The Australian Institute ofInterpreters and Translators, Inc.
Privacy Policy (Updated on 1 May 2014)
1.

Introduction

1.1.

From time to time The Australian Institute of Interpreters and Translators, Inc. ("the Association") isrequired to collect, hold, use and/or disclose personal information relating to individuals (including, but notlimited to, its customers, contractors, suppliers, members and employees) in the performance of its
activities.

1.2.

This document sets out the Association's policy in relation to the protection of personal information, as
under the Privacy Act 1998 (Cth) the ("Act") and the Australian Privacy Principles ("APP").

1.3.

The APPs regulate the handling of personal information.

2.

What is personal information?

2.1.

Personal information means information or an opinion (including information or an opinion forming part ofa database), whether true or not, and whether recorded in a material form or not, about an individual
whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

3.

Employee records

3.1.

This policy does not apply to the collection, holding, use or disclosure of personal information that is anemployee record.

3.2.

An employee record is a record of personal information relating to the employment of an employee.
Examples of personal information relating to the employment of the employee include, but are not limited
to, health information and information about the engagement, training, disciplining, resignation,termination, terms and conditions of employment of the employee. Please see the Act for further
examples of employee records.

4.

Kinds of information that the Association collects and holds

4.1.

The Association collects personal information that is reasonably necessary for one or more of its functions
or activities.

4.2.

The type of information that the Association collects and holds may depend on your relationship with theAssociation. For example:
4.2.1. Member and applicant for membership: if you are a member or if you are seeking to become a member ofthe Association, the Association may collect and hold information including your name, address, email
address, contact telephone number, gender, age, references, resume, qualifications and payment details. In
addition thereto, the Association may also hold further information provided by the Member for the purposeof publishing an online directory with online profiles. Members may opt out of the directory and public
profiles.
4.2.2. Candidate: if you are a candidate seeking employment with the Association, the Association may collect andhold information including your name, address, email address, contact telephone number, gender, age,
employment history, references, resume, medical history, emergency contact, taxation details, qualifications
and payment details.
4.2.3. Customer: if you are a customer of the Association, the Association may collect and hold information
including your name, address, email address, contact telephone number, gender, age and previous
purchasing history.
4.2.4. Supplier: if you are a supplier of the Association, the Association may collect and hold information including
your name, address, email address, contact telephone number, business records, billing information,
information about goods and services supplied by you.

Page 1 of 4

4.2.5. Referee: if you are a referee of a candidate being considered for employment by the Association, theAssociation may collect and hold information including your name, contact details, current employment
information and professional opinion of candidate.

4.3.

Sensitive information: the Association will only collect sensitive information where you consent to thecollection of the information and the information is reasonably necessary for one or more of theAssociation’s functions or activities. Sensitive information includes, but is not limited to, information or anopinion about racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, membershipof a trade union, sexual preferences, criminal record, health information or genetic information.

5.

How the Association collects and holds personal information

5.1

The Association must collect personal information only by lawful and fair means. The Association willcollect personal information directly from you if it is reasonable or practicable to do so.

5.2

The Association may collect personal information in a number of ways, including without limitation:
5.2.1.
5.2.2.
5.2.3.
5.2.4.
5.2.5.
5.2.6.
5.2.7.
5.2.8.

through application forms;
by email or other written mechanisms;
over a telephone call;in person;
through transactions;through our website;through surveillance camera;by technology that is used to support communications between us through publically available information
sources (which may include telephone directories, the internet and social media sites);
5.2.9. by technology that is used to support communications between us direct marketing database providers;

5.3.

When the Association collects personal information about you through publicly available information
sources, it will manage such information in accordance with the APPs.

5.4

At or before the time or, if it is not reasonably practicable, as soon as practicable after, the Associationcollects personal information, the Association must take such steps as are reasonable in thecircumstances to either notify you or otherwise ensure that you are made aware of the following:
5.4.1. the identity and contact details of the Association;
5.4.2. that the Association has collected personal information from someone other than you or if you are unawarethat such information has been collected;
5.4.3. that collection of personal information is required by Australian law, if it is;
5.4.4. the purpose for which the Association collects the personal information;
5.4.5. the consequences if the Association does not collect some or all of the personal information;
5.4.6. any other third party to which the Association may disclose the personal information;
5.4.7. the Association's privacy policy contains information about how you may access and seek correction ofpersonal information held by the Association and how you may complain about a breach of the APPs; and5.4.8. whether the Association is likely to disclose personal information to overseas recipients, and the countries inwhich those recipients are likely to be located.

5.5

Unsolicited personal information is personal information that the Association receives which it did not
solicit. Unless the Association determines that it could have collected the personal information in line with
the APPs or the information is contained within a Commonwealth record, it must destroy the information
to ensure it is de-identified.

6.

