Privacy Policy and Disclaimer

Privacy Policy and Disclaimer

for Digital Dynamics Australia

Digital Dynamics Australia Pty Ltd ACN 605 292 420 trading as Digital Dynamics Australia ABN 76 605 292 420, its subsidiaries and affiliates in Australia (together Digital Dynamics, we, or us) are committed to protecting and managing your personal information in accordance with the Australian Privacy Principles (APPs) established under the Privacy Act 1988 (Cth) (Privacy Act).

This document is our Privacy Policy. It sets out our policies for managing an individual’s personal information and sensitive information, including how we collect, use, hold, store and disclose your information.

When we refer to personal information, we mean information or an opinion about you, or information that is reasonably recognisable as you. This may include information or an opinion that is or is not accurate, and whether or not it is recorded in hardcopy form.

When we refer to sensitive information, we mean certain personal information that is more sensitive in nature and may include health information or details of memberships of professional associations. Sensitive information is afforded a higher level of privacy protection and requires us to obtain your consent before collecting it.

When we refer to health information, we mean information or opinions about a person’s physical, mental or psychological health or disability, which is also personal information, whether in writing or not. This includes information or opinions about a person’s health status and medical history, immunisation status and allergies, and counselling records.

This Privacy Policy applies to your personal information and sensitive information regardless of how we collect it from you. By submitting information to us, or by accessing and using our websites or social media platforms, you are providing your consent to Digital Dynamics using and disclosing your personal information in the ways set out in this Privacy Policy.

About Us

Digital Dynamics is based in Toowoomba and serves businesses across South East Queensland. We provide managed IT services, cybersecurity, and projects and consulting to small and medium businesses.

For a list of entities falling under Digital Dynamics Australia Pty Ltd and governed by this Privacy Policy, please contact us using the details at the end of this page.

What information we collect

We only collect personal information, and sensitive information, that is necessary for or related to conducting our business, assessing and managing our customers and business needs, or for one or more of our functions or activities.

The types of information we collect will vary depending on the circumstances of collection and the kind of service you request from us. They may include:

  • Contact information and personal data: your name, date of birth, age, gender, address, email address, telephone details and tax file numbers.
  • Payment details: your credit card, bank account details and billing information used to complete purchases.
  • Health information: where you intend to use our services or become a client of ours and your health status or information needs to be considered.
  • Financial details: your financial details and occupation, which may include budget information, wages or salary information, and general expenditure.
  • Identification documents: your driver’s licence, passport or other photographic identification documents.
  • Photographs and videos: any pictures, videos, sound recordings and other recordings that we take of you.
  • Employer and profession: your professional details and information about your employer or an organisation that you represent.
  • Social media handles: your social media handles and other personal websites and profiles.
  • Geo location and locality information: when you use our services, we may collect your current or last known location to determine your locality. We may do this through methods including WiFi, Global Positioning System (GPS), cellular, or other technology in your device or browser.
  • Cookies and other device information: session cookies and persistent cookies when you visit our website, your device type, browser type, Internet Protocol (IP) address, URL information, the date and time (including time zone) of your visit, the pages you have accessed on our websites and third party websites, and your software and hardware information concerning your mobile device or computer. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. This may, however, prevent you from taking full advantage of the website.
  • Interaction and behavioural information: your interactions, use, habits and behaviours when dealing with us, our website, other platforms (whether embedded in our website or otherwise) and other applications.
  • Employment information: if you apply for employment with us, your previous employment history, memberships or affiliations with associations, education history, details of your next of kin and referee details.
  • Other information: any other administrative or additional information that you provide to us or authorise us to collect.

How we collect your information

We collect personal information from you in many different ways. For example, we may collect your personal information through our website or mobile sites, when you visit one of our offices, when you contact us, or when you visit one of our social media sites such as Facebook, X or Instagram. We may also receive information about you that we have taken no active step to collect. If this occurs, we may keep records of this information or choose to destroy or deidentify it.

Other ways we are likely to collect personal information include:

  • when you enquire with us or sign up to our mailing list or marketing material.
  • when we take a photograph, video or other recording of you.
  • when you enter into a competition or promotional event or activity.
  • when you submit feedback or participate in a survey, market research or other promotional activity that we, or an agent of ours, conducts.
  • when you submit any enquiry or application for employment.
  • via mobile device applications, widgets and other interactive features used or owned by us (together App).
  • through surveillance and security cameras that capture your image.

