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What is Personal Information?

Personal information is defined in the Privacy Act as being: - "Information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion."

The information does not have to clearly identify a person. It need only provide sufficient information to lead to the identification of a person. It is not limited to confidential or sensitive personal details. It covers information held in paper or electronic records.

What is sensitive information?

Sensitive information is a particular kind of personal information and may include information about an individual's racial or ethnic origin, membership of professional, trade or political associations, political opinions, philosophical or religious beliefs, criminal record or sexual preferences.

What information does the 2007WPFG collect and how does it use it?

Personnel Records
The purpose of these records is to maintain employment history and payroll and administrative information relating to all former and present permanent, contract and temporary employees of the 2007WPFG. Contents of personnel records may include: name, address, date of birth, occupation, employee identification number, gender, qualifications, equal employment opportunity group designation, next of kin, emergency contacts, details of pay and allowances, leave details, superannuation fund details and contributions, work reports, security clearance details and employment history. It may also include records of accidents and injuries, compensation/ rehabilitation case files, records relating to counselling and discipline matters, physical and mental health, psychological testing, disabilities, racial or ethnic origin, tax file numbers, relationship details and personal financial information.

Recruitment
These records include interview notes, employment applications and other information relating to the recruitment of staff. The following staff has access to personnel records and recruitment information: executive and Human Resource Management staff, supervisors and members of selection committees and the individual to whom the record relates. Access is strictly governed by 2007WPFG policy.

Personnel records are kept for variable periods according to the requirements of the State Record Act in relation to staff and establishment records. Information held in personnel records is located in the Human Resources section of the 2007WPFG and may be disclosed outside the 2007WPFG (if appropriate), to:

Australian Taxation Office;
SA Super; and
Third Party organisations such as Banks and Insurance Companies (Name and account numbers only) with the permission of the employee.

Records relating to all present and former employees of the 2007WPFG are stored on paper and electronic media and can only be accessed for bona fide purposes according to Human Resources established practices and as assessed by HR staff at the time of a request.

Financial records are used to process and account for expenditure and revenue. Generally they contain the name, address and Australian Business Number of the service provider and the goods or services supplied. Contractual Records include personal information relating to consultants and other contractors who provide goods and services to the 2007WPFG. In accordance with the South Australian Government's Disclosure Policy, information relating to contracts entered into by the 2007WPFG may be published on the SA Government website. Financial and contractual information is stored in 2007WPFG Administration and is accessed by staff and auditors of the 2007WPFG.

Correspondence that has been addressed to the Chief Executive Officer or 2007WPFG staff is registered within the 2007WPFG records management system and referred to the relevant areas within the 2007WPFG for consideration and preparation of advice and responses. This correspondence and the replies are kept in electronic and paper form and its retention and destruction is subject to the provisions of the State Records Act 1997. The correspondence includes personal information which might arise in any subject matter related to the 2007WPFG's functions. Examples include but are not limited to names, addresses, personal opinions about Games related matters, complaints and grievances and any other matter that the correspondent wishes to convey to the 2007WPFG. The correspondence is filed and stored in the Administration of the 2007WPFG and can be accessed by staff and auditors of the 2007WPFG.

The 2007WPFG's information technology information management system network carries, processes and stores both internal electronic transactions and external transactions, including telephone, e-mail, Internet and Intranet activity. Most personal information records within this network environment are described in the other categories of personal information outlined in this policy statement. In addition there are some personal information records specifically tailored to IT system administration, including IT system security identifiers and usage tracking records about staff users of the IT system. This information is located within the Information Technology Section of the 2007WPFG and can be accessed by IT administrators and staff supervisors. Staff are routinely made aware of system usage rules and monitoring procedures concerning collection and use of the information.

At various times, the 2007WPFG collects personal information from direct and online marketing, online information requests, consumer surveys, interviews, competition entries and promotional media. The information relates to Games preferences, marketing or administration activities. The information collected includes, but is not limited to the following:

name, age and address of individual concerned
demographic and lifestyle indicators
Survey information

This information is kept within the Marketing Division of the 2007WPFG and is accessed by staff within the 2007WPFG for the purpose of Games planning and to distribute relevant promotional offers specific to 2007WPFGF.

Sharing your information

The competitor information collected by 2007WPFG is owned by the World Police & Fire Games Federation and will be used for matters related to the planning, running and organizing of the 2007 World Police & Fire Games. The 2007WPFG imposes strict conditions on organisations with whom we share your information and they are not permitted to use this information other than for the purpose for which it was intended. We will not trade or rent your information to another organization. There may be times when customer information is made available to outside contractors (such as mailing houses) to assist with the distribution of Games information. These companies are strictly forbidden to use this information for any other purpose.

Security of your personal information

The 2007WPFG may store your personal information electronically or in hard copy. The 2007WPFG is committed to protecting your privacy and will endeavor to ensure the information is not misused or lost or accessed, disclosed or modified in an unauthorised manner.

Procedure to Gain Access to Personal Information

If you want to request access to, or amendment of, your personal information records which are held by the 2007WPFG, you need to be aware that the National Privacy Provisions limit the access and amendment rights and processes to those provided in the Freedom of Information Act 1992 (FOI Act) and any application for documents or application for correction or amendment will therefore be processed under the FOI

Act provisions. Assistance is available from the 2007WPFG's Freedom of Information Co-ordinator on telephone (08) XXXXXXX.

Disclaimer

This statement sets out the 2007WPFG's policies relating to the privacy of your personal information and is to be read in conjunction with the rights claimed by the South Australian Government at http://www.archives.sa.gov.au/services/public/privacy_index.html.

