Privacy Policy

Scantek considers itself an Australian Privacy Principle (APP) entity and as such is committed to complying with The Privacy Act 1988.

Your privacy is important to Scantek Solutions Pty Ltd (“Scantek”). Scantek is committed to protecting your privacy, safeguarding your personal information and having ongoing practices and policies in place to ensure the management of personal information occurs in a secure manner that is acknowledged in an open and transparent way.

The purpose of this Privacy Policy (Policy) is to:

1. inform you about the types of personal information we collect, hold, use and disclose;
2. explain how we collect, use and hold personal information, and to whom we may disclose personal information; and;
3. what you can do if you have concerns about this Policy or your privacy.

Scantek considers itself an Australian Privacy Principle (APP) entity and as such is committed to handling personal information in accordance with applicable privacy laws and complying with The Privacy Act 1988 and the ACC Act 2002. Scantek is committed to the implementation of practices, procedures and systems that ensure compliance with the Australian Privacy Principles and all relevant registered APP codes.

Collection and Use of Personal Information

Personal information is data that can be used to identify or contact a single person or information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Scantek generally collects personal information under two scenarios:

1. Client information and their approved agents (including Client employees using our services); or
2. Individuals being verified either directly by Scantek, or through a Client of Scantek.

You may be asked to provide your personal information anytime you are in contact with Scantek or a Scantek affiliated company. Scantek and its affiliates may share this personal information with each other and use it consistent with this Privacy Policy. They may also combine it with other information to provide and improve our products, services, content, and advertising strategies. We will not use your information to directly advertise to you. You are not required to provide the personal information that we have requested, but, if you choose not to do so, in many cases Scantek, our affiliates, and if applicable, Scantek’s Clients will not be able to provide you with our products or services or respond to any queries you may have.

Under the Privacy Act biometric information as described below is sensitive information and may only be collected with your consent, except as permitted by law in limited circumstances and using a high level of protection.

Set out below are some examples of the types of personal information Scantek may collect and how we may use it.

What personal information we collect

Scantek Client Information

When you create a Scantek account, register your products, apply for commercial credit, purchase a product, download a software update, contact us or participate in an online survey, we may collect a variety of information, including your name, mailing residential history, phone number, email residential history, contact preferences, and credit card information.
We may ask for your Tax File Number (TFN) but only in limited circumstances such as when setting up an account and activating your equipment or when determining whether to extend commercial credit.
We may collect financial or payment method information to process payment for any purchases made and to protect against or identify possible fraudulent transactions, and otherwise as needed to manage our business.

Verification of Individuals Information

Passports, both foreign and domestic, Australian Drivers Licences (or those issued under the laws of another country), Proof of Age Cards, Medicare Cards, Birth Certificates, and any other document presented or provided to Scantek. The information collected and maintained by Scantek comprises all information contained in the above documents, i.e., full name, gender, residential history, date of birth, identification number, and type of ID; an image of the scanned ID that includes the image contained on the ID; and an image of the patron or customer that is a photograph taken at the time the ID was surrendered for scanning, as well as with your consent, biometric and face recognition data such a face, signature and voice.
Scantek only collects sensitive biometric information with your consent (except as required under any legislation that Scantek must comply with at law) and uses a high level of protection to protect your sensitive information.
Scantek does not disclose, use or adopt government identifiers except where the use and disclosure of the identifier is necessary to verify the identity of an individual for the purposes of Scantek regular activities and functions.

How personal Information is collected

We usually collect personal information either directly from you, or sometimes we may collect your personal information from a third party, such as where someone who knows you provides us with your information so we can contact you.
We require your consent from you under your arrangements with us before we obtain your personal information and before we provide your personal information to any third-party suppliers and public sources. Collection and your consent can occur in a number of different ways, such as by online forms and portals, email, telephone, mail and in person.
Depending on the products or services being provided or the reason for your interaction with us, we may also collect information about you from others, such as third-party suppliers and public sources, including but not limited to providers of criminal checks, law enforcement agencies, government and statutory authorities, banks and financial institutions, regulatory and licensing bodies, credit agencies, education providers, companies and organisations that is available from third party suppliers and public sources.

In order to facilitate to digital verification of identity, an online process involves the following:

Through an online portal, we may require personal information to create a user ID, link it to more personal information and allow you to create more personal information. We may need to collect further personal information (such as ID documents and biometric information).
We may need to pass personal information to a source (such as the Australian police check and the Australian Criminal Intelligence Commission for a criminal history check), who may pass it on to other sources (for example in the case of a police check, police agencies in different jurisdictions).
We may then need to share results with our customers of our services. We keep certain records for certain periods of time as set out more fully in this policy.

Our regulatory obligations require that we track and record, in some form, the multiple “journeys” through our platform, which requires cookies. Our use of cookies are discussed further below.

