Last reviewed and updated on 1st August 2024
About this Policy
What to read first
This Privacy Policy (“Policy”) will give you an explanation of how your data is handled by XWP.co Pty Ltd (“XWP”, “we”, “our”, “us”). If there’s anything that is not clear from this privacy policy, please feel free to email us at engage@xwp.co.
XWP is an Australian headquartered company and all references are to Australian legislation and government departments.
XWP values and respects the privacy of the people we deal with. XWP is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) (Privacy Act) (Australia) and other applicable privacy laws and regulations.
In this Policy, ‘personal information’ has the same meaning given to it in the Privacy Act (Australia). In general terms, it is any information that can be used to identify you personally. This may include information or an opinion that personally identifies you either directly (e.g. your name) or indirectly.
What personal information we collect
The personal information we collect about you depends on how you deal with us or what you choose to share with us.
If you are an existing or prospective customer or client of ours, the personal information we collect may include:
- Your first and last name;
- Contact details;
- Your job title and other information relating to your organisation;
- Information about your interest in our services;
- Information collected as part of providing our services and fulfilling any contractual obligations;
- Your billing details.
If you are a website visitor or interact with us online whether by social media sites or advertising, we and our third-party partners may collect or receive certain information about you and the device(s) you use. This might include information you submit to us using our online forms, your opt-in preferences to our mailing list and newsletter, number of visits to our website, IP address and device identifiers and pages clicked.
If you are a job applicant, the personal information we collect may include:
- Your first and last name;
- Contact details;
- Details of your qualifications and professional experiences;
- Information from referees; and
- Publicly available information.
If you are personnel (e.g., existing employee or contractor), we collect information from you or in the course of your employment or contract arrangement (as applicable) with us.
You do not have to provide us with your personal information. Where possible, we will give you the option to interact with us anonymously or by using a pseudonym. However, if you choose to deal with us in this way or choose not to provide us with your personal information, we may not be able to provide you with our services or otherwise interact with you.
How we collect your personal information
We typically collect your personal information directly from you. This can happen in different ways such as when you:
- visit our website and use our website contact forms, subscribe to our newsletters or online mailing list, or download content;
- set up an account with us;
- submit an application to join us;
- engage us to provide products, services or solutions;
- engage with us via social media;
- engage with us via our third party survey, comment and polling plug-ins;
- contact us via phone or email.
We will only ask for or collect personal information that is reasonably necessary for one or more of our functions or activities.
Sometimes we collect personal information about you indirectly from a third party (such as through recruitment agencies, referrals or other companies) or from a publicly available sources (such as social media searches, including LinkedIn, public databases and websites).
How we use your personal information
We only use personal information for the purpose for which you have provided it, or for purposes permitted under the Privacy Act, or for the purposes that are set out in this Policy.
If you are an existing or prospective customer or client of ours, we collect, hold, use and disclose your personal information to provide you with information or services that you request from us, internal administrative purposes, process transactions, ensure the successful operation of our business, comply with our legal obligations, improve our services and your experience, communicate with you and respond to your request.
If you are website visitor or interact with us online, we collect, hold, use and disclose your personal information to provide you with information that you request from us, provide you with a personalised experience, marketing and research purposes, internal administrative purposes, tailoring our website to identify and provide content that may be of interest to you.
If you are a job applicant or personnel, we collect, hold, use and disclose your personal information to process and manage your job application, carry out functions such as interviewing and training, send you open job vacancies, manage our relationship with you, meet our legal and regulatory obligations as your employer (as applicable), meet our legitimate business interests, namely for people and administrative management including resource planning, development, career planning, for the management and maintenance of our IT networks, auditing security and compliance purposes.
Who we disclose your personal information to
In order to provide you with our products, services and solutions, to operate our business or to otherwise engage with you, we may need to disclose your personal information with others. We disclose your personal information for the purpose for which it was collected, or for any related purposes as permitted by the Privacy Act or for uses which you have given your consent (which may be express or implied).
