MONOGRAM DESIGN PTY LTD
ABN 28 144 486 082
1. ABOUT THIS POLICY
Monogram Design Pty Ltd ABN 28 144 486 082 (‘[MONOGRAM] ‘ we ’, ‘ us ’ or ‘ our ’) is committed to protecting the privacy of your personal information in accordance with Australian privacy laws.
When you engage us to provide you with any services, communicate with us through email, by telephone, in writing, participate in any of our research activities, or use any of our other services, including our websites, you agree to the use and disclosure of your personal information in the manner described in this policy.
2. TYPES OF PERSONAL INFORMATION WE COLLECT
The kinds of personal information we may collect from you will depend on what type of interaction you have with us. Personal information we may collect from you includes, among other things:
- identity particulars – such as your name, address, date of birth, occupation, telephone numbers and e-mail address;
- personal information you provide to us when you participate in quantitative and qualitative research such as online surveys, in depth interviews or focus groups;
- Demographic, attitudinal and behavioural information;
- Photographs or images;
- Video or audio recordings from face-to-face research interviews or your submissions on online research platforms;
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback;
- your records of communication with us;
- if you visit our website, your website usage information such as your IP address.
3. TYPES OF SENSITIVE INFORMATION WE COLLECT
It may be necessary in some circumstances for us to collect some forms of sensitive information that is specifically relevant and necessary for the purposes of our business activities and functions.
Sensitive information includes information or opinion about an individual’s racial or ethnic origin, political opinion, membership of a political association, religious beliefs, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientation, criminal record, health information, genetic information or biometric information.
4. THE PURPOSE FOR COLLECTING YOUR PERSONAL INFORMATION
We will generally only collect and use your personal information for the primary purposes of:
- our general business operations;
- our conducting research and providing reports and recommendations based on that research;
- to bring to life research reports including but not limited to photographs, audio recordings or short edited video clips from the research to be used for internal conferences, internal presentations or part of an internal intranet by the client who has commissioned the research;
- effectively providing you with our services;
- communicating with you;
- responding to your inquires or complaints;
- meeting our legal and regulatory obligations;
- direct marketing (such as providing you with information about our products and promotional notices and offers); and
- improving our websites.
Your personal information is only collected by lawful and fair means and where practicable, only from you or from a person acting or authorised to act on your behalf.
We will take reasonable steps to ensure that you are aware of:
- the likely use of the information;
- your right of access to the information;
- the identity and contact details of our employee/representative collecting your personal information;
- any law requiring collection of the information; and
- the main consequences of failure to provide your personal information.
5. HOW WE MAY USE AND DISCLOSE YOUR PERSONAL INFORMATION
We anonymise all personal information we gather as part of conducting our research. The exception to this is photographs or video images of your face and audio recordings of your voice which will remain identifiable and only shown to you if you have explicitly provided your consent to do so.
We may use your personal information for:
- the primary purposes for which it was collected, as described above;
- administering and responding to your enquiry or feedback about our or services;
- conducting, and allowing you to participate in, a promotion, competition, promotional activity, survey, market research or customer behavioural activity;
- promoting and marketing our current and future products and services to you, informing you of upcoming events and special promotions and offers and analysing our products and services so as to improve and develop new products and services (but giving you the opportunity to opt out of such direct marketing)
- improving the operation of our websites.
We may disclose personal information we collect from you:
- to our related companies, suppliers, consultants, contractors or agents for the primary proposes for which it was collected or for other purposes directly related to the purpose for which the personal information is collected.
- for direct marketing but giving you the opportunity to opt out of such direct marketing; we will include our contact details in any direct marketing.
- to others that you have been informed of at the time any personal information is collected from you;
- where the law requires or authorises us to do so;
- with your consent (express or implied), to others.
We do not disclose your personal information for any secondary purposes unless your consent has been given or as required by law, and we will not sell or license any personal information that we collect from you.
6. HOW YOUR PERSONAL INFORMATION IS STORED AND SECURED
We take reasonable steps to protect your personal information from loss, misuse or unauthorised access by restricting access to the information in electronic format and by appropriate physical and communications security.
If a substantial data breach has or may have occurred (for example, your personal information was shared with unauthorised persons) we will notify you in accordance with the Privacy Act.
We only keep your personal information for as long as it is required for the purpose for which it was collected or as otherwise required by law. We will take appropriate measures to destroy or permanently de-identity your personal information if we no longer need to retain it. These measures may vary depending on the type of information concerned, the way it was collected and how it was stored.