How we use your personal information

Where it is reasonable and practicable to do so, we collect your personal information directly from you when you sign on as a user, order identity checks, enter into arrangements with us, correspond with us or provide feedback to us. We will record, collect and hold information in relation to your transactions with us. In broad terms, we collect, use and exchange your information if we have a valid lawful reason to do so, and so that we can:

Confirm your identity and provide our products or services to you and our customers.
Contact and communicate with our customers.
Minimise risks and protect against fraud, misuse or loss of data and personal information.
Comply with laws, obligations or provide assistance to regulatory, government and law enforcement authorities.
Manage and improve our services and business.
Providing new products and services.

Additionally, we may use your personal information for the following reasons:

We need to process your information for us to comply with the law (including contractual obligations).
You have given consent for us to process your personal information for a specific purpose.
We need to process your information for our legitimate interests or the legitimate interests of a third party. This legitimate interest can be overridden where there is a good reason to protect your personal information.

Below are some more specific examples of how we use your personal information:

We collect only personal information required to achieve accurate execution of Scantek business activities. Should Scantek receive unsolicited personal information that is not relevant to the regular business activities of Scantek, all such information is destroyed immediately upon detection. Scantek does not collect unsolicited information.
We will de-identify personal information collected and stored where it is appropriate and practicable to do so.

Scantek Client Information

The personal information we collect allows us to keep you posted on Scantek’s latest product announcements, software updates, and upcoming events. If you don’t want to be on our mailing list, you can unsubscribe at the bottom of any email we send to you, or you can write to us at http://www.scantek.com.au/contact requesting that we remove you from our mailing list.
From time to time, we may use your personal information to send important notices, such as communications about purchases and changes to our terms, conditions, and policies. Because this information is important to your interaction with Scantek, you may not opt out of receiving these communications.
We also use personal information to help us create, develop, operate, deliver, and improve our products, services, content and advertising, and for loss prevention and anti-fraud purposes.
We may also use personal information for internal purposes such as auditing, data analysis, and research to improve Scantek’s products, services, and customer communications.

Verification of Individuals

If compelled by law, Scantek may disclose your information, including personal information:

In response to a subpoena or similar investigative demand, a court order, or a request for cooperation from a law enforcement or other government agency; to establish or exercise our legal rights; to defend against legal claims; or as otherwise required by law. In such cases, we may raise or waive any legal objection or right available to us.
When we believe disclosure is appropriate in connection with efforts to investigate, prevent, or take other action regarding illegal activity, suspected fraud or other wrongdoing; to protect and defend the rights, property or safety of our company, our users, our employees, or others; to maintain optimal operation of the system; to comply with applicable law or cooperate with law enforcement; or to enforce our terms and conditions or other agreements or policies.
In the event of a reorganization, merger, or sale we may transfer any and all personal information we collect to the relevant third party.

Patrons of licensed venues whose information is retained indefinitely

Scantek indefinitely retains gathered personal information only from patrons who have received “bans” from licensed venues that are Scantek’s clients.
When a patron has a “ban” placed on him or her for violent, immoral, anti-social or illegal behaviour, this ban can then be transmitted to all of Scantek’s clients. Scantek’s clients can then use this information to decide whether they wish to let a “banned” patron into their venue.

Patrons of licensed venues whose information is retained for less than 30 days

Information Relevant to Scantek Business Activities

Nationally Coordinated Criminal History Check (NCCHC)

Protection and Integrity of Personal Information

Scantek takes the security of your personal information very seriously. Scantek uses a number of techniques, including encryption, password protection, access limitations and intrusion detection, to protect your data.

Scantek also takes physical and electronic security measures to safeguard personal information from loss, misuse, unauthorised access, modification or disclosure.

Please be aware that your information may be transferred to, stored, and processed by our servers. By using our Services, you understand that your information may be transferred to our facilities and those third parties with whom we share it as described in this privacy policy.

Scantek aims to ensure the availability of continuity plans, backup procedures, proactive vulnerability identification and mitigation, defence against malicious activities, system access control, incident management and reporting. Security awareness training has been conducted for all Scantek staff members regarding the protection of information and physical assets.

Scantek uses digital certificates to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure in the following ways:

Scantek’s certificates are to be used for approved purposes only and are not permitted to be distributed beyond Scantek’s secure network
All Scantek certificates are only to be installed on Scantek’s secure infrastructure
All passwords used to access Scantek’s digital certificates are to be stored securely and in accordance with the Password policy

Scantek also uses the following approaches to keep your personal information secure:

Scantek’s systems and processes are designed to deliver security for you and its customers;
Policies and management oversight of security and staff security awareness training and policies in relation to security;
Physical control and security of premises and equipment and electronic documents and secure document disposal;
Platform security including auditing and testing of the platform.

Integrity and Retention of Personal Information

Scantek takes reasonable steps to ensure as far as possible that the personal information it collects is accurate, up-to-date and complete. We will retain your personal information for the period necessary to fulfil the purposes.