You shall indemnify the 2007WPFG, its subsidiaries, affiliates and licensors against any losses, expenses, costs or damages incurred by any or all of the above as a result of your breach of the terms of this agreement or your unauthorised use of the content and related rights. This site and the data on this site are provided "as is" and without warranties of any kind, whether express or implied. To the fullest extent permissible pursuant to applicable law, the 2007WPFG disclaims all warranties, express or implied, including, but not limited to, implied warranties of merchantability and fitness for a particular purpose and non-infringement.

The 2007WPFG reserves the right to delete or archive any material on the site at anytime. The 2007WPFG also reserves the right to change the disclaimer policy at any time.

Accuracy and Content

The 2007WPFG does not represent or warrant that the functions contained in this site will be uninterrupted or error-free, that the defects will be corrected, or that this site or the server that makes the site available are free of viruses or other harmful components. The 2007WPFG does not make any warrantees or representations regarding the use of the materials in this site in terms of their correctness, accuracy, adequacy, appropriateness, usefulness, timeliness, reliability or otherwise. The 2007WPFG is not liable for any damages whether they be direct, incidental, consequential, punitive or indirect. All prices quoted prior to confirmation of order are in Australian dollars unless otherwise stated and do not include Goods and Services Tax (GST), delivery, handling or insurance. GST, delivery, handling and insurance will be calculated at the confirmation of the order if required.

Use of Site

Any use, including but not limited to the reproduction, distribution, display or transmission of the content of this site is strictly prohibited, unless authorised by the 2007WPFG. You may not upload to, distribute, or otherwise publish through the site any content which is libelous, defamatory, obscene, threatening, invasive of privacy or publicity rights, abusive, illegal, or otherwise objectionable which may constitute or encourage a criminal offence, violate the rights of any party or which may otherwise give rise to liability or violate any law.

Limitation of Liability

The 2007WPFG shall not be liable for any special or consequential damages that result from the use of, or the inability to use, the data on this site, even if the 2007WPFG has been advised of the possibility of such damages.

Personal Information

When you visit this website some information, such as the site that referred you to us, your IP and e-mail address, and navigational and purchase information, may be collected automatically as part of the site's operation. This information is used to generate user profiles and to personalise the website to your particular interests. On some occasions we may ask you to provide information on online forms. For example, we may ask for your user name, password, place of birth, full name, telephone number, e-mail address and postal address, or other information to register online, or for your credit card number or other personally identifying information to fulfil licensing transactions or to receive products or services. We may also ask you about your age, hobbies, income, gender or other information to participate in surveys or other online activities. Providing information on online forms is always voluntary, and you are free to decline from completing them. If you choose not to provide requested information, however, some products and services may not be available to you.

The 2007WPFG may compile data in aggregate form so we may better understand the users visiting our site. For example, we may produce reports on the most popular search terms by collecting general search data based on individual searches. Aggregate data is anonymous and does not contain any personal information that identifies a user. The 2007WPFG will not sell, rent or disclose your personal information to a third party. We also ensure your personal information will not be disclosed to other State institutions and authorities except if required by law or other regulations.

Security

The 2007WPFG has several operational functions in place to protect your personal information and every effort is made to ensure these are kept up-to-date. However, perfect security does not exist on the Internet and the 2007WPFG does not warrant that this site is impenetrable or invulnerable to hackers.

Cookies

When you visit the 2007WPFG Web site we may send your computer a cookie, which is a small file that resides on your computer's hard drive and contains non personally identifiable information about the user such as previous search results. We don't use cookies to collect names, e-mail addresses, or details of commercial transactions, or as a basis for direct marketing. Cookies only identify the user's computer, but allow the 2007WPFG to make the Web site useful by storing information about your preferences. If you would prefer not to receive any cookies you can configure your browser to refuse them, or to give you the option to receive them or not each time. However, this may prevent you from accessing all of the features of the 2007WPFG Web Site.

E-mail

The 2007WPFG does not sell or rent e-mail lists. The 2007WPFG may send you e-mail to notify you about your recent order; this will be sent to the e-mail address you provide. Your email address will not be added to a mailing list or used for any other purpose without your consent.

Surveys and Contests

From time to time the 2007WPFG may host contests. Participation in these surveys or contests is completely voluntary and the user therefore has the choice whether or not to disclose their personal information. Information requested may include contact information (such as name and shipping address), and demographic information (such as age, gender, post code). Contact information will be used to notify the winners and award prizes. Survey information will be used for the purposes of monitoring or improving the use of the 2007WPFG Website.

Links

Please be aware the 2007WPFG Web Site may contain links to other sites covered by their own privacy policies. The 2007WPFG is not responsible or necessarily affiliated with those websites and we encourage you to be aware of when you leave the 2007WPFG website. The 2007WPFG recommends you read the privacy statements of each every website that collects personally identifiable information. You waive any and all claims against the 2007WPFG regarding the inclusion of links to outside websites and/or advertisements on the 2007WPFG website or your use of these websites and advertisers.

Changes to the Online Privacy Policy

The 2007WPFG reserves the right to change our online privacy policy. However we shall not do so without posting any such changes on the 2007WPFG website. If you have any questions about the 2007WPFG privacy policy or concerns about the personal information you have supplied to the 2007WPFG, please contact the 2007WPFG's customer service division at: info@2007wpfg.com.

Making a Privacy Complaint

If you feel that the 2007WPFG has not dealt with your personal information in accordance with the National Privacy Policy, please let us know so we may have the opportunity to rectify and resolve the problem. Written complaints should be sent, with any supporting documentation, to:
Chief Executive Office
2007WPFG
Locked Bag 2007
Adelaide 5001

Letters of complaint will be acknowledged in writing within 14 days from the date on which the application was received. The 2007WPFG undertakes to conduct a review and respond to the complaint within 60 days from the date on which the application is received. Applicants will be advised in writing of the outcome.