Privacy Policy - Disability Royal Commission

At Southern Impact, we care about your privacy. How we handle your personal information is governed by the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles under that Act. We want you to understand what this means for you, including the rights that you have over your personal information. It’s our job to keep you up-to-date about how we’re handling your personal information.

1. When does this Privacy Policy apply?

This Southern Impact Privacy Policy (Policy) describes how we maintain your privacy when handling your personal information. It applies if you’re based in Australia and:

you’re one of our customers;

you use any of our products and services (including our SaaS websites and/or mailing services); or

you visit our website at southernimpact.com.au or any of our SaaS websites (our Sites) or any of our social media channels (our Channels).

By providing personal information to us, you consent to us collecting, holding, using and disclosing that information in accordance with, and for the purposes specified in, this Policy.

If you work for us, you can contact our People and Culture team for more information about how your personal information is handled. If you’re applying for a job online with us, please look at the Southern Impact Employment Privacy Statement.

In this Policy, the terms we, us, our and Southern Impact refer to:
Southern Impact Pty Ltd (ABN 26 099 758 791).

2. What is personal information?

Personal information means information that identifies you, or could reasonably identify you as an individual. This includes facts and opinions, whether they’re true or not.

3. What personal information does Southern Impact collect?

The types of personal information we collect about you may include:

your name, postal and street address, email address and telephone number;

your gender, age, profession, role and place of work;

records of our communications with you, including any complaints, requests or queries;

your payment information, such as your credit card or direct debit information and ABN;

details of the products and services we’ve provided to you, or that you've enquired about, including any additional information necessary to deliver those products and services and respond to your enquiries;

information that you enter or upload into Southern Impact websites or services;

information that you post to our Sites or Channels;

when you access our products, services, Sites or Channels – your device ID, device type, geo-location information, computer and connection information, statistics on page views, clicks and interactions, traffic to and from our products, services and Sites, and IP address; and

any other personal information that may be required in order to facilitate your dealings with us.

4. Does Southern Impact collect sensitive information?

In Australia, some personal information is considered 'sensitive information'. This includes information about sexual orientation, religious beliefs, and memberships of professional or trade associations. This type of personal information is generally afforded a higher level of protection under the Privacy Act.

We will only collect sensitive information about you if you have provided the information to us yourself, or if you otherwise consent to us collecting it.

5. What happens if Southern Impact is unable to collect your personal information?

You don’t have to give us your personal information. However, if you don't, it may affect our ability to do business with you. For example:

we may be unable to provide our products or services to you;

we may be unable to communicate with you to provide information about products and services that you have purchased from us, or may intend to purchase in the future;

your experience when interacting with us may be delayed or not as efficient as you may expect; or

if you’re an applicant or candidate for employment, we may not be able to process your application for a position at Southern Impact.

6. How does Southern Impact collect your personal information?

We use different methods to collect your personal information. We collect most personal information directly from you, when you:

use our products or services (including, for example, supplying mailing address records for the purpose of a Direct Mail Campaign, including Electronic Direct Mail Marketing - EDM;

use our Sites or Channels;

request a quotation from our online form;

use our private cloud for secure data transfer;

interact with our customer service and sales teams;

complete a form, such as registering for our newsletter;

complete our surveys or testimonials;

apply for a job with us.

We may also collect personal information about you:

that is publicly available, such as from social media;

through tools that measure and track how you use a product or service via our websites;

refer to our Cookie Policy for further detail.

7. Why does Southern Impact collect your personal information?

We collect your personal information (including information entered or uploaded by you, or on your behalf, into our business systems and/or websites) for the purpose of:

verifying your identity

meeting our regulatory and legal obligations;

providing you with our products and services including our online inventory and marketing resource websites (where applicable);

helping us operate, protect, improve and develop our business (including our products and services) and our users' experience, for example, by performing analytics and conducting research;

obtaining information about your commercial creditworthiness (e.g. credit score checks);

helping us customise and improve your experience;

providing technical and other service support, administrative messages, system notifications, automated reporting, freight delivery tracking, updates and information to you and your authorised third parties;

keeping you informed about our products and services, and tailoring this information to your needs and interests;

observing your use of any product or service (including any information you enter) to assist you with the delivery and improvement of any product or service;

enabling secure access to our products and services, including our private cloud for secure data transfer;

responding to any feedback, queries or complaints;

processing a job application that you've submitted; and

otherwise as may be required for the general management and conduct of our business.