We may also collect personal information about you from other sources, including:

  • an authorised person acting on your behalf.
  • our affiliated and related companies.
  • third party agents, suppliers and contractors who assist us in operating our business.
  • recruitment service providers and any referees provided on employment applications.
  • payment and debit service providers processing and managing transactions on our behalf.
  • your friends, through a marketing or promotional activity that we conduct.
  • marketing research service providers that we engage.
  • our social media platforms and from people you are connected with on these platforms.

You can always decline to give us your personal information, but that may mean we cannot provide you with some or all of the products and services you have requested.

We are unable to distinguish the age of the people accessing and using our website or social media platforms, or who attend events or activities run by another organisation or us. This may result in us collecting personal information from individuals under the age of eighteen years without the consent of a parent or guardian. If this occurs, that personal information can be removed by contacting us using the details listed at the end of this Privacy Policy.

Why we collect your information

The purposes for which we collect and use your personal information depend on the nature of your interaction with us, but may include:

  • responding to requests for information, feedback and other general enquiries.
  • communicating with you and confirming your identity.
  • providing you with our services or the purpose requested.
  • processing your purchases, orders, transactions or sales, including the processing of payments, arranging shipping and providing you with tax invoices or order confirmations.
  • informing you about our business and service offerings, news, updates, direct marketing material and event invitations, including through our social media platforms.
  • data and marketing research, and developing and improving our service offering.
  • processing our recruitment and employment processes, including for volunteers, internships and work experience.
  • administering activities, events, contests or promotions.
  • any other purposes, including secondary purposes, that you would reasonably expect.
  • enabling us to comply with our obligations under the law.

Disclosing your information

During the conduct of our business, we may disclose your personal information in a variety of circumstances, including to the following parties:

  • our affiliates, subsidiaries and related entities.
  • our engaged third party contractors, agents and suppliers who provide or perform different products and services for us.
  • commercial partners under an agreed information sharing arrangement.
  • payment and debit service providers and processors, including credit reporting agencies.
  • our marketing research service providers and digital marketing agents.
  • third party website service providers and website plugin or widget service providers.
  • our third party ecommerce platform service providers.
  • our professional advisors, such as our lawyers, accountants and financial advisers.
  • relevant courts, tribunals or regulatory authorities and law enforcement bodies.
  • anyone else to whom you authorise us to disclose your information or that would be reasonably expected.
  • any other company or individual where it is necessary to disclose your personal information to enable us to provide you with the products or services you have requested.

By providing us with personal information, you consent to this disclosure.

We take reasonable steps to ensure that the third parties we engage take reasonable steps to protect your personal information following the APPs and in a similar manner to this Privacy Policy. Our third party service providers are required to use the personal information disclosed to them by us only for the purpose for which it was provided. The third parties to whom we have disclosed your personal information may also contact you directly to let you know they have collected it and to give you information about their privacy policies.

We use Google Analytics to help us understand how our customers and clients use our platforms, products and services. You can read more about how Google uses your personal information at https://www.google.com/intl/en/policies/privacy/. You may also opt out of Google Analytics at https://tools.google.com/dlpage/gaoptout.

If there is a change of control of our business, or a sale or transfer of business assets, we reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non personal information contained in those databases. This information may be disclosed to a potential purchaser. We would seek to only disclose information in good faith and where we have sought to maintain confidentiality.

Do we disclose information to overseas recipients?

Your personal information may be transferred abroad or stored overseas for a variety of reasons. It is not possible to identify each country to which your personal information may be sent. If your personal information is sent to a recipient in a country with data protection laws that are at least substantially similar to the APPs, and where there are mechanisms available to you to enforce protection of your personal information under that overseas law, we will not be liable for a breach of the APPs if your personal information is mishandled in that jurisdiction. If your personal information is transferred to a jurisdiction that does not have data protection laws as comprehensive as Australia’s, we will take reasonable steps to secure a contractual commitment from the recipient to handle your information following the APPs.

Protection, storage and how we hold your personal information

Digital Dynamics takes reasonable steps to protect your personal information from unauthorised access, use or disclosure. For example, we maintain computer and network security. We use firewalls (security measures for the internet) and other security systems such as identifiers and passwords to control access to our computer systems.

With that in mind, no method of transmission over the internet or through electronic storage through our engaged providers is fully secure. We cannot guarantee the security of your personal information. If we are required by law to inform you of any unauthorised access, use or disclosure of your personal information, we will notify you electronically, in writing or by telephone, where required and permitted to do so by law.

Our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Anyone using our website is encouraged to exercise care in sending personal information via the internet.

We hold and store your personal information in any of the following ways:

  • paper based files.
  • electronic record keeping methods.
  • trusted third party storage providers based in Australia and overseas, including cloud based storage providers.

