right to access Personal Information which we have collected from you within the requirements of the Act. We will respond to any access request within a reasonable period. If you wish to access your Personal Information, or believe that any of the Personal Information we hold about you or your End Users is inaccurate, please contact us at the email address shown at the bottom of this Privacy Policy. If reasonable and practicable to do so, we will provide access in the form requested by you. We will take reasonable steps to correct any inaccurate, incomplete or out-of-date Personal Information if you request us to do so, where required by law. If we decline to make the requested amendment for reasons permitted by the Act, if you ask us to do so, we will include a note with that Personal Information in your file that you have requested it to be amended.
We may withhold or refuse you access to Personal Information if we are legally authorised to do so or where its disclosure to you is restricted by law, is the subject of legal action, or may compromise the privacy of another person. We will give you reasons explaining why we have refused access, or refused access in the form you have requested, unless it would be unreasonable to do so, having regard to the reasons for our refusal.
We may charge you a reasonable fee to access your information as permitted by applicable law.
HOW CAN YOU STOP RECEIVING MARKETING INFORMATION?
Where marketing information is forwarded to you via electronic messages, there will be a functional ‘unsubscribe’ mechanism contained in the message. If you no longer wish to be contacted by us or receive such marketing information, you can advise us:
• by emailing us at support@reportsystemsportal.com; or
• by clicking the ‘unsubscribe function’ (where marketing information is sent electronically).
We will keep a record of your request to ensure you do not receive that information in the future. You cannot refuse to receive information which we are required to provide to you by law.
CHANGES TO THIS PRIVACY POLICY
We may update or change this Privacy Policy from time to time. When we do so, we will publish the current policy on our website(s) located at https://reportsystemsportal.com/privacy-policy, as applicable. The amended Privacy Policy will apply whether or not we have given you specific notice of any change. We suggest that you visit our websites regularly to keep up to date with any changes.
CONTACT INFORMATION
If you would like more information about this Privacy Policy or if you have any queries or complaints, please contact our Privacy Officer: Report Systems Pty Ltd, 47/195 Wellington Road, Clayton VIC 3168 or support@reportsystemsportal.com. We will take reasonable steps try to resolve any complaints as quickly as practicable. Complaints may also be made directly to the office of the Australian Information Commissioner through its website located at www.oaic.gov.au/privacy/privacy-complaints.
If you would like to email our Sales Team with a query relating to our Report Systems Products and Services, please email us at support@reportsystemsportal.com.