Last updated November 2020

ETVIA in Australia is committed to treating the personal information we collect in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth) (the Privacy Act). This Privacy Policy sets out how ETVIA handles personal information.

This Privacy Policy does not apply to personal information collected by ETVIA that is exempted under the Privacy Act, for example employee records.

ETVIA may modify this Privacy Policy from time to time to reflect its current privacy practices.

In this Privacy Policy, ‘ETVIA’, ‘we’, ‘us’ and ‘our’ is a reference to the ETVIA partnership and includes any entity carrying on business in Australia that is part of the ETVIA group of entities.

1. PERSONAL INFORMATION

THE INFORMATION WE COLLECT - CLIENTS

The types of personal information we collect depends on the nature of our engagement with you. Examples of personal information we may collect include:
• Name, job titles, work contact telephone number, mobile number and work/office address
• Gender
• Email address

It will not be necessary for ETVIA to collect sensitive or financial information about you in order to provide specific our software products or our consulting services.

It is generally not practical to remain anonymous or to use a pseudonym when dealing with ETVIA as usually we need to use your personal information to provide specific services to you, or which relate to or involve you.

If as part of the work ETVIA are undertaking you are asked to complete a third party provided 360° leadership style survey or a dialogue pattern survey. If this is part of the scope of the work being undertaken with ETVIA you will be provided with that third party provider’s privacy policy as part of the invitation to participate. The data and report ETVIA receives from these providers as an accredited consultant in the use of the third party diagnostic will be treated as confidential and the user of that information will comply with the client organisation’s Privacy Policy. ETVIA, unless instructed otherwise by the client organisation prior to the undertaking of the survey process, will not attribute your survey results with your identity. If such an instruction was made by the client organisation the participant would be advised of this and evaluate for themselves if they wish to complete and submit the survey. Unlabelled results and aggregated results may be used for the purposes of understanding cultural and dialogue patterns across a team.

THE INFORMATION WE COLLECT – EMPLOYEES AND CONTRACTORS

The types of personal information we collect depends on the nature of our engagement with you. Examples of personal information we may collect include:
• names, job titles, contact and address details
• information in identification documents (for example: passport or driver’s licence)
• tax file numbers and other government-issued identification numbers
• date of birth and gender
• bank account details, shareholdings and details of investments
• details of superannuation and insurance arrangements
• educational qualifications, employment history, salary and referee reports
• visa or work permit status
• your Internet Protocol (IP) address
• payment details and
• personal information about your spouse and dependants.

It may be necessary in some circumstances for ETVIA to collect sensitive information about you in order to provide specific services or for recruiting purposes. Examples of the types of sensitive information that may be collected in such circumstances include professional memberships, ethnic origin, criminal record and health information.

HOW WE COLLECT AND MANAGE PERSONAL INFORMATION

In the undertaking of the work with Etvia we will need to connect with you and so we may ask for your contact details for an administrative person in your organisation we can get in touch. The purpose of which is to usually establish a time and means for meeting. We may also you or an administrative person for your telephone and video conferencing details.

This information will only be used in the context of and for the purpose of working with you as part of a strategy deployment project and will not be provided or divulged to any other entity or person. These details if stored electronically will be done so as a Microsoft contact and your work email address will be used as your access and your user identification when accessing etviaTRACE.

WHERE YOU PROVIDE US WITH PERSONAL INFORMATION ABOUT SOMEONE ELSE

If you provide us with someone else’s personal information, you should only do so if you have their authority or consent to provide us with that information. You should also take reasonable steps to inform them of the matters set out in this Privacy Policy or any Privacy Collection Statement we give you.

HOLDING PERSONAL INFORMATION

ETVIA holds information about you in hard copy and electronic formats. We take security measures to protect this personal information we hold including physical storage of files in lockable cabinets or rooms and technological (for example, restriction of access, firewalls, the use of encryption, passwords and digital certificates).

In some cases, ETVIA engages third parties to host electronic data (including data in relation to the services we provide) on our behalf.

