KAZ Group ( KAZ ) is an information and communications technology company and a member of the Telstra Group of Companies. We have prepared this statement to explain how KAZ protects the personal information we collect. This statement covers the Australian subsidiaries of KAZ, which are set out at the end of this document.

Each of our subsidiaries provides different services and handles personal information differently. Where applicable and appropriate these subsidiaries or divisions have more specific statements of how they handle privacy issues. To enable us to respond quickly please contact the subsidiary or division first. If you are not satisfied with responses please contact the KAZ Privacy Officer, whose contact details are at the end of this statement.

The Privacy Act 1988 and the National Privacy Principles (NPPs) regulate the way that organisations, like KAZ, handle personal information, including sensitive information such as health details. The NPPs have been used to formulate all of our privacy procedures and policies.

Additionally, as a leading business processing and outsourcing enterprise we often provide services for clients that involve the handling of personal information collected by them. In such situations we work closely with our clients to ensure that the privacy requirements of the legislation are addressed where the information is under our management. Each of these clients has their own responsibilities for privacy compliance and we will happily provide contact details.

As an organisation KAZ has a long history of handling personal information confidentially. We treat very seriously the ongoing trust you have in us to protect your personal information. We will abide by the National Privacy Principles.

How we collect your personal information and why we need it

We collect most personal information directly from you. For example, you may supply us with details over the telephone, or when you attend a seminar, send us a letter, visit our websites, or contact us in person. We may also collect information through clients who supply it to us as an external contractor or agent to perform services on their behalf.

The type of personal information we collect always includes your name and may include your mailing address, telephone number, email address, tax file number, date of birth, annual income and other financial details, place of work, position within an organisation, previous or current buying intentions and transaction history. In certain circumstances, we may also collect sensitive information such as health details.

If we are unable to collect information requested we may not be able to provide the level of service you expect from KAZ or you may lose benefits or options that may be of interest to you.

We will, where reasonable and practical to do so, collect personal information from you directly. However, there may be occasions when we need to source personal information about you from a third party on behalf of a client.

How we use your personal information 

We collect your personal information to provide you with a particular product or service or at the request of a client to perform a task at their direction.

We may use or disclose your personal information for purposes related or ancillary to the main reason we collect it, such as:

• internal accounting and administration.
• regulatory reporting and compliance including disclosure to auditors and regulators.
• protecting you, our clients and KAZ from error and fraud.
• helping us to identify and inform you about other products or services that may be of benefit to you.

• KAZ is compelled by law (for example, where disclosure is required to the Australian Taxation Office or courts of law under subpoena).
• it is in KAZ's interest as determined by the Directors of KAZ (for example, to lawyers in the event of legal action to which KAZ is a party.
• it is otherwise permitted by the NPPs.
  

Sharing of personal information within KAZ 

KAZ may share your information with its subsidiaries or related companies.

We do not use your tax file number or other Commonwealth agency identifiers

We do not use your tax file number ('TFN'), pension number, Medicare number or any other Commonwealth agency identifier as your account, policy or application number. We only use and disclose these numbers for the purposes required by law, such as disclosing your TFN to the Australian Taxation Office.

Disclosing to third parties 

KAZ only discloses personal information to third parties to provide the product or service you have requested or as otherwise permitted by the NPPs. We may contract out some of our functions and activities. For example, we may provide names and addresses to a mailing house to mail account statements to you. In these situations, we prohibit the third parties from using personal information about you except for the specific purpose for which we supply it. KAZ does not disclose names and addresses to third parties for the purposes of allowing them to direct market their products and services. We will not distribute your information to third parties overseas except where it is permitted by the NPPs.

Sensitive information 

KAZ only collects sensitive information (such as health information) with your consent. We will only use and disclose it in the context to which it applies. We won't use it for any other purpose or share it with anyone else except where it is permitted by the NPPs.

Direct marketing

From time to time we may use the personal information we have collected from you to identify products and services which may be of interest to you. We may then contact you to let you know about these products or services. If you do not wish to receive direct marketing information, you can opt out at any time.