We disclose your personal information to:
- our technology partners such as our data storage and hosting providers who help us to process and store your information;
- our advertising and marketing partners with whom we may share technical identifiers from your interactions with our website or other information so they can, on our behalf, market events, activities, opportunities, offers and services provided by us;
- our recruitment support agencies including background checking, screening and testing agencies;
- our professional service providers, where necessary for our legitimate business needs, or as required or permitted by law.
Transfer of personal information overseas
As part of our global operations, we may need to transfer, process and store your information with third party service providers in countries outside of your country of residence, in order to continue to provide you with our services.
We will only transfer and handle your information outside of your country of residence to trusted third-party service providers, with whom we have appropriate arrangements in place to ensure handling in compliance with applicable data protection laws.
In dealing with transfers from the EEA, the UK, or other countries with restrictions on cross border transfers of personal information, we will rely on European Commission adequacy decisions wherever relevant or on the EU Commission-approved Standard Contractual Clauses (SCCs) or on other approved contractual clauses or mechanisms for transfers or the need to process your personal information in order to provide the requested services, to safeguard the transfer of your personal information.
How we hold and protect your personal information
We take active steps to protect the personal information we hold against loss, unauthorised access, use, modification or disclosure, and against other misuse. These steps include password protection for all of our IT systems. While we cannot share with you details of our entire security system for safety reasons, if you have any questions, you can always contact us at engage@xwp.co.
When no longer required or requested by you, all personal information is destroyed in a secure manner.
Cookies
Our website uses cookies. A cookie is a small file of letters and numbers the website puts on your device if you allow it. These cookies recognise when your device has visited our website before, so we can distinguish you from other users of the website. This improves your experience.
We do not use cookies to identify you, just to improve your experience on our website. If you do not wish to use the cookies, you can amend the settings on your internet browser so it will not automatically download cookies. However, if you remove or block cookies on your device, please be aware that your browsing experience and our website’s functionality may be affected.
Direct marketing
When it comes to direct marketing, no one likes being spammed. At XWP.co Pty Ltd., we may use your personal information to send you advertising that we consider may be of interest to you if you have requested or consented to receive such communications. These communications may be sent in various forms, including SMS, email and mail, in accordance with applicable marketing laws, such as the Australian Spam Act 2003 (Cth). You consent to us sending you those direct marketing communications by any of those methods.
Opt-out: As with all direct marketing correspondence that you receive from us via email or SMS, there is always an unsubscribe or ‘Stop’ button or link located at the bottom of the email or in the SMS. With this you can manage which messages you receive from us.
Links to third party sites
Our website may contain links to websites operated by third parties. If you access a third-party website through our website, personal information may be collected by that third party website. We make no representations or warranties in relation to the privacy practices of any third-party provider or website and we are not responsible for the privacy policies or the content of any third-party provider or website. Third party providers/websites are responsible for informing you about their own privacy practices and we encourage you to read their privacy policies.
How to access and correct your personal information
We do what we can to keep your personal information up to date and accurate at all times as this allows us to deliver a better service to you. If any information we have for you needs to be corrected, you can contact us via engage@xwp.co or as per the contact details below and we will endeavour to assist you with your questions. Please bear in mind that under Australian privacy laws, there may be situations where we cannot provide access to such personal information. For instance, if it would reasonably affect someone else’s privacy or may pose a threat to someone’s life, health or safety.
For any personal information that is collected by third parties, even when you are visiting our website, it is best to view their privacy policy and seek assistance from those parties directly.
Inquiries and complaints
If you have any complaints about how we handle, process, or manage your personal information or feel that there has been a breach of the Australian Privacy Principles or a registered APP code, you can contact us at engage@xwp.co or via another option below.
If you are not satisfied with the process of making a complaint to us, you may make a complaint to the Information Commissioner on the details below:
Office of the Australian Information Commissioner
GPO Box 5218 Sydney NSW 2001
Email: enquiries@oaic.gov.au
Telephone: 1300 363 992
Fax: 02 9284 9666
How to contact us
We understand that your personal information is important to you and are thrilled that you made it this far! If you have any questions or concerns about this policy or our practices you can get in touch with us in the following ways:
Email: engage@xwp.co
Address: XWP.co Pty Ltd., P.O Box 537, Chelsea, Vic, 3196