If you are a user of etviaTRACE we store data for user identification and session identification as you interact with the application. This information is stored as part of the management of the software that is deployed via Amazon Web Services (AWS) and is therefore included in AWS’s privacy and security policies that can be viewed at the following website address: https://docs.aws.amazon.com/AWSEC2/latest/UserGuide/ec2-security.html

Purpose for collecting, holding, using and disclosing personal information ETVIA collects, holds and uses personal information for a number of purposes including:
• to provide and enhance our services and those of other ETVIA member firms
• to respond to requests or queries or the distribution of emails regarding reminders and notifications generated by etviaTRACE
• to maintain contact with our clients and other contacts (including alumni), and keep them informed of our services, industry developments, seminars and other events
• to verify your identity
• when engaging service providers, other ETVIA member firms, contractors or suppliers relating to the operation of our business
• to conduct surveys
• for seeking your feedback
• to develop our expertise and know how, for benchmarking purposes, analytics, quality assurance and thought leadership, and other purposes related to our business.

As part of an engagement, if you are a customer, an employee, a contractor or supplier of services to one of our clients, then we may disclose your personal information as part of providing services to that client.

The types of third parties to whom we may disclose your personal information include: experts or other third parties contracted as part of an engagement our agents, third party contractors and suppliers our professional advisers other ETVIA member firms (which includes entities they wholly or dominantly own and control), or ETVIA International Co-operative third parties as part of an actual (or proposed) acquisition, disposition, merger or de-merger of a business (including ETVIA’s business) or to enter into an alliance, joint venture or referral arrangement or government or regulatory bodies or agencies, as part of an engagement or otherwise, (for example, the Australian Taxation Office).

We do not disclose personal information to third parties for the purpose of allowing them to send marketing material to you. We will not share non-personal, de-identified or aggregated information with select third parties for research or promotional purposes other than direct marketing.

DIRECT MARKETING

ETVIA may use your personal information for the purpose of marketing its services to you. If you do not want to receive marketing material from us, you can contact us as detailed below:
for electronic communications, you can click on the unsubscribe function in communications; or
for hard copy communications, you can email unsubscribe@Etvia.com.au or
through our contact details in 'How to contact us'.

PRIVACY ON OUR WEBSITES

Automatic collection of personal information Cookies, web beacons and other technologies are used by ETVIA and its service providers on some ETVIA websites and through email to automatically collect certain types of information. The collection of this information allows us to customise your online experience (including tailored ETVIA marketing), to improve the performance, usability and effectiveness of ETVIA’s online presence and to measure the effectiveness of our marketing activities.

If you register or log into a ETVIA web site and provide information about your preferences, we will use your information to personalise your user experience. If you register or log into a ETVIA web site using a third party account (such as LinkedIn, Google or Twitter), we may collect any information you have permitted the third party service to share, including your name and email address, depending on the privacy settings you have set with the third party service and their privacy policy.

IP ADDRESS

An IP address is a number assigned to your computer whenever you access the internet. It allows computers and servers to recognise and communicate with one another.

Public IP addresses from which visitors appear to originate may be recorded for IT security and system diagnostic purposes. This information may also be used in aggregate form to conduct web site trend and performance analysis, and to enhance user experiences.

COOKIES

Cookies may be placed on your computer or internet-enabled device whenever you visit us online. This allows the site to remember your computer or device and serves a number of purposes.

Although most browsers automatically accept cookies, you can choose whether or not to accept cookies via your browser's settings (often found in your browser's Tools or Preferences menu).

You may also delete cookies from your device at any time. However, please be aware that if you do not accept cookies, you may not be able to fully experience some of our websites' features.
Cookies by themselves do not tell us your email address or otherwise identify you personally. In our analytical reports, we may obtain other identifiers including public IP addresses, but this is for the purpose of identifying the number of unique visitors to our web sites and geographic origin of visitor trends, and is not used to identify individual visitors.

WEB BEACONS

A web beacon is a small image file on a web page that can be used to collect certain information from your computer such as an IP address, the time that content was viewed, a browser type, and the existence of cookies previously set by the same server.

