The statements on this page below outline our policies in relation to handling your personal information.
There are several ways in which we collect information from you, including:
Whenever you interact with us you should expect that we will collect information from you and retain it in order to provide our services to you.
We collect a range of information in the course of undertaking our business.
We collect the information for various reasons including:
There may be other reasons for us collecting your information in our day to day interactions with you.
What information we specifically collect from you will depend on how you engage with us, the purpose of the interactions we have, and what we need to achieve.
In order for us to communicate with you or provide services to you we will normally, at a minimum need to collect your personal contact details such as your name, organisation, position, work address, phone number and email address. Sometimes we need other details such as directions to help us locate you.
We do not ask you to provide personally sensitive information about you as an individual however there may be occasions where you may volunteer to provide such information to us for a particular purpose.
If we are discussing work or projects, then we will collect further information about your workplace or project, such as the purpose of your business or organisation, specific information about a particular project or projects, specific information about your business problems and objectives and specific information in regards to the work you'd like us to help you with.
Whilst this information is not specifically personal information, it is usually associated with your personal contact details so that we are able to respond to you appropriately when asked to.
When you use our website and its facilities, various information is collected. This information will include the information that you specifically volunteer by typing into forms but will also include hidden information that is collected describing your web-browser type and version and its configuration. We may also be able to determine what pages you have looked at and what links you have clicked on. We may choose to use website "cookies" in order to manage our website and improve our service delivery.
We may survey you at various times, either formally or informally in order to develop a picture as to what businesses like you need and are concerned about and how we can improve.
If you express an interest in working with or for us, or if you apply for a position with us, then, as well as contact details, you are likely to also provide detailed information about your skills, experience, interests, career objectives, compensation requirements and type of work sought. We will keep this information so that we can contact you if and when a suitable position or job becomes available.
We prefer to keep information electronically as much as possible. Paper records are more difficult to store, secure and access so we keep paper files only where this is required. Paper records are stored in managed and locked locations.
Most of the information we hold is stored electronically within IT-cloud based applications hosted by third-party digital services suppliers. On some occasions, the information we collect from you could be entered and saved onto digital devices (such as laptops or tablets) used by Electrona staff, such as whilst we are on-site with you or not connected to the internet. Our policy is that local data storage of client information is only temporary, that the device is password-protected and guarded, and that the information is transferred later to a more secure digital cloud-based service.
Examples of electronic storage include:
Most of the systems we use host data (and hence your information) in Australia, however there could be instances and circumstances when your personal information is hosted on overseas computer servers.
We aim to keep us much of our data stored on Australian servers whenever we can.
Access to all of the digital systems we use are password-protected. In addition, we often also apply multi-factor authentication as an additional layer of security.
Although we aim to back up our data in each system we use and retain much of it for at least 7 years, we do not take responsibility for keeping backups for you or your business. If any information you provide to us is important to you or your business, then you must keep and retain your own copies and/or backups. In the case that our copies of your information are lost for any reason, we may seek that information again from you.
Examples of possible reasons for such a situation would include:
We will always aim to provide you with a copy of your information that we have, when you request it, if we can easily retrieve it. We will not provide it back to you if we don't have it or cannot access it for technical reasons.
We do not intentionally specifically disclose your personal identifiable information to third parties for commercial profit or other gain. There are however, