What does Personal Information mean?
Personal information is information that may identify you or by which your identity may be reasonably determined. Such personal information may include your name, address, other contact details, your date of birth, or any other information that may be provided by you in order to access or make use of our services. In this privacy policy, 'personal information' has the same meaning as defined by section 6 of the Privacy Act 1988 ('Privacy Act').
How is my Personal Information Collected?
The main way we collect personal information is through you directly or through your authorised representative. That is, when you visit us one of our websites and submit your personal information or request your personal information to be used (i.e. by subscribing to an email newsletter or filling out a contact form).
Your personal information may be collected through the following services that are used on our website/related systems:
- User Forms
- Cookies & Analytics
- Location-based Services
- Social Networks
- Online Advertising
- Email Marketing
- Third-party tools, services and embedded content
We also collect information through interactions on traditional channels, such as, in-person, email and phone, and sometimes collect personal information from a third-party or from a publicly available source, but only if:
- you have consented to such collection or would reasonably expect us to collect your personal information in this way, or
- if it is necessary for a specific purpose such as the investigation of a privacy complaint.
We only collect personal information for purposes which are directly related to our functions or activities under the Privacy Act, the Freedom of Information Act 1982 (FOI Act), and only when it is necessary for or directly related to such purposes.
How do you use my Personal Information?
We only use personal information for the specified purpose, or a closely related purpose which would reasonably be expected.
We do not give personal information about an individual to any other government agencies, private sector organisations or anyone else unless one of the following applies:
- you have consented
- you would reasonably expect, or have told us, that information of this kind is usually passed to those individuals, bodies or agencies
- it is otherwise required or authorised by law
- it will prevent or lessen a serious and imminent threat to somebody's life or health, or
- it is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of public revenue.
Is my Personal Information Stored Securely?
We take steps to protect the personal information we hold against loss, unauthorised access, use, modification or disclosure, and against other misuse.
When the personal information that we collect is no longer required or you request for it to be removed - we destroy or delete it in a secure manner.
Can I Access or Change the Personal Information I give you?
Yes, you can access the personal information that we hold about you, and you can ask us to correct the personal information we hold about you. For more information, please contact us directly using the contact details below.
Our Obligations
We care about our users and do everything we can to adhere to the 13 Australian Privacy Principles as per the OAIC guidelines.
Contact Us
If you have any questions or concerns about this policy or our practices you can get in touch with us in the following ways:
Email: council@porthedland.wa.gov.au
Phone: (08) 9158 9300
In-Person: Civic Centre, 13 McGregor Street, Port Hedland WA 6721
Post: Town of Port Hedland, PO Box 41, Port Hedland WA 6721
Our Principles
We have a simple approach to data protection and privacy which adheres to the Australian Privacy Principles.
In our privacy policy, 'personal information' has the same meaning as defined by the Privacy Act:
"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."
This policy outlines how the Town of Port Hedland may collect, use, disclose and store personal information, and how individuals may access and correct personal information held about them.
Collection
Personal information is collected through your interactions with us in order to provide you with the content and services requested.
This may include your first name, last name, location, age, phone number, email address, postal address and payment details that you have provided when interacting with us.
We may also collect information on how you use our websites and other personal preferences. Other information that may be automatically collected when you visit our websites include (without limitation) your Internet Service Provider, operating system, browser information, IP address or other device identifiers, location and time/date stamp.
At times, we may collect personal information from a third-party or from a publicly available source, but only if you have consented to your information being used in this way, or would reasonably expect us to collect it in this way.
Below you will find a breakdown of the different ways your personal information is collected through our websites/related systems.
User Forms
Information entered into forms on our websites/related systems will not be used in any way other than the specified purpose, or a closely related purpose which would reasonably be expected.
We will not sell, distribute or use the information for any other purpose, unless otherwise required or authorised by law.
Cookies & Analytics
Cookies are pieces of information placed on your computer to either store information required to operate a function, or to record your preferences when browsing.
Our websites may use cookies and other digital identifiers that fall into the following categories:
| Security |
These cookies enable and support security features that detect security threats and malicious activity |
| Site Performance Indicators |
These provide us information on how our websites are used so we can make the necessary improvements or amendments to improve the user experience |
| Personalisation |
We use these cookies to better understand what interests users so we can personalise the user experience and provide content that is both timely and relevant |
You can always disable the use of cookies by changing the security settings of your browser. However, this may limit functionality and affect how some items are displayed.
Location-based Services
Our websites may collect, use and/or share your location data in order to provide you with location-based services. No location data will be collected without your authorisation. Your location data may only be tracked through an opt-in process which most browsers and devices will notify you of.
Email Marketing
All our emails are sent in line with the guidelines set out by the Australian Communications and Media Authority and we will only send you content that is customised to your interests, characteristics or general location.
As with all email marketing from us, there will always be an unsubscribe button or link located at the bottom of the email. With this, you can manage which messages you receive from us.
Financial Details
All financial details and online payments are securely managed by a PCI DSS compliant partner through a payment gateway that’s designed in accordance with the highest levels of data protection and security practices mandated by the international financial industry.
For more information, go to: https://www.pcisecuritystandards.org
Third-party Tools, Services and Embedded Content
Some of the features, functions, and services made available by the Town of Port Hedland are governed by the policies of third-party providers.
