icourts Pty Ltd (icourts) understands that privacy and how we collect, use, disclose and protect your information is important to you. We are committed to ensuring the privacy of your information and to complying with the Australian Privacy Principles (APPs), which are contained in the Privacy Act 1988 (Privacy Act).
In summary, personal information is information or an opinion (whether true or not) about an identified, or reasonably identifiable, individual.
1. WHAT TYPES OF PERSONAL INFORMATION DO WE COLLECT AND HOLD?
icourts is a leading provider of legal technology services. The types of personal information that icourts collects will depend on the nature of your dealings with us. We may collect personal information from you when you:
For detailed information as to how we collect, use and disclose the personal information of job applicants, please refer to section 8 of this policy.
The personal information we will collect from you will usually include your name, title, address and email address and contact numbers (telephone, fax, mobile). If necessary for the purposes of providing advice to you, or for providing you with other information (such as email updates) sometimes we may collect other personal information from you, such as the areas of our services which you are interested in. However, we do not collect personal information that we do not need.
Please note that, while we seek to minimise the personal information we collect, if you do not provide us with the personal information we request, we may not be able to provide you with the services and other assistance you seek.
Generally, we endeavour to collect personal information directly from the individuals concerned. However, if this is not practicable, we may collect personal information about individuals from third parties, including from publicly available sources. If we do, we will take reasonable steps to ensure that the individuals concerned are made aware of the collection of their information.
If you are one of icourts’ ‘business contacts’ (e.g. a contact person in one of our suppliers, or in a government agency or company with which we deal), we may collect basic business contact information from you (e.g. your name, title and work contact details). icourts will not ask to collect sensitive information about you (such as details of your racial or ethnic origin, political affiliation, religious beliefs, sexual preferences, criminal convictions or health information) unless it is needed for the purposes of providing services.
2. HOW DOES ICOURTS USE PERSONAL INFORMATION?
icourts’ policy is only to use personal information collected from business contacts for the business purpose for which it was collected.
We need to collect personal information so that we can provide our products and services and conduct our business. We also collect personal information so that we can communicate new developments to our clients and to those people who have subscribed to our website or mailing lists. If, at any time, you do not wish to receive these kinds of communications, please let us know.
3. WILL YOUR PERSONAL INFORMATION BE GIVEN TO ANYONE ELSE?
icourts does not sell, rent or trade personal information about you to or with third parties. Personal information may be disclosed outside of icourts in the circumstances described below:
(a) Disclosures to external service providers
icourts may disclose personal information to external service providers who help us operate our business.External service providers include Google Analytics, Mailchimp and Podio. If icourts engages external service providers, icourts takes steps to ensure that those external service providers:
(b) Disclosures overseas
Where icourts engages external information technology service providers, we ensure that wherever possible, our data is stored within Australia. Some of our vendors do however store data in overseas locations, including but not limited to UK and USA.
(c) Disclosures required or permitted by law
Otherwise, icourts will only disclose personal information if this is required by law or permitted under the Privacy Act. icourts is also bound by professional obligations of confidentiality, including in relation to personal information.
4. SECURITY OF PERSONAL INFORMATION
icourts takes reasonable steps to ensure the security of your personal information. Our premises are in secure buildings with access restricted to door code holders. Our IT systems are password protected and we conduct regular audit and data integrity checks. We frequently update our anti-virus software in order to protect our systems (and the data contained in those systems) from computer viruses. In addition, all icourts employees are required, as a condition of employment, to treat personal information held by icourts as confidential.
5. ACCESS, CORRECTION AND DELETION
Under the Privacy Act, you have the right to:
To provide you with access to your personal information held by us on our current records, icourts can provide you with a copy of the relevant personal information (ordinarily, an electronic print-out or a photocopy). icourts will not charge you for the cost of providing this type of access to these current records.
For legal and administrative reasons, icourts may also archive non-current records containing personal information, such as back up data files. Please note that if we do provide access to old records, we may charge you for the cost of providing such access.
If you are of the view that personal information about you is inaccurate or out of date, or if you have any other queries about access, correction or deletion, please contact icourts using the contact details set out below.
6. ONLINE PRIVACY ISSUES
When you visit our website, a small data file called a “cookie” is stored on your computer or mobile device by our server.
Access to other websites
Sometimes our website contains links to other websites, for your convenience and information. When you access a website other than www.icourts.com.au, please understand that icourts is not responsible for the privacy practices of that site. We suggest that you review the privacy policies of each site you visit.
7. MAKING A COMPLAINT
If you wish to make a complaint about how icourts handles your personal information, please contact us setting out your complaint in writing, and forward it to icourts, using the contact details below.
We will deal with all requests for access to personal information or complaints as quickly as possible and will endeavour to get back to you within a reasonable timeframe.
8. HOW DO WE HANDLE THE PERSONAL INFORMATION OF JOB APPLICANTS?
icourts collects personal information about and from individuals who apply for employment with icourts. The information we collect includes the job applicant’s:
We may collect this information directly from the job applicant or indirectly from a third party, including from a recruitment agency. If necessary, we will also collect information about applicants from referees and from professional social networking sites like LinkedIn.
If the applicant proceeds to the interview stage, we will collect information about the applicant’s performance during interview.
icourts is committed to a policy of diversity and inclusion. For this reason, we also collect information as to whether a job applicant identifies as Aboriginal or Torres Strait Islander. We collect this information for the sole purpose of monitoring the implementation of our equal employment opportunities policy. icourts will not use this information for any other purpose.
If you do not provide with us the information we request, we may not be able to process or assess your job application.
icourts uses the personal information we collect about job applicants to assess their eligibility and suitability for employment with the firm. Generally, our assessment of applicants’ personal information will relate to a particular role. However, we may also retain and use applicants’ personal information to assess their suitability for other roles with the firm. We do not disclose the personal information we collect from applicants to any other person or entity.
For information as to how an applicant may access and correct the personal information we hold about them, or complain about a breach of the APPs, please see sections 5 and 7 of this Policy respectively. As a matter of policy, icourts stores all personal information relating to our job applicants in Australia and is not accessible to third parties located outside Australia.
9. ADDITIONAL PRIVACY INFORMATION AND HOW TO CONTACT ICOURTS
Post: PO Box R333, Royal Exchange, NSW 1225
Effective: 12 December 2019