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Privacy Policy

Privacy Policy

Version 1.4 / 7th June 2021

 

Privacy commitment

 

Outback Imaging (“OI”, “we” or “us”) is committed to protecting the privacy of the information we collect.

We understand that you take your privacy seriously. We do too.

Our Privacy Policy describes how we manage information, including the kinds of information we collect, the purposes for which we collect information, and how we hold, use and disclose information. By using our products and services (including our website) or by providing your information to us you agree to the terms of this Privacy Policy.

We may make changes to this Privacy Policy from time to time consider, any changes made to our standard practices and procedures, or where necessary to comply with new laws and regulations. The latest version of this Privacy Policy will always be available on our website (www.ezescan.com). The updated version will apply from the date stated at the end of the Privacy Policy.

We will not reduce your rights under our Privacy Policy without your explicit consent. If the changes are significant, we will provide a more prominent notice of the change and, where possible, we will send our customers an email notification of the changes.

We encourage you to check our website from time to time to ensure that you are aware of our current Privacy Policy.

 

 

 

1. What information do we collect?

 

1.1 The types of information we collect will depend on the circumstances in which the information is collected. However, the types of information we collect and hold about your organisation may include:

  • information about your organisation;
  • contact information, such as your name, email address and telephone/mobile number;
  • usernames and passwords that you create when registering for a website account with us;
  • your organisation position, where your organisation has business dealing with us;
  • details of any products or services we provide to your organisation;
  • information about how you use the products or services we provide to you;
  • records of our communications with you, such as telephone, email, SMS, online and in- person communications;
  • other information that you provide us during the course of business; 

1.2 If you choose not to supply us with this information, we may not be able to allow you to access or use our products or services (or all of the features and functionality offered by our products or services) or to respond to queries or requests that you submit to us.

1.3 You are always welcome to provide us with comments, queries and feedback in relation to our products and services. We may record and monitor telephone calls and other communications between you and us for training, quality control and compliance purposes.

1.4 When you communicate with us, we may collect additional information including the languages you speak, how best to manage communications with you, and information about your dealings with us.

1.5 If you participate in a survey or competition, or respond to a feedback request, we will collect the information that you provide in doing so, and associated information such as when and how you submitted the response.

1.6 We collect information about people who invest in us.

1.7 We collect information about people who are our employees, contractors, suppliers and business partners, or who are employed by our contractors, suppliers and business partners. The information we collect is what we need to conduct business with that individual or party.

1.8 When you do business with us, we may collect information about you from others, such as from referees or from others who do business with you.

1.9 Our website may contain links to other websites. We are not responsible for the privacy practices or the content of those other websites. The privacy practices applicable to those other websites may differ substantially from ours, so we advise you to read the privacy policy of those other websites before using them.

Log data, device and location information

1.10 When using our products and services (including our website), we will collect information about you and about your use of our products and services, such as which services you use and how you use them. We will collect information such as:

  • user name and password;
  • device information, such as the model and ID of the device you use, operating system, telephone number and mobile phone network;
  • server log information, such as details of how you used the products or service (including our website), IP address, hardware settings, browser type, browser language, the date and time of your use and referral URL;
  • your browser or your account using cookies (see below); and
  • real-time location information.

1.11 Our products and services (including our website) may also detect and use your IP address or domain name for internal traffic monitoring and capacity management purposes or to otherwise administer the products and services. The patterns of usage of visitors to the online services may be tracked for the purposes of providing improved service and content based on aggregate or statistical review of user traffic patterns.

1.12 Our websites may use third party services, such as Google services (e.g. Google Analytics). For more about how Google collects and processes data, please see Google's Privacy Policy, Google Terms of Service and their information on how Google uses your data.

Sensitive data

1.13 We do not collect any sensitive information about you such as information about your health, racial or ethnic origin, religious beliefs and criminal record.

 

 

 

2. How do we collect personal information?

 

2.1 We may collect information about you in the following ways:

  • when you order products or services from us;
  • when you use our website;
  • when you use our online services;
  • when you visit our sites or offices;
  • when you submit a query or request to us;
  • when you respond to a survey that we run or fill in forms on our website;
  • other lawful means.

2.2 From time to time, we may use third-party online services to collect information such as your name and email address or telephone number to administer online competitions, customer feedback and surveys.

2.3 If you provide us with information about someone else, you must only do so if that person has consented to you doing so and to us collecting, holding, using and disclosing their information in accordance with this privacy policy.

Cookies

2.4 We may also collect information about you and your use of our website, products and services using cookies. We may use cookies to monitor and observe your use of our website, products and services, compile aggregate data about that use, and provide you with a more effective service (which may include customising parts of our website based on your preferences and past activities on that website).

2.5 Cookies are small, usually randomly encoded, text files that help your browser navigate through a particular website. The cookie file is generated by the website you are browsing and is accepted and processed by your computer's browser software. The cookie file is stored in your browser.

