PRIVACY POLICY
ADAQ supports the dental profession and advances the oral health of Queenslanders.
Our structure includes:
- The Australian Dental Association (Queensland Branch) – ABN: 98 138 331 174
- The Australian Dental Association (Queensland Branch) Union of Employers – ABN: 56 009 663 754
Our services include:
- ADAQ Dental Assistant Training Courses - Registered Training Organisation – RTO: 30621
- ADAQ Professional Indemnity Insurance – brokered by Insurance Marketing Group of Australia Pty Ltd
We respect your privacy:
Your privacy is important to us. When dealing with your personal information we observe our obligations under the Privacy Act 1988 (Cth) and comply with the Australian Privacy Principles, as well as other relevant State legislation. This policy sets out how we will collect, use, store, disclose and de-identify your personal information.
The types of information we collect:
The types of personal information we collect include:
- Contact details (name, address, professional information, telephone numbers, email, etc)
- Demographic information (gender, date of birth etc)
- Professional Information (qualifications, specialty etc)
- Activities (participation in ADAQ activities or enrolment in courses or training).
The types of sensitive information we collect includes records of communication between us, which may include from time to time, information you provide to us or we collect from others. This includes, but is not limited to, the following types of information:
- Membership status and practice information
- Personal financial or legal information
- Personal credit card data or banking details
- Any personal information we obtain from you or other official sources about you.
1. Why we collect private information about you:
We collect your personal information for the primary purpose of providing our services to you. We maintain a secure database of customer details, educational activities and payments. We may disclose your personal information to contractor organisations to whom we outsource data functions such as mailing, market research and service delivery. We may also use your personal information to conduct research for continuing professional development purposes and the ongoing improvement of these programs as well as assisting us in improving Member services. We do not use the information in any way other than our stated objectives and purposes.
We primarily use your information for the following purposes:
- For the immediate reason for which you have provided it to us (for example, to enable us to process your membership request, payment, event registration, subscription, training enrolment or access to one of our services etc);
- To maintain contact with you about our services, or to encourage you to learn about what we do and any other purpose directly related to our work and for which you have provided consent (where it is reasonably required by law).
2. How we collect your information:
We may collect information from you either directly or from third parties. Information we collect from third parties may be by formal or informal means.
Where we collect information from third parties and it is not personal information that is contained in a Commonwealth record, we will take reasonable steps to destroy or de-identify the information as required by law.
We collect personal information about Members, students, supporters, volunteers, employees, contractors and visitors to our events.
We collect your information in the following ways:
- Face to face contact
- Electronically including through our website and online surveys
- Via social media messages or conversation
- During phone calls
- Voice or image recordings
- Whilst delivering and administering services at our facilities
- From forms and other correspondence (both in writing and electronically).
When collecting personal or sensitive information directly from an individual, ADAQ will take reasonable steps to notify, or otherwise ensure that the individual is aware:
- that ADAQ’s privacy policy provides information about how to access and seek correction of that personal information, and about how to lodge a complaint about a breach of the APPs
- of whether ADAQ is likely to disclose an individual’s personal information to overseas recipients and, if it is practicable to specify, the countries in which those recipients are likely to be located.
3. How we use your information:
We only use your personal and sensitive information for the reason we collect it as set out above and for the purpose(s) for which it was collected, or as otherwise permitted by law.
We will not disclose the information that we collect to others without your consent.
4. How we securely store your information:
We take reasonable steps to ensure the security of personal and sensitive information that we hold and to protect it against loss, misuse or unauthorised access, destruction, use, modification or disclosure. Our IT systems are password protected and comply with applicable security standards.
We store your information at our premises, in electronic systems under our control and with contracted data storage providers. We take appropriate steps to protect the security of the information we hold about you, including protections against unauthorised access, virus or other electronic intrusions, fire, theft or loss. We require our contracted providers to do the same. Our staff are bound by strict requirements regarding the protection of the privacy of the information we collect and hold about you.
It is our policy to:
- Permanently de-identify personal information where reasonable and possible; and
- Destroy personal information once there is no longer a legal or business need for us to retain it.
5. Who do we disclose your information to:
We do not rent, sell or exchange your information.
The types of organisations to whom we would normally disclose your personal information include, but may not be limited to;
- Mailing house for delivery of ADAQ Dental Mirror magazine or other related publications to you.
- Entities engaged by us to undertake surveys or to collect practice or other data from you on our behalf.
- Approved organisations such as sponsors or partners for the purpose of promoting products or services for which the ADAQ is directly affiliated.
- Affiliated CPD service providers to record and confirm credentials following the completion of a course.
We take all reasonable steps to ensure that these organisations are in turn bound by confidentiality and privacy obligations when handling your personal information. Personal information is not given to external mailing lists and details will not be disclosed to third parties without consent or unless required by law. Authorised personnel may monitor email messages for system maintenance purposes. If you pay an account or make an online purchase with us, all personal and financial details are secured at all stages of the transaction. Credit card details are sent via a secure payment gateway and details are not stored on our computer servers.