Purposes for which the Association collects, holds, uses and/or discloses personalinformation

6.1

The Association will collect personal information if it is reasonably necessary for one or more of its
functions or activities.
Page 2 of 4

6.2

The main purposes for which the Association may collect, hold, use and/or disclose personal information
may include but are not limited to:
6.2.1
6.2.2
6.2.3
6.2.4
6.2.5

recruitment functions;customer service management;
training and events;
surveys and general research; andbusiness relationship management.

6.3

The Association may also collect, hold, use and/or disclose personal information if you consent or if
required or authorised under law.

6.4

Direct marketing:
6.4.1

6.4.2
6.4.3

The Association may use or disclose personal information (other than sensitive information) about you forthe purpose of direct marketing (for example, advising you of new goods and/or services being offered by
the Association).
The Association may use or disclose sensitive information about you for the purpose of direct marketing if
you have consented to the use or disclosure of the information for that purpose.
You can opt out of receiving direct marketing communications from the Association by contacting the Privacy
Officer in writing or if permissible accessing the Association’s website and unsubscribing appropriately.

7.

Disclosure of Personal Information

7.1

The Association may disclose your personal information for any of the purposes for which it is wascollected, as indicated under clause 6 of this policy, or where it is under a legal duty to do so.

7.2

Disclosure will usually be internally and to related entities or to third parties such as contracted service
suppliers.

7.3

Before the Association discloses personal information about you to a third party, the Association will takesteps as are reasonable in the circumstances to ensure that the third party does not breach the APPs in
relation to the information.

8.

Access to Personal Information

8.1

If the Association holds personal information about you, you may request access to that information by
putting the request in writing and sending it to the Privacy Officer. The Association will respond to any
request within a reasonable period, and a charge may apply for giving access to the personal
information.

8.2

There are certain circumstances in which the Association may refuse to grant you access to the personal
information. In such situations the Association will give you written notice that sets out:
8.2.1
8.2.2

the reasons for the refusal; andthe mechanisms available to you to make a complaint.

9.

Correction of Personal Information

9.1

If the Association holds personal information that is inaccurate, out-of-date, incomplete, irrelevant ormisleading, it must take steps as are reasonable to correct the information.

9.2

If the Association holds personal information and you make a request in writing addressed to the Privacy
Officer to correct the information, the Association must take steps as are reasonable to correct theinformation and the Association will respond to any request within a reasonable period.

9.3

There are certain circumstances in which the Association may refuse to correct the personal information.
In such situations the Association will give you written notice that sets out:
Page 3 of 4

9.3.1
9.3.2

the reasons for the refusal; andthe mechanisms available to you to make a complaint.

9.4

If the Association correct personal information that it has previously supplied to a third party and you
request us to notify the third party of the correction, the Association will take such steps as are reasonable
to give that notification unless impracticable or unlawful to do so.

10.

Integrity and Security of Personal Information

10.1 The Association will take such steps (if any) as are reasonable in the circumstances to ensure that thepersonal information that it:
10.1.1 collects is accurate, up-to-date and complete; and10.1.2 uses or discloses is, having regard to the purpose of the use or disclose, accurate, up-to-date and complete.

10.2 The Association will take steps as are reasonable in the circumstances to protect the personal informationfrom misuse, interference, loss and form unauthorised access, modification or disclosure.
10.3 If the Association holds personal information, it no longer needs the information for any purpose for which
the information may be used or disclosed, the information is not contained in any Commonwealth record
and the Association is not required by law to retain the information, it will take such steps as arereasonable in the circumstances to destroy the information or to ensure it is de-identified.

11. Anonymity and Pseudonymity
11.1 You have the option of not identifying yourself, or using a pseudonym, when dealing with the Associationin relation to a particular matter. This does not apply:
11.1.1 where the Association is required or authorised by or under an Australian law, or a court/tribunal order, todeal with individuals who have identified themselves; or
11.1.2 where it is impracticable for the Association to deal with individuals who have not identified themselves or
who have used a pseudonym.

11.2 However, in some cases if you do not provide the Association with your personal information whenrequested, the Association may not be able to respond to your request or provide you with the goods orservices that you are requesting.

12.

Complaints

12.1 You have a right to complain about the Association’s handling of your personal information if you believe
the Association has breached the APPs.
12.2 If you wish to make such a complaint to the Association, you should first contact the Privacy Officer inwriting. Your complaint will be dealt with in accordance with the Association’s complaints procedure andthe Association will provide a response within a reasonable period.
12.3 If you are unhappy with the Association’s response to your complaint, you may refer your complaint to theOffice of the Australian Information Commissioner.

13.

Privacy Officer Contact Details

13.1 The Association's Privacy Officer can be contacted in the following ways:
13.1.1 Telephone number: (03) 9895 4473
13.1.2 Email address: admin@ausit.org
13.1.3 Postal address: PO Box 193 Surrey Hills, Vic 3127

Page 4 of 4