2.6 Each cookie expires after a certain period of time depending on its purpose or they can be stored for longer. We use session based or temporary cookies that are stored and used during your browsing session, use of our website and use of our services. These cookies are usually deleted automatically from your device when you log out of your account, the browser is closed or within a reasonable time after your use of our website. Permanent, persistent or stored cookies are stored on your device in between your use of our website which allows your preferences or actions to be remembered. When using our website, we also allow the use of some third party cookies which are set by a domain other than our website (for example, Google may set a cookie on your browser).

2.7 Modern internet browsers have a facility that will allow you to disable cookies altogether and you can refer to your browser’s help menu to find out how to do this. While you will still be able to browse our website with cookies disabled on your internet browser, some website functionality may not be available or may not function correctly, and our ability to deliver our service to you may be limited. It also may degrade the user experience.

 

 

3. Legal basis for usage of personal data

 

Where we intend to use your personal data, we rely on the following legal grounds:

Performance of a contract: We may need to collect and use your data to enter into a contract with you or to perform a contract that you have with us. For example, you place an order on us to buy software or services, or sign a software licensing agreement or annual software maintenance agreement with us, and where we respond to your requests and provide you with services in accordance with our terms and conditions or other applicable terms of business agreed with you or with your employing organisation.

Legitimate interests: Where we consider use of your information as being (a) non-detrimental to you, (b) within your reasonable expectations, and (c) necessary for our own, or a third party’s legitimate purpose, we may use your data, which may include:

  • for our down direct marketing or continued communication;
  • the prevention of fraud;
  • our own internal administrative purposes;
  • personalisation of the service(s) we provide to you;
  • ensuring network and information security, including preventing unathorised access to electronic communications networks and stopping damage to computer and electronic communication systems; and/or
  • reporting possible criminal acts or threats to public security to a competent authority.

Compliance with a legal obligation: We may be required to process your information due to legal requirements, including employment laws, tax laws and other regulatory provisions applicable to us as a provider of document batch scanning and data capture and workflow software solution services.

Consent: You may be asked to provide your consent in connection with certain services that we offer, for example in respect of any processing of your data for our marketing purposes where you or your employing organisation is not a client of us, or in respect of certain special categories of data such as your health or racial background for which we are legally obliged to gain your consent due to the sensitive nature of such information and the circumstances in which it is gathered or transferred. Where we are reliant upon your consent, you may withdraw this at any time by contacting us in accordance with Contact Information below. Please note however, that we will no longer be able to provide you with the products or services that rely on having your consent.

 

 

 

4. How do we use your information?

 

4.1 We use your information that we collect about you to:

  • verify your identity when you are dealing with us;
  • determine your eligibility for any of our products or services;
  • maintain our relationship with you;
  • enable us to provide you or your organisation with our products and services;
  • answer your queries and requests;
  • comply with our legal and regulatory obligations;
  • carry out market analysis and research;
  • monitor use of our products and services (including our website);
  • assess, operate, maintain, upgrade and improve our products and services (including our website);
  • provide better products, services and information to our customers and to the community;
  • carry out education and training programs for our employees;
  • manage and resolve any legal or commercial complaints or issues (including debt recovery);
  • meet our obligations and perform our functions under applicable laws and agreements;
  • maintain and update our records;
  • use in accordance with any request or instructions from you;
  • carry out planning and forecasting activities and other internal business processes;
  • keep you informed about our activities
  • notify you of changes to our products or services;
  • make special offers related to our products or services that we think may be of interest to you; and
  • use as otherwise required or authorised by law.

4.2 We may also use your information for any other purpose as authorised by you.

Direct marketing and research

4.3 We may use your information for our own marketing purposes (but we will not sell your information to any third party). We may contact you about our products and services that we think may be of interest to you. This information may be sent to you by email, SMS or by other means.

4.4 You can opt-out of receiving marketing communications from us at any time by following the ‘unsubscribe’ link in the communication or contacting us using the contact details below. Unsubscribing from promotional communications will not stop service related communications from us, such as administrative alerts in relation to your account.

De-identification

4.5 We may de-identify information about you so that the information can no longer be used to identify you. We may use and disclose de-identified information in the course of our business (including in any promotional or marketing material).

 

 

 

5. Who do we disclose your information to?

 

5.1 We may disclose your information to:

  • your representatives, advisers and others you have authorised to interact with us on your behalf;
  • related entities within our corporate group;
  • our employees and third parties including business partners, consultants, contractors, suppliers, service providers, professional advisers and agents who need the information to assist us with conducting our business activities;
  • payment system operators and financial institutions;
  • prospective purchasers of all or part of our business or shares in our company or a related entity;
  • government agencies or authorities, regulators, law enforcement agencies and other parties where authorised or required by law who ask us to disclose that information and to which we are legally required to disclose your personal information;
  • parties identified at the time of collecting your personal information or as otherwise authorised by you.

 

 

 

6. Cross-border disclosures

 

6.1 We may disclose information to recipients that are located outside the country in which you are located (including contractors and external service providers). We may disclose your information to our employees overseas.

6.2 We have related entities located in Australia, United Kingdom and United States of America.

6.3 We take commercially reasonable steps to ensure that any overseas recipient does not breach the privacy law applicable in your jurisdiction or this Privacy Policy in relation to the information.