The ADAQ website CRM and email marketing system obtains and stores both personal and sensitive user data for the purpose of email communication and providing member content and services. The ADAQ CRM is the Institute for the Management of Information Systems (IMIS) and is run by Advanced Solutions International. Information on their privacy policy is available on their website .
The ADAQ Training CRM and email system obtains and stores both personal and sensitive user data for the purpose of providing formal training by ADAQ Training. Information on the Axcelerate system's privacy policy is available on their website.
We may also use other third party software suppliers to outsource certain tasks such as mailings and surveys. We will only use the information collected from said software suppliers for statistical purposes and to assist with improvement of Member services including professional development. In most instances the information collected will be anonymous, unless you consent to include personal or sensitive information. Information you choose to provide on these surveys will be transferred to the third party’s server (as applicable) then forwarded to us. By completing our surveys, you agree to these transfers of information. Further information on the privacy policy of Survey Monkey is available on their website.
If you have any issues with disclosure of your personal or sensitive information, please inform us at either the time we collect your information or any later time.
We do not usually send personal information out of Australia. If we are otherwise required to send information overseas we will take measures to protect your personal information. We will protect your personal information either by ensuring that the country of destination has similar protections in relation to privacy or that we enter into contractual arrangements with the recipient of your personal information that safeguards your privacy.
In order to comply with the National VET Provider Collection Data Requirements Policy, ADAQ Training must provide statistical and personal student data to the Australian Department of Education and Training. Further information on this is available from the Australian Skills Quality Authority website.
Sometimes we may be legally required to disclose your information, for example, to government departments. Such information would only be disclosed if legally obligated to do so.
We may also sometimes share non-personal, non-sensitive and de-identified information with research organisations.
6. How you can access or correct your personal information:
It is an important part of providing our services to you that your personal information is up to date. It is important that you advise us at the earliest opportunity of any changes to your personal information so that our records can be updated.
If you wish to access your personal information, and / or update your details, you can access your information by asking us or accessing your details through the ADA Inc or ADAQ Member website using your personal log in and password.
We will not charge a fee for your access request. In order to protect your personal information we may require identification from you before releasing such information.
If you have a question about this privacy policy or want to access your personal information you can contact the us on 07 3252 9866 or alternatively send an email to adaq@adaq.com.au.
We will aim to respond to you within 2 business days of receiving your request.
7. Anonymity:
It is your right to be dealt with anonymously, provided that is it lawful and practicable. We will try to accommodate a request for anonymity wherever possible. However in some circumstances, this may prevent us from communicating with you effectively. If this is the case we will notify you.
8. Complaints about a breach of your privacy:
If you are concerned about how we have collected or managed your personal information, we request you submit a formal complaint by contacting the ADAQ Privacy Officer, who is also the Chief Executive Officer, on 07 3252 9866 or ceo@adaq.com.au.
After we receive all the information we need from you, please allow us approximately 28 days to address your complaint. If you are not satisfied with how we have handled your complaint you can also contact the Office of the Australian Information Commissioner (OAIC) on www.oaic.gov.au
The OAIC is an independent Australian Government agency and has the power to investigate complaints about possible interference with your privacy.
9. Cookies and links to other websites:
When you visit our website a record of your visit is logged. The following data is supplied by your browser:
- Your IP address and/or domain name;
- Your operating system (type of browser and platform);
- The date, time and length of your visit to the website; and
- The resources you accessed and the documents you downloaded.
This information is used to compile statistical information about the use of our website. It is not used for any other purpose. The ADAQ website uses cookies. A cookie cannot alter or do anything to your computer or its contents and is used to identify if multiple page requests are sent by user in the same session. Cookies are not stored by us and do not inform us about anything on or in your computer. In order to log in to any password-protected section of our website, you will need to accept cookies. If you reject cookies you will still be able to view our public web pages. If you do not want ‘cookies’ to be used please adjust your browser settings to disable them. In the unlikely event of an investigation, a law enforcement agency may exercise a warrant to inspect activity logs.
Our website may contain links to third party websites, and third party websites may also have links to our website. The ADAQ Privacy Policy does not apply to external links or other websites. The operators of other websites may collect your personal information. We encourage you to read the privacy policies of any website you link to from our website.
10. CCTV / Photography and Video Recordings:
ADAQ’s premises at 22-28 Hamilton Place, Bowen Hills QLD 4006 are protected by Closed Circuit Television (CCTV). We use 24-hour video surveillance on a CCTV system. The system records activity throughout the exterior of the entire building and within some internal public areas for monitoring purposes.
CCTV monitoring is to provide a safe and secure work environment for our staff, students, Members, contractors or other visitors. Only the areas specified are under camera surveillance, which is used to deter offensive and or unlawful behaviour and to aid in the identification of offenders. Recordings may be provided as evidence to assist the Police or other law enforcement agency with investigations or enquiries. CCTV is not used to monitor performance of staff but may be used in the investigation or enquiry into staff misconduct allegations.
Footage from CCTV is recorded and stored digitally within CCTV software, and only approved staff and management may access or view these files. Copies of CCTV footage are retained and stored in a secure area.
Third party viewing of footage may occur in the following conditions:
- Occupational health and safety issues
- Unlawful or suspected unlawful acts
- When otherwise lawfully required