Use of e-mail addresses 

We will only record your e-mail address if you send us a message. Your e-mail address will only be used for the purpose for which you have provided it or for other purposes permitted by the NPPs. You can request that we remove your details from our e-mailing lists at any time.

We keep your personal information up-to-date 

We take reasonable steps to ensure that your personal information is accurate, complete and up-to-date whenever we collect or use it. If you find that current personal information we hold about you is inaccurate, incomplete or out-of-date, please contact us immediately and we will correct it. This can be done over the phone or in writing.

You can access your information 

KAZ will, on request, provide you with information about you which is readily accessible and which may lawfully be provided.

KAZ requires that you, as clearly as possible, identify the information requested and where it is located. In certain circumstances, KAZ may recover from you its reasonable cost of supplying you with this information. We will endeavour to respond to your request promptly.

Please note that where we are accessing your information on behalf of a client we do not own the data. The client has primary responsibility for its data and not KAZ.

We store your personal information securely 

We protect any personal information that we hold from misuse and loss. We also protect it from unauthorised access, modification and disclosure.

Only authorised users can access your personal information, and access is only for approved purposes.

Your personal information may be stored in hardcopy documents, as electronic data, or in KAZ's software or systems. We maintain physical security over our paper and electronic data stores and premises, such as locks and security systems. We also maintain computer and network security. For example, we use firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to computer systems.

KAZ Security Policy 

We have comprehensive security policies and procedures documented in our internal security policy. Your personal information will be recorded, amended and deleted only by authorised means.
In addition, all employees sign confidentiality agreements and agree to follow KAZ policies as a condition of working for KAZ.

Website security and privacy 

We have systems in place to ensure our online dealings with you are as secure and confidential as your dealings with us in person, or on the telephone.

Information collected 

When you look at a KAZ website, a record of your visit is made and we may log the following information for statistical purposes:

• your host IP address
• your host domain name
• the date and time of your visit to the site
• the pages you accessed and documents downloaded
• the previous site you have visited
• the type of browser you are using.

KAZ may also collect additional technical information for legitimate business purposes such as website security and capacity management.

Access to information collected 

KAZ will not make an attempt to identify users or their browsing activities other than the collection of the above information to improve our websites.

Security on the Web 

Our websites do not provide facilities for the secure transmission of information across the Internet unless stated otherwise.

Cookies 

Cookies are small computer flag files that enable features on websites to work more efficiently. Cookies can be either "persistent" or "session" based. Persistent cookies are stored on your computer, contain an expiration date, and may be used to track your browsing behaviour upon return to the issuing website. Session cookies are short-lived, are used only during a browsing session, and expire when you quit your browser.

Our websites only use session cookies, unless stated otherwise. website statistics are generated from the web logs as outlined above.

Upon closing your browser the session cookie expires and is no longer able to track your browsing behaviour. We do not keep any personal information and we cannot identify you should you visit our websites at a later date.

How can you contact KAZ 

We will respond to your inquiry as soon as possible to let you know who is responsible for managing your inquiry. We will endeavour to respond to your complaint promptly.

How to make an inquiry or complaint

KAZ Business Services Pty Ltd (formerly Ausdata)
KAZ Group Pty Ltd (inquiries on all other matters)
KAZ Software Solutions Pty Ltd
KAZ Technology Services Pty Ltd

• By phone on 1300 657 627
• Write to KAZ Privacy Officer, Level 8, 320 Pitt Street, Sydney NSW 2000
• By email to privacycompliance@kaz-group.com
• By fax on (02) 9844 0600, Attention: Privacy Officer

Please note that KAZ is a fully owned subsidiary of Telstra Corporation Limited (Telstra) and that Telstra has its own privacy policy which is available from the Telstra website: http://www.telstra.com.au/privacy/index.htm

If, after contacting the KAZ Privacy Officer, you are dissatisfied with the resolution of any complaints, you can refer the matter to the Privacy Commissioner by calling 1300 363 992.

This policy will be reviewed from time to time taking account of new legislation, business or technology changes.