Any individual who wishes to request knowledge of the personal information that is relevant to that person, or wishes to ensure the accuracy of such information, may do so in either of the following ways. All such requests are free of charge.

By phone to Scantek on 1300 552 106 

Via the Scantek website http://www.scantek.com.au/contact

If for some reason such access is not granted, a written reason will be provided.

Request for Correction of Personal Information

Requests for access to and correction of any recorded data deemed personal information may be made in writing via the Scantek website http://www.scantek.com.au/contact

If a correction to personal information should be refused, Scantek will respond in written form as to the reasons for denial of the correction along with the appropriate avenue for complaint. In this case should an individual request a statement be associated with that information, such a statement may be recorded and associated with the applicable data.

How long will we keep your personal information?

We will keep your information for as long as you are a customer of Scantek, or pursuant to our legal obligations. For example, Australian criminal history checks are deleted after 12 months and identity documents provided when ordering one of those checks must be kept for 12 months and deleted within 15 months. We aim to keep your information for only as long as we need it. Factors that may influence for how long we may keep your data include:

Collection and Use of Non-Personal Information

We also collect data in a form that does not, on its own, permit direct association with any specific individual. We may collect, use, transfer, and disclose non-personal information for any purpose. The following are some examples of non-personal information that we collect and how we may use it:

We may collect information such as occupation, language, post code, area code, unique device identifier, location, IP location and the time zone where a Scantek product is used so that we can better understand customer behaviour and improve our products, services, and advertising.
We may collect information regarding customer activities on our website, and from our products and services. This information is aggregated and used to help us provide more useful information to our customers and to understand which parts of our products, and services are of most interest. Aggregated data is considered non- personal information for the purposes of this Privacy Policy.  If we do combine non-personal information with personal information the combined information will be treated as personal information for as long as it remains combined.  
To provide location-based services on Scantek products, Scantek and our affiliates and licensees may collect, use, and share precise location data, including the real-time geographic location of your Scantek device.

Cookies and Other Technologies

Scantek’s website, online services, interactive applications, email messages, and advertisements may use “cookies” and other technologies such as pixel tags and web beacons. These technologies help us better understand user behaviour, tell us which parts of our website people have visited, and facilitate and measure the effectiveness of advertisements and web searches. We treat information collected by cookies and other technologies as non-personal information. However, to the extent that Internet Protocol (IP) residential histories or similar identifiers are considered personal information by local law, we also treat these identifiers as personal information. Similarly, to the extent that non-personal information is combined with personal information, we treat the combined information as personal information for the purposes of this Privacy Policy.

Scantek and our affiliates also use cookies and other technologies to remember personal information when you use our website, online services, and applications. Our goal in these cases is to make your experience with Scantek more convenient and personal.

Most browsers automatically accept cookies, but you can usually modify your browser setting to disable cookies. Please note that certain features of the Scantek website will not be available once cookies are disabled.

As is true of most websites, we gather some information automatically and store it in log files. This information includes Internet Protocol (IP) residential histories, browser type and language, Internet service provider (ISP), referring and exit pages, operating system, date/time stamp, and clickstream data.

We use this information to understand and analyse trends, administer the site, learn about user behaviour on the site, and gather demographic information about our user base as a whole. Scantek may use this information in our marketing and advertising services.

Pixel tags enable us to send email messages in format customers can read, and they tell us whether mail has been opened. We may use this information to reduce or eliminate messages sent to customers.

Disclosure to Third Parties

At times Scantek may make certain personal information available to affiliates that work with Scantek to provide products and services, or that help Scantek market to customers. Personal information will only be shared by Scantek to provide or improve our products and services; it will not be shared with third parties for their marketing purposes.

Service Providers

Scantek our products and services, and conducting customer research or satisfaction surveys.

Complaints

We will aim to respond to your request or complaint promptly. We take all complaints seriously and are committed to a quick and fair resolution.

Complaints may be directed by phone to Scantek on 1300 552 106 or via the Scantek website http://www.scantek.com.au/contact

Individuals making complaints or enquiries will be afforded the right to anonymity where it is practicable to do so.

Children

We do not knowingly collect personal information from children under 13. If we learn that we have collected the personal information of a child under 13 without first receiving verifiable parental consent we will take steps to delete the information as soon as possible.

Our Companywide Commitment to Your Privacy

To make sure your personal information is secure, we communicate our privacy and security guidelines to Scantek employees and adhere to privacy safeguards within the company.

Privacy Questions

If you have any questions or concerns about Scantek’s Privacy Policy or data processing or if you would like to make a complaint about a possible breach of local privacy laws, please contact us at http://www.scantek.com.au/contact.php

Scantek may update its Privacy Policy from time to time. When we change the policy in a material way, a notice will be posted on our website along with the updated Privacy Policy.