All reasonable steps are taken to ensure that these agencies maintain compliance with the Privacy Act, associated state instruments, and relevant industry standards, however the Town of Port Hedland disclaims, to the extent permitted by law, all warranties, representations or endorsements, express or implied, and further does not warrant or accept any liability in relation to the quality, operability or accuracy of the data.
Please refer to the individual policies listed below for more information:
Other Channels
To the extent permitted by law, unless otherwise specified, by engaging in communications with the Town of Port Hedland, inclusive of but not limited to, in-person, email and phone, consent is provided for the use and disclosure of the information for the purposes of the request/statement, or a closely related purpose which would reasonably be expected.
User Contributions
Submissions made by the public, directly, or through related systems may become, and remain public. We welcome open discussions and all expressions of opinion that are respectful of others and their views.
Refer to the Town’s Community Guidelines for more information.
The Town of Port Hedland makes no representation as to information accuracy or validity, and expressly, to the maximum extent permitted by law, disclaims all liability in relation to user comments and contributions.
Use and Disclosure
We only use personal information for the purpose which was requested of us, or for the purposes which directly relate to one of our functions or activities. We will not provide your personal information to other entities or bodies, or any other party unless one of the following applies (as per and in line with APP 6 - use and disclosure of personal information):
- You have consented.
- You would reasonably expect, or have been informed, that information of such kind would be passed on to those individuals, entities or bodies (for more information, see subclause 6.2).
- It is otherwise required or authorised by law, or reasonably necessary for the enforcement of a criminal law or of a law imposing a pecuniary penalty, or for the protection of public revenue.
- It may prevent or lessen a serious and imminent threat to somebody's life or health.
Cross-border Disclosure
Some of your personal information may be stored with or disclosed to other entities overseas (who are not in Australia or an external Territory) who are direct partners that assist us in providing our service. As per APP 8, we have taken steps to ensure that the overseas recipient does not breach the Australian Privacy Principles. We also have policies and procedures in place to safeguard the handling of your personal data by such entities.
Data Security
We take active steps to protect the personal information we hold against loss, unauthorised access, use, modification or disclosure, and against other misuse. Furthermore, each and every Town of Port Hedland employee or agent must abide by this policy. While we cannot share with you details of the security systems and procedures we have in place for security reasons, if you have any questions, you can always contact us at council@porthedland.wa.gov.au
Access, Correction and Removal
Unless otherwise provided by suitable alternative, all requests for access to your personal information is managed in accordance with the Freedom of Information Act 1992 and related regulations.
At the Town of Port Hedland, we do everything we can to keep your personal information accurate.
If you find that any information we hold about you is incorrect, you can contact us at council@porthedland.wa.gov.au or as per the contact details below and we will endeavour to assist you with your request.
Please bear in mind that under Australian privacy laws, there may be situations where we cannot provide access to such personal information.
For instance, if it would reasonably affect someone else's privacy or may pose a threat to someone's life, health or safety.
When no longer required or requested by you, all personal information is destroyed in a secure manner, unless otherwise required by law.
Copies of the Local Government Act 1995 and the Freedom of Information Act 1992 and their subsidiary legislation can be found online by visiting the State Law Publisher website.
Related Policies
The provisions contained herein must be read in conjunction with any associated policies, conditions, notices, statements and agreements.
Unless otherwise specified, the provisions of the Town’s overarching Simplified Privacy Policy and Extended Privacy Policy will take precedence over supplementary policies, conditions, notices, statements and agreements.
Conflicting Provisions
In the event of any conflicting provisions, the Extended Privacy Policy takes precedence over the Simplified Privacy Policy.
Severability
All of the provisions contained herein are governed and construed in accordance with the laws of Western Australia. If any provisions are held to be invalid, unenforceable, or otherwise illegal for any reason, the specified provisions remain in full force and effect, apart from such provisions which will be read down to the extent of the invalidity, unenforceability or illegality, and if it is not possible to be read down, the provision will be deemed deleted.
Variations
The Town may update, modify or change both the Simplified and Extended Privacy Policy without notice.
All provisions contained herein are subject to State and Federal government directions or restrictions, if any.
Further Information
If you have any questions or concerns about this policy or our practices you can get in touch with us in the following ways:
Email: council@porthedland.wa.gov.au
Phone: (08) 9158 9300
In-Person: Civic Centre, 13 McGregor Street, Port Hedland WA 6721
Post: Town of Port Hedland, PO Box 41, Port Hedland WA 6721
Complaints Handling
If you have any complaints or feel that there has been a breach of the Australian Privacy Principles, or a registered APP code, please contact us in the following ways:
Email: council@porthedland.wa.gov.au
Phone: (08) 9158 9300
In-Person: Civic Centre, 13 McGregor Street, Port Hedland WA 6721
Post: Town of Port Hedland, PO Box 41, Port Hedland WA 6721
If you are not completely satisfied with the manner in which our Privacy Officer handles your complaints, you can escalate the matter to the:
Office of the Australian Information Commissioner
Email: enquiries@oaic.gov.au
Phone: 1300 363 992
Fax: (02) 6123 5145
Post: GPO Box 5288, Sydney NSW 2001