8. How does Southern Impact use or disclose your personal information?

We’ll only use or disclose your personal information:

for the purpose for which it was collected (or a related purpose that you would reasonably expect);

for any other purpose for which you’ve given your consent; and

otherwise where we are permitted or required to do so by law.

We won’t sell your personal information to third parties without your consent.

Some of the recipients we may disclose your personal information to include our related companies and third-party service providers who help us to deliver our products and services to you. These third parties provide a variety of services, including client contact, archiving, auditing, professional advisory, financial services, credit checks, data processing, marketing and advertising, data analysis, business intelligence, website and technology services. Each of these third parties are carefully selected. They’re only permitted to use your personal information to the extent necessary for them to provide their services to us (or you with your consent).

For some products that we offer via third parties, such as (without limitation), employee services, (including employee benefits and employee training programs), we may send your personal information directly to the product provider, so that you can complete your transaction or submit your application or filing directly with the provider. If the provider contacts you directly, they may provide us with information collected from you for the purposes described in this policy.

9. How does Southern Impact use aggregated data?

Aggregated data is general data about groups of people. It is not personal information, as it can’t be used to identify an individual. An example of aggregated data is the number of people that use our products in a particular industry.

We may use aggregated data for a variety of purposes, including to:

help us understand how you use our products, services, Sites and Channels, and how we can improve your experience;

tailor the way we communicate with you so that every interaction is useful; and

create helpful insights for the business community (which may include publishing those insights).

We sometimes share aggregated data with our business or industry partners.

If we combine or connect aggregated data with your personal information so that it can directly or indirectly identify you, we will treat that combined data as 'personal information' in accordance with this Policy.

10. How does Southern Impact store and protect your personal information?

The security of your personal information is at the heart of our business. We understand that you trust us with very important information, and we are committed to protecting it.

When you share personal information with us, we usually store it in electronic form. We take reasonable steps to protect the personal information you give us from unauthorised access, use or disclosure, in line with industry standards. This includes technical infrastructure and organisational measures, such as the use of encryption and intrusion prevention technologies within our websites and business network.

Before entering your personal information on our Site, you can check that the page is encrypted by:

confirming that the page address in the web browser's tool bar or status bar begins with https://; or

checking that the padlock icon in the web browser's tool bar or status bar is 'locked'.

If you're a customer of our products or services, or a registered user of our Sites or Channels, you can control access to your account with a username and password of your choice. You should choose a strong password, change it regularly, and never disclose it to others. We recommend that you use multi-factor authentication if it’s available.

We're also committed to protecting your information offline. Where we hold your business information, personal information and sensitive information, it’s subject to access controls.

While we take reasonable measures to protect your personal information when it’s in our hands, we can’t guarantee the security of the internet as a whole. If you’re using our products, services, Sites or Channels online, please ensure you’re doing so in a secure environment. In addition, if you use email to send and receive your personal information, please be aware that the information may be less secure in transit.

Please contact our customer service team to discuss secure delivery of personally identifiable information (PII) to our network.

11. How does Southern Impact use your personal information for marketing, and how can you opt out?

To help your business succeed, we want to tell you about services and offers we think you might like.

If you consent to receiving direct marketing communications from us, we may contact you through various channels including email, SMS, regular mail and social media platforms.

If you don't want us to contact you for these purposes, you can let us know at any time by:

for email marketing communications, updating your email communication preferences, by clicking the ‘unsubscribe’ link at the bottom of any of our email marketing communications;

for marketing communications that you’ve received via a different channel (such as direct mail or phone calls) – by sending an email to

privacy_officer@southernimpact.com.au

with 'unsubscribe' in the subject line.

12. How does Southern Impact use your personal information to operate its Sites?

We’re constantly making changes to our products, service, and Sites to improve your experience.

Your login credentials enable you to update your details, access our products and services, and perform transactions.