ETVIA or its service providers may use web beacons to track the effectiveness of third party websites that provide us with recruiting or marketing services or to gather aggregate visitor statistics and manage cookies.

You have the option to render some web beacons unusable by rejecting their associated cookies. The web beacon may still record an anonymous visit from your IP address but cookie information will not be recorded.

In some of our newsletters and other communications, we may monitor recipient actions such as email open rates through embedded links within the messages. We collect this information to gauge user interest and to enhance future user experiences.

LOCATION-BASED TOOLS

ETVIA does not collect or use the geographical location of your computer or mobile device.

SOCIAL MEDIA WIDGETS AND APPLICATIONS

Some ETVIA websites and services may include functionality to enable information sharing via third party social media applications, such as the Facebook Like button and Twitter widget.

These social media applications may collect and use information regarding your use of ETVIA websites. Any personal information that you provide via such social media applications may be collected and used by members of that social media application separate to ETVIA.

Such interactions that are monitored by social media applications are governed by the privacy policies of the relevant companies that provide the applications. We do not have control over, or responsibility for, those companies or their use of your information.
In addition, ETVIA websites or affiliate websites may host blogs, forums, crowd-sourcing and other applications or services (collectively “social media features”). The purpose of social media features is to facilitate the sharing of knowledge and content.

Any personal information that you provide on any ETVIA social media feature may be shared with other users of that social media feature (unless otherwise stated at the point of collection), over whom we may have limited or no control.

LINKS TO THIRD PARTY WEBSITES

ETVIA websites may contain links to third parties’ websites, including sites maintained by other ETVIA member firms. Those other websites are not subject to our privacy policy and procedures. You will need to review those websites to view a copy of the relevant privacy policy.
Unless expressly advised, ETVIA does not endorse, approve or recommend the services or products provided on third party websites.

YOUR CHOICES

You have several choices regarding your use of ETVIA websites. In general, you are not required to provide personal information when you visit our websites. However, if you make an enquiry or subscribe to receive information about our services, events and industry updates or wish to apply for a job, provision of certain personal information will generally be required to facilitate such requests.

CHILDREN

We understand the importance of protecting the privacy of children, especially in an online environment. In particular, our websites are not intentionally designed for, or directed at, children under the age of 13.

It is our policy to never knowingly collect or maintain information about any person under the age of 13, except as part of a specific engagement to provide services which necessitates such personal information be collected, for the purposes of ensuring compliance with our auditor independence policies, or as otherwise required by law.

GAINING ACCESS TO PERSONAL INFORMATION WE HOLD

You can request access to your personal information, subject to some limited exceptions as permitted or required by law. Such request must be made in writing to ETVIA Australia’s Privacy Liaison. Please see 'How to contact us' for details.

KEEPING PERSONAL INFORMATION CURRENT

If you believe that any personal information ETVIA has collected about you is inaccurate, not up-to-date, incomplete, irrelevant or misleading, you may request correction. To do so, please contact ETVIA and we will take reasonable steps to correct it in accordance with the requirements of the Privacy Act. Please see 'How to contact us' for details.

COMPLAINTS

If you wish to make a complaint to ETVIA about our handling of your personal information, you can contact ETVIA Australia’s Privacy Liaison as set out in 'How to contact us'. Following your initial contact, you will be asked to set out the details of your complaint in writing in a form provided.

ETVIA will endeavour to reply to you within 30 days of receipt of the completed complaint form and, where appropriate, will advise you of the general reasons for the outcome of the complaint.

In some circumstances, ETVIA may decline to investigate the complaint (for example if the complaint relates to an act or practice that is not an interference with the privacy of the person making the complaint).

If you are not satisfied with the outcome of your complaint, you can refer your complaint to the Office of the Australian Information Commissioner.

HOW TO CONTACT US

If you have a query in relation to this Privacy Policy, or would like to notify ETVIA that you: no longer wish to receive marketing material from us, wish to want to access or correct your personal information or wish to make a complaint about ETVIA’s handling of your personal information; please contact ETVIA as follows:

ETVIA
info@etvia.com
+61 411 737 469