Introduction

This policy details how Spotless Group Limited and its subsidiaries such as Ensign Services (Aust) Pty Ltd (“Ensign”), handle personal information it collects. The policy also explains the key initiatives Ensign has taken to put into practice the requirements of the Privacy Act 1998, which implements the National Privacy Principles.

A reference to Ensign, we, us or our, in this policy includes a reference to the related body corporates of Ensign Services (Aust) Pty Ltd (“Ensign”).

How and what information has Ensign collected?

Ensign collects and holds information obtained from various people and groups including shareholders, customers, suppliers, employees, employment candidates, public authorities and other people Ensign interacts with from time to time. The information may be collected in many ways including interaction with our website, correspondence with Ensign, telephone calls to Ensign etc.  The type of information Ensign collects includes personal information such as names, addresses and other identifying data, financial information, shareholding information and information about use of our products and services. 

What does Ensign do with this information?

Ensign’s purpose in collecting this information is to assist us to provide our products and services to those people and groups and comply with our legal and other obligations.  For example information may be collected by us or our external share registry provider and used to assist us to manage and inform our shareholders. Information held by our external share registry provider, Computer Shareholder Investor Services Pty Ltd, is subject to their privacy policy guidelines and may be obtained from www.computershare.com.au.

Furthermore the information Ensign collects allows us to develop a better understanding of the needs of our shareholders, customers, suppliers and partners. Ensign may also collect and store information from employees in order to determine reasonable compliance with our human resources and employee policies.

What does Ensign do with customer information?

Occasionally Ensign might also use customer information for other purposes or share customer information with another organisation because:

• a customer has given us consent to do this;
• it is required by law;
• Ensign believes it necessary to provide a customer or potential customer with a service and/or product or information regarding a service or product;
• we are required to comply with our obligations to our shareholders
• Ensign believes it necessary to implement our terms of service;
• it is necessary to protect the rights, property or personal safety of another customer, any member of the public or Ensign;
• the assets and operations of the Ensign business (or part thereof) are being transferred to another party.

Why do I receive advertising information from Ensign?

From time to time Ensign may use the information collected to directly contact people or groups with marketing or advertising material. If this material is provided by:

• post – you may write to the Ensign Marketing Manager and ask for Ensign to stop sending further material; or
• electronic means - you shall have the option to request Ensign refrain from providing you any further advertising or marketing material by contacting Ensign via the unsubscribe function incorporated in email material or emailing privacy@spotless.com.au.

Provision of personal and other information to other businesses by Ensign

Except to assist Ensign:

• supply information, products and services to our customers;
• comply with our legal and shareholder obligations,

Ensign shall not disclose personal information to third parties. 

Sometimes Ensign will use service providers to help us run aspects of our business efficiently, such as auditors, lawyers, couriers and computer security companies. To the extent that these service providers gain access to the personal information, they are covered by privacy rules that prevent them from keeping this information for themselves or using this information for any other purposes.

Ensign’ use of cookies and the like on its web sites

Our website is designed to give you useful information about Ensign products and services. Ensign may use cookies to enhance the browsing experience. Cookies are pieces of information that a website transfers to your computer's hard disk for record keeping purposes. Most web browsers are set to accept cookies. Ensign may also use cookies to measure our users interest in different parts of our website. Cookies are useful to estimate the number of visitors to our website and determine overall traffic patterns.

If you do not wish to receive any cookies you may set your browser to refuse cookies. This may mean you may not be able to take full advantage of Ensign’s website.

Rights of access to the information kept by Ensign

If at any time you want to know what personal information Ensign holds about you, you are welcome to request a copy of the personal information Ensign may hold by contacting the Ensign Privacy Officer in writing. Ensign aims to respond to most requests within 15 days, or if the request is more detailed, within 30 days. A charge of $50 will be payable for more detailed requests to cover the cost of searching and copying the information.  In order to ensure the information is being provided to the correct person Ensign will require either a drivers licence, passport or other official photo identification to prove identity.

How can I update information held by Ensign?

If at any time you wish to change personal information that is inaccurate or out of date, please contact us and we will amend this record unless we need to keep a copy of the previous information for legal or service reasons.

Again in order to ensure the information being corrected is requested by the correct person Ensign will require either a driver's licence, passport or other official photo identification to prove identity

Is the information Ensign has about me secure?

Ensign endeavours to take all reasonable steps to keep any personal information held by Ensign secure. Much of the information is stored on secure servers that are protected in access-controlled facilities. Our data operators are required to respect the privacy and confidentiality of customer information.

Unfortunately, Ensign is unable to guarantee that personal information is always secure. For example, data accessible or sent over the internet is never 100% secure. Therefore Ensign cannot be held liable for losses which may be suffered by you, arising from unauthorised access to your personal information held by Ensign.

What happens to my information if I enter it on a different website linked to the Ensign site?

Ensign may provide links to other websites, both outside of the Ensign service and Ensign subsidiaries websites. Non-Ensign linked sites are not under our control, so Ensign shall not be held responsible for the conduct of companies linked to our website. Before you enter information on to those sites, Ensign encourages you to read their Privacy policy and terms and conditions.

Does Ensign have information on people other than customers?

Most of the personal information that Ensign has concerns our customers. But Ensign also keeps information about people who have expressed an interest in our services, such as by making an enquiry or asking us to contact them at a particular future time. This policy applies to those people as well.

What if ownership of the Ensign business changes?

In the unlikely event that ownership of part or all of the Ensign business changes, all information will be transferred to the new owner of the business.

What to do if you have a problem, question or complaint?

If you have any further queries relating to our Privacy Policy, or you have a problem or complaint, please email privacy@spotless.com.au.

If Ensign becomes aware of any ongoing concerns or problems with personnel information, Ensign will take these issues seriously and work to address these concerns.

If Ensign does not resolve a privacy problem to your satisfaction, you can take a complaint further by contacting the Federal Privacy Commissioner's office on 1300 363 992, or visiting www.privacy.gov.au.

Future changes to Privacy Policy

Ensign aims to be the best service provider in its various market places. That means our business will continue to evolve as we introduce new services and features to our website. Because of this, from time to time, our policies will be reviewed and may be revised. Ensign reserves the right to change its privacy policy at any time and notify you by posting an updated version of the policy on its website.

The amended Privacy Policy will apply between us whether or not we have given you specific notice of any change.