6.4 By using our products or services (including our website) and providing us with your information, you consent to the disclosure by us, and to the storage and use of your information in the countries listed above which may be other than the country in which you are located where a different privacy or data protection regime applies.

 

 

 

7. How do we maintain and secure your personal information?

 

7.1 We take reasonable steps to ensure that any of your information which we hold is accurate, complete and up-to- date. These steps include promptly updating your information when we are advised that your information has changed, checking our contact lists for accuracy, and providing individuals with a simple means to update their information.

7.2 We generally store the information that we collect in electronic databases, some of which may be held on our behalf by third party data storage providers (which may be located off- shore). Sometimes we also keep hard copy records of this information in physical storage facilities. We use a range of physical and technical security processes and procedures to protect the confidentiality and security of the information that we hold, and we update these from time to time. These measures include:

  • restricting access to our physical and electronic databases, and physical security such as security procedures for access to our business premises; and
  •  technological security procedures including password protection, network firewalls, encryption, intrusion detection and site monitoring where practicable to do so.

7.3 We also take steps to monitor access to and modification of your information by our employees and contractors, and ensure that our employees and contractors are aware of and properly trained in their obligations for managing your privacy.

7.4 However, the internet is not a secure environment and no matter what physical and technical security processes and procedures are used we cannot guarantee the security of your information. You also play an important role in keeping your information secure by maintaining the confidentiality of any usernames and passwords you use with our products and services (including our website).

 

 

 

8. How long do we store your information?

 

8.1 Your information is only retained for as long as it is needed for the purpose for which it was collected or as required by law. Within a reasonable time after the expiry of this period, we will take reasonable steps to de-identify or destroy the information which is in our possession or control.

 

 

 

9. How can you access, restrict use, correct and transfer your information?

 

9.1 You have a right to:

  • request a copy of your personal information,
  • ask us to restrict the use of your information; or
  • correct or rectify any information that is out-of- date, incorrect, incomplete or misleading.

Such requests should be submitted to us in writing using the contact details below. We may ask you to verify your identity before providing you with or correcting such information.

9.2 We will action your request within a reasonable time frame and provide one copy of your information free of charge. If your request is for additional copies or your request is manifestly unfounded, excessive or repetitive, we may refuse your request or charge a reasonable fee. If we refuse a request or charge a reasonable fee, we will advise you of the reasons for our refusal or any fees within a reasonable time frame.

9.3 You have a right to request a copy of the information you have provided to us in a structured, commonly used and machine-readable format and the right to have that information transmitted or ported to another entity under certain circumstances.

9.4 There may be cases where we are unable to provide the information you request, such as where it would interfere with the privacy, rights or freedoms of others, or result in a breach of confidentiality or applicable laws. In these cases, we will let you know why we cannot comply with your request.

 

 

 

10. How can you erase your personal information?

 

10.1 You have a right to request the erasure or destruction of your information when it is no longer necessary for the purpose for which it was originally collected, it is not being used for the purposes for which it was collected, or you wish to withdraw your consent for certain processing.

10.2 There may be cases where we are unable to comply with your request such as where we need to continue processing your information in order to comply with applicable laws. Such requests should be submitted in writing using the contact details below. We may ask you to verify your identity before complying with your request.

 

 

 

11. Complaints

 

11.1 If you have a concern about your privacy or how we have handled your information, or you have a query on how your information is collected, please contact our Chief Privacy Officer using the contact details below.

11.2 If you wish to make a complaint about the way we have handled your information including if you think we have breached the Privacy Act, you should forward a written complaint to our Chief Privacy Officer using the contact details below. In the complaint, please include your contact details (such as email address, name, address and telephone number) and clearly describe the complaint.

11.3 We will respond to your query or complaint within a reasonable time. If you are not satisfied with our response, you may contact us to discuss your concerns. You may also contact the relevant privacy or data protection regulator:

    Australia: the Office of the Australian Information Commissioner (OAIC) using the contact details at the OAIC’s website (https://www.oaic.gov.au/)

    United Kingdom: the Information Commissioner’s Office (ICO) using the contact details at the ICO’s website (https://ico.org.uk/)

 

 

 

Contact us

 

If you require further information about this Privacy Policy or Outback Imaging's management of your personal information please contact us using the following contact details:

Australia:
Privacy Officer

Outback Imaging Pty Ltd
PO Box 437
Carina, QLD, 4152

Australia

Phone: +61 417 240 128
Fax: +61 7 3051 5890
Email: PrivacyOfficer@ezescan.com.au

United Kingdom:
Privacy Officer

Outback Imaging UK Limited
10 John Street
London
WC1N 2EB

Phone: +44 (0) 20 3535 0645 
Email: PrivacyOfficer@ezescan.co.uk

United States Of America:
Privacy Officer

Outback Imaging USA LLC
13577 Feather Sound Drive, Suite 400
Clearwater
Florida
33762

Phone: +1 (323) 443-0022 
Email: PrivacyOfficer@ezescan.com

 

Last updated: 1st May 2021