Our products, services and Sites are located and hosted within Australia, including our SaaS websites and immutable data back-up repository.

13. How does Southern Impact use cookies and website tracking technology?

At Southern Impact, we want to make sure every interaction you have with us is as good as possible. To do this, we use website tracking technology such as IP addresses, JavaScript and cookies.

We use internet protocol (IP) addresses to analyse trends, administer our products, services and Sites, track your navigation, and gather broad information for aggregate use. Our web servers may also send a small data file known as a 'cookie' to your internet browser. We use cookies to assist with authentication processes, track your online behaviour, and to ensure that transaction pages, such as 'shopping cart' interactions and support pages, work correctly.

We also use cookies to personalise and improve your experience. Most cookies don't collect personal information and only contain coded information that can't be used by third parties to access your confidential information. Most web browsers allow you to adjust settings to erase cookies, disallow cookies, or receive a warning before a cookie is set. However, some parts of our products, services or Sites may not function fully if you disallow cookies.

We and third parties may also transfer collected information to others if required by law, or where those other parties process the information on our behalf. The third-party services and providers we may use from time to time include (not limited to) Google Analytics, Google AdSense, Adobe and Microsoft.

14. Our Cookie Policy?

When you use any of our websites, we use cookies to improve your interaction and experience with us. This data includes browsing activity and information a user may have previously entered (such as a searched product(s), shopping cart or interface preferences – not limited to).

There are different types of cookies. These are:

Authentication cookies (which allows websites to recognise and maintain a user’s login status across different pages);
Session cookies (which are temporary and will enable a website to track a user’s activities while a user is using the site); and
Persistent cookies (which are data stored on a user’s device between browsing sessions. Websites will use these cookies to remember a user’s preferences and provide the user with a personalised experience).

Cookies enhance user experience by making websites more accessible and tailored to your needs and also play an important role in identity lifecycle management and authentication processes, such as used in Single Sign On (SSO) scenarios. Southern Impact uses all three kinds of cookies, subject to the system you are interacting with.

15. How can you access and correct your personal information?

It’s your personal information – which means you have a right to know what information we have and correct any inaccuracies. You can contact us with your request by using the contact details at the bottom of this Policy.

Please include as much detail as possible in your request about the information you want to access or correct. Sometimes, you might need to pay an administrative fee to cover the costs associated with your request. We'll respond to your request as soon as we're reasonably able to.

There are circumstances where we might not be able to fulfil your request. If that happens, we’ll let you know the reasons why in writing. If we don't allow you to access or correct your personal information, and you disagree with our decision, you can make a complaint following the process outlined in section 16 of this Policy.

16. How do you lodge questions, concerns or complaints?

If you’re not happy with how we’ve handled your personal information, please use the contact details at the bottom of this Policy to let us know. We’ll investigate your complaint and respond to you as quickly as possible (usually within 30 days of hearing from you). If your complaint takes longer to resolve, we'll let you know how the investigation is progressing.

For further information about making a privacy complaint, or the progress or outcome of any investigation, please contact the Privacy Officer using the details at the bottom of this Policy.

If you’re not satisfied with how we’ve handled your complaint, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC). The OAIC has the power to investigate the matter and make a determination. For more information please visit the OAIC's website.

17. Changes to this Privacy Policy

Sometimes this Policy will need to be updated. Any changes will be effective immediately on the posting of the revised Policy on this Site. Please check this Site regularly to see if there have been any changes. Depending on the nature of the change, we may also announce it by email (if we have your email address). You can also obtain a copy of the most current version of this Policy by either emailing or writing to the Privacy Officer using the contact details set out below.

By continuing to use our product, services or Site(s), or otherwise continuing to deal with us, you accept these changes and this Policy as it applies from time to time.

18. Contacting us

By email: privacy_officer@southernimpact.com.au

By post:

Privacy Officer

Southern Impact Pty Ltd

181 Forster Road,

Mount Waverley VIC 3149 Australia

Southern Impact's Privacy Officer deals with privacy-related queries only.
For general sales, accounts and customer service enquiries, please call +61 3 87967000.

Last updated: January 2025