7. HOW LONG WE KEEP YOUR INFORMATION
Any personal data you provide will be used solely for the purposes of research and held for no longer than is necessary. Most personal information captured about you will be deleted 12 months after the completion of the project, with the following exceptions: (1) selected photographs, video footage and audio recordings may be included in a final report, (2) signed consent forms, (3) signed acceptance of incentive forms, (4) longitudinal research – which will explicitly inform you about the timelines for personal data.
As an output of this project, the above-mentioned client and their partner agencies i.e. marketing partners, will receive a report that may contain selected photographs, video footage and audio recordings. This material will be used for internal conferences, internal presentations or as part of an internal intranet and is not to be released to the general public nor to be used for general broadcast.
Signed consent forms and incentive acceptance sheets will be held as a record of your participation for up to seven years, as required by HMRC.
8. USING OUR WEBSITE AND COOKIES
As with most websites, when you visit our website or use an application on our website, we may record anonymous information such as IP address, time, date, referring URL, pages accessed, and documents downloaded type of browser and operating system.
We also use “cookies”. A cookie is a small file that stays on your computer until, depending on whether it is a sessional or persistent cookie, you turn your computer off or it expires. Cookies may collect and store your personal information. You may adjust your internet browser to disable cookies.
If cookies are disabled you may still use our website, but the website may be limited in the use of some of the features.
9. MARKETING AND OPTING-OUT
We may use your personal information for:
- promoting and marketing of our current and future products and services;
- informing you of upcoming events and special promotions and offers; and
- analysing our products and services so as to improve and develop new products and services.
We may exchange your personal information between our related entities and so they can also assist in the marketing of our products and services to you. We will only offer you products or services, where we reasonably believe that they could be of interest or benefit to you.
At the point we collect information from you, you may be asked to “opt in” to consent to us using or disclosing your personal information. You will generally be given the opportunity to “opt out” from receiving marketing communications from us. You may “opt out” from receiving these communications by clicking on an unsubscribe link at the end of an email or by contacting us with this request.
10. ACCURATE AND UP-TO-DATE INFORMATION
We take reasonable steps to ensure your personal information is accurate, up-to-date and not misleading by updating its records whenever true and correct changes to the data come to its attention.
You have rights that you can exercise involving any personal information MONOGRAM holds on you such as:
- Access to the personal information we hold about you
- The correction of your personal information when incorrect, out of date or incomplete
- The objection, restriction or erasure of processing of your personal information
- Whenever you have given us your consent to use your personal information you have the right to change your mind at any time and withdraw your consent
- Request the transfer of your personal information to another party
If you believe your information is incorrect, incomplete or not current, you can request that we update this information by contacting our Privacy Officer. To contact our Privacy Officer please see contact details below.
We will correct information we hold about you if we discover, or you are able to show to a reasonable standard, the information is incorrect. If you seek correction and we disagrees that the information is incorrect, we will provide you with its reasons for taking that view.
We disregard information that seems likely to be inaccurate or out-of-date by reason of the time that has elapsed since it was collected or by reason of any other information in our possession.
11. ACCESS TO YOUR PERSONAL INFORMATION
We acknowledge that you have a general right of access to information concerning you, and to have inaccurate information corrected. You are able to access the personal information we hold about you by contacting our
Privacy Officer. If access is refused to your personal information for reasons permitted by the Privacy Act, we will give you a notice explaining our decision to the extent practicable and your options.
To contact our Privacy Officer please see contact details below. If you make an access request, we may ask you to verify your identity and put your request in writing for security reasons. We may charge a reasonable administration fee to cover the costs of meeting your request. We will reply to your request for access within 30 days of notification by you.
12. COMPLAINTS AND DISPUTES
We will ensure your compliant is handled by our Privacy Officer in an appropriate and reasonable manner. Where necessary we may consult with our related entities and partners in order to deal with your complaint. A written notice of our decision regarding your complaint will be provided to you. If you are not satisfied with the outcome, then you may contact the Office of the Australian Privacy Commissioner:
Office of the Australian Information Commissioner
Phone: 1300 363 992
13. WHO SHOULD YOU CONTACT FOR FURTHER INFORMATION?
Sharon Sterne – Privacy Officer
Monogram Design Pty Ltd
Phone: +61 2 8004 6423
Email: [email protected]
Our Privacy Officer will consider your question or complaint and respond to you in a reasonable timeframe.
Last Updated November 2023