1. Introduction
1.1
We understand that the privacy of your personal details and the security of your transactions with us are of great importance to you. Hamilton Wilkes has adopted data protection policies that safeguard your privacy and security. This Privacy Policy outlines the rules we follow when handling personal information collected during the course of our business. Our policy is based on the Internet Industry of Australia’s draft Privacy Code of Practice, which follows internationally recognised privacy standards including the Safe Harbour principles used in many European countries. The Code also aligns with Australian privacy legislation.
1.2
To maintain our privacy standards, we have appointed a privacy officer. If you wish to contact us regarding privacy matters, please use the contact form at:
https://www.hamiltonwilkes.com.au/contact.aspx
1.3
We may update this policy from time to time. Any changes will be published on our website. All customers are required to agree to this Privacy Policy as part of our terms of trade. This policy also applies to users of our website who are not customers of Hamilton Wilkes.
1.4
Please note that we cannot take responsibility for the privacy or security practices of external websites accessible through links on our site, nor for the privacy practices of our customers.
2. What Information Do We Collect?
Hamilton Wilkes collects different types of information from you at various times. These fall into four main categories:
2.1 Information required to supply our services
(a) When you first sign up, contract with Hamilton Wilkes, or request information about our services, we may ask for details such as your name, address, phone number, domain name, contact details for primary and secondary contacts, business type, and may also ask for your age and gender.
(b) We may also monitor or record telephone conversations for staff training and service improvement.
2.2 Non personally identifying information
(a) We use analytics software on our website to monitor visitor numbers. This software collects no identifying information beyond IP addresses. We use this information to improve site performance and identify popular sections of the site.
(b) We may also use cookies. Cookies allow a website to store information about user preferences. Our cookies expire when you leave the site and are used to record session IDs. You may adjust your browser to refuse cookies, but this may reduce site functionality.
2.3 Other demographic information
If you voluntarily participate in surveys or interactive communications, we may collect your responses to improve the products and services offered by Hamilton Wilkes.
2.4 Personal information stored on websites hosted by Hamilton Wilkes
Hamilton Wilkes may host websites that store personal information belonging to other organisations. Any such data physically located on Hamilton Wilkes servers or workstations will remain strictly confidential and will not be used or released unless required by law.
3. How Do We Use Personal Information We Have Collected?
3.1
We collect and use your personal information to operate our website and deliver services. This includes:
- billing and credit control
- sales support
- service information
3.2
If you receive promotional emails from Hamilton Wilkes, you may stop these by following the instructions provided at the bottom of those emails. If you experience difficulty removing yourself, please contact us via:
https://www.hamiltonwilkes.com.au/contact.aspx
3.3
We may also use your personal information to:
(a) contact you regarding service upgrades, special offers, newsletters, surveys, and service audits. We may provide extracts of customer lists to third parties who contact you on our behalf, provided they follow our privacy conditions.
(b) identify the source of new customers
(c) monitor and address complaints and feedback
(e) verify your identity where an ABN is provided
(g) maintain account history and assist with account reactivation within six months
(h) monitor compliance with our terms and conditions
(i) comply with reporting obligations to third party licensors
3.4
Hamilton Wilkes treats all collected information as confidential. We do not rent or lease customer lists. We will not sell, distribute, share, license, or pass on personal information to third parties other than those contracted to provide services to Hamilton Wilkes, unless you give express consent or as set out below.
3.5
We may disclose personal information without notice if:
(a) required by law, code of conduct, or legal process
(b) necessary to protect Hamilton Wilkes property or rights
(c) necessary to enforce our agreements
(d) required due to a sale of our business or part of it
(e) necessary in extreme circumstances to protect personal safety of users, staff, or the public
4. Security
4.1
Hamilton Wilkes uses security features within our systems to protect your personal information from unauthorised access. Our servers are in secured environments and only authorised staff may access personal information as required for their role. However, due to the nature of the internet, we cannot guarantee that data transmission is completely secure from unauthorised access.
5. Other Disclosure By You
5.1
If you participate in chat sessions, message boards, email exchanges, or newsgroups through Hamilton Wilkes or any related service, any information you provide becomes public. This Privacy Policy does not cover such information, and we encourage you to share only what you are comfortable displaying publicly.
5.2
You should never reveal your password to third parties. If someone gains access to your password, they may gain access to your personal information. If your password is compromised, you should change it immediately.
5.3
If you collect personal information using services hosted by Hamilton Wilkes, including email services, it is your responsibility to comply with the Privacy Act 1988 in relation to that information. Hamilton Wilkes accepts no responsibility for your handling of such data.
6. How To Access and Correct Your Personal Information
6.1
You may update your personal information by contacting us by phone, mail, or through the contact form at:
https://www.hamiltonwilkes.com.au/contact.aspx
You may be required to provide your username and password to authorise changes.
6.2
If you contact us by phone, you may be required to answer security questions before details are disclosed or amended.
7. Children’s Privacy
Hamilton Wilkes does not knowingly collect, use, or market information to children without obtaining consent from a parent or guardian.
8. Complaints
If you wish to lodge a complaint regarding our privacy practices, please contact our privacy officer at:
https://www.hamiltonwilkes.com.au/contact.aspx
We will address your concerns promptly. If we are unable to resolve your complaint to your satisfaction, either party may refer the matter to the Privacy Commissioner.