Privacy Policy

Introduction

IT Crew Pty Ltd (“IT Crew”, “we”, “us” and “our”), is committed to protecting your privacy. This privacy policy outlines how we collect, use, and safeguard your personal information.

In the course of our business operations, IT Crew collects Personal Information (as defined in the Privacy Act 1988 (Cth) (the “Privacy Act”)).

We have adopted the Australian Privacy Principles (“APPs”) contained in the Privacy Act. The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the APPs may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au.

What is Personal Information and what types do we collect?

The Privacy Act defines Personal Information as information or an opinion about an identified individual, or an individual who is reasonably identifiable:

- whether the information or opinion is true or not; and
- whether the information or opinion is recorded in a material form or not.

We collect and hold various types of Personal Information, including, but not limited to:

- name;
- email address;
- phone number;
- work & home address;
- date of birth; and
- payment details including bank account and credit card details.

Purposes for collecting Personal Information

We collect Personal Information for the primary purpose of allowing us to perform our functions and activities and provide our services to you. We may also use your Personal Information for secondary purposes related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. The types of Personal Information we collect will depend on your dealings with us, for example:

- to provide and maintain our services;
- to liaise with other vendors on your behalf, such as software vendors, ISPs, telcos etc;
- to process transactions and send related information;
- to improve our services and develop new features;
- to communicate with you, including sending updates and promotional materials; and
- to monitor and analyse usage and trends to enhance user experience.

How personal information is collected

We collect Personal Information:

- directly from clients, except where it is impracticable or illegal to do so;
- from you when you correspond with us through email, telephone, letter or fax; and
- through social media and our website.

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.

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 your Personal 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 and disclose Personal Information

We will:

- treat Personal Information as confidential and will only use or disclose it for the primary purpose for which it was collected or for a secondary purpose related to the primary purpose, in circumstances where a person would reasonably expect such use or disclosure;
- release Personal Information to a third party where the person to whom the information relates requests us to do so;
- not share, rent or sell Personal Information collected for IT Crew’s marketing purposes to any other organisation for their marketing purposes; and
- not disclose Personal Information to other service providers or individuals without the express consent or instructions of the individual to whom it relates.

We may:

- use the Personal Information provided to communicate with you via email, telephone, letter, fax and/or social media;
- share the Personal Information provided with our service providers engaged to carry out communications and marketing on behalf of IT Crew;
- share the Personal Information with professional advisors such as lawyers, accountants, and auditors, to comply with legal, regulatory, or contractual obligations;
- disclose Personal Information to third parties in connection with a merger, acquisition, or sale of all or a portion of our assets;
- share Personal Information with third parties who help us conduct research and analyse data to improve our services;
- disclose Personal Information to third parties that facilitate our work. These include our contractors, service providers and employees; and
- disclose Personal Information without the express consent of the individual to which the Personal Information relates to:
  - when we are required to do so by law. This could be in response to a warrant, subpoena, or other court order, the purposes of worker’s compensation or in response to legislative requirements (e.g. under child protection laws); or
  - if we believe on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of a stakeholder or that of another person

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.

We may collect and hold Sensitive Information of clients which is necessary to perform our activities. Sensitive Information will be collected and 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 and where you would reasonably expect such use or disclosure; and
  - with your consent or where required or authorised by law.

Disclosures to Overseas Recipients

We may disclose your personal information to overseas employees or contractors solely for the purpose of enabling them to perform work for and on behalf of IT Crew.

How Personal Information is held

We take the security of your personal information seriously and implement robust security measures to protect your data from unauthorised access, alteration, disclosure, or destruction, including:

- - Encryption: We use encryption to protect your data both when it is stored on our servers and when it is transmitted over the internet. Occasionally we may provide information to you or third-party vendors via email which is not encrypted.
  - Access Controls: We limit access to your data to authorized personnel only, using role-based access controls and multi-factor authentication.
  - Monitoring and Logging: We continuously monitor our systems for suspicious activity and maintain detailed logs to track and investigate potential security incidents.
  - Data Backup and Recovery: We perform regular backups of critical data and have a disaster recovery plan in place to quickly restore operations if needed.
  - Cloud: We store data in Microsoft 365 which is encrytped and subject to audit and monitoring of staff access.

Access to Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

We will not charge any fee for considering your access request, but may charge an administrative fee for providing you with a copy of your Personal Information.

In order to protect your Personal Information, we may undertake identification checks before releasing the requested information.

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 Personal Information we hold about you is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website. You can manage your cookie preferences through your browser settings.

Retention of Personal Information

We may retain your personal information after the termination of providing services to you for the following reasons:

- Legal Compliance: To comply with legal obligations, such as tax and accounting requirements.
- Dispute Resolution: To resolve any disputes or enforce our agreements.
- Fraud Prevention: To detect and prevent fraud or other illegal activities.
- Record Keeping: To maintain accurate business and financial records.
- Customer Support: To provide ongoing support and address any issues that may arise post-termination.

Destruction/deletion/de-identification of Personal Information

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy, delete or permanently de-identify your Personal Information.

Access to our Privacy Policy

We will take reasonable steps to ensure that clients are aware of our Privacy Policy and its purposes, and make the Privacy Policy freely available on IT Crew’s website.

Changes to our Privacy Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new or updated privacy policy on our website and updating the effective date.

Privacy Policy Complaints and Enquiries

If you have any questions, concerns or complaints about the way in which we have handled your Personal Information, you should contact us in the first instance. Our contact details are set out below.

We will endeavour to reply to you within a reasonable time following receipt of the complaint and, where appropriate, will advise you of the outcome of the complaint.

If you remain unsatisfied with the way in which we have handled a privacy issue, you may approach an independent advisor. There is more information and guidance on the website of the Office of the Australian Information Commissioner (www.oaic.gov.au/privacy/privacy-complaints) about how and when a complaint can be lodged.