Paper based storage

Your personal information may be collected in paper based documents and converted to electronic form for use or storage, with the original paper based documents archived or securely destroyed. We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.

Electronic storage

Your personal information is generally collected in electronic form for use or storage with the third party storage provider that we engage.

Third party storage

Your personal information is generally collected in electronic form for use or storage with the third party storage provider that we engage.

We cannot ensure that your personal information is or will remain secure. This is due to us not having control over a third party provider’s policies and procedures concerning the handling and storing of your personal information. We take reasonable steps to ensure that the third parties we engage take reasonable steps to protect your personal information in accordance with the APPs and in a similar manner to this Privacy Policy.

The choices you can make about your personal information

You can request that your personal information be:

  • destroyed.
  • deidentified.
  • accessed.
  • provided to you as a copy.

You can request any of these at any time by contacting our Privacy Officer using the contact details below. We may not be able to act on your request if it is unlawful to do so or is otherwise impractical or unreasonable. More information is below.

Deleting your personal information

Your personal information is kept in our records until you request us to delete it, or for as long as necessary to provide our products and services to you and for legitimate and essential business purposes such as complying with our legal obligations or settling disputes. This means your personal information can be held for some time.

Remaining anonymous and deidentification

We require you to provide specific details and information so that we can provide our products and services to you. We provide everyone with the opportunity to stay anonymous or use a pseudonym in their dealings with us where it is lawful and practicable, for example when making a general enquiry. Generally, it is not possible for us to deal with you anonymously or pseudonymously on an ongoing basis. If we do not collect your personal information, you may not be able to use our products or services, or participate in events, programmes or activities we manage or deliver.

Accessing or correcting your personal information

You can access or request a copy of your personal information held by us by sending us a request. You will not be charged for requests to access your personal information, but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.

On occasion, we may decline your request to access or correct your personal information in accordance with the APPs. If we do refuse your request, we will provide you with a reason for our decision. In the case of a request for correction, we will include a statement with your personal information about the requested correction.

Updating your personal information

You are responsible for ensuring that your personal information held by us is accurate and updated regularly. We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up to date. You can help us to do this by letting us know if you notice errors, inaccuracies or discrepancies in the information we hold about you, and if your details change.

Direct marketing material, unsubscribing and opting out

We may use or disclose your personal information to inform you about our services, upcoming promotions and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt out at any time by contacting us using the contact details below.

If you opt out of receiving marketing material from us, we may still contact you concerning our ongoing relationship with you.

General Data Protection Regulation (GDPR) compliance

GDPR stands for the General Data Protection Regulation and has been effective since 25 May 2018. GDPR replaces national privacy and security laws that previously existed within the European Union (the EU) with a single, comprehensive EU wide law that governs the use, sharing, transferring and processing of any personal data that originates from the EU.

In some circumstances, the GDPR provides additional protection to individuals located in Europe. The fact that you may be located in Europe does not, however, on its own entitle you to protection under the GDPR. Our website does not explicitly target customers located in the European Union, and we do not monitor the behaviour of individuals in the European Union, so the GDPR does not apply.

Making a complaint

You may contact us at any time if you have any questions or concerns about this Privacy Policy or about how your personal information has been handled. You may make a complaint to the Privacy Officer using the contact details set out below.

Complaint handling process:

The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps that can be taken to resolve it. We will contact you within thirty (30) days of the date we receive the written details of your complaint to acknowledge that we have received it. We may ask you to provide further information about your complaint and the outcome you are seeking.

Our Privacy Officer will review the way we dealt with your personal information, conduct an internal investigation if necessary, and respond to you within thirty (30) days of the date we acknowledged receipt of your complaint. If the matter is complicated or our investigation may take longer, we will let you know.

If you are not satisfied with the outcome of your complaint, you may refer the matter to the Office of the Australian Information Commissioner (OAIC). Telephone: 1300 363 992. Complaints page: https://www.oaic.gov.au/privacy/privacy-complaints.

Changes to this Privacy Policy

We may amend this Privacy Policy occasionally, with or without notice to you. We recommend you visit our website regularly to keep up to date with any changes. If there are any material changes to our Privacy Policy, we will take reasonable steps to notify you, including by sending you an email at the last known email address we hold for you.

Contact information

We welcome your comments and questions about our Privacy Policy. Please contact our Privacy Officer at the following:

Attention: Privacy Officer
Email: [email protected]
Phone: 1800 243 605
Office hours: Monday to Friday, 8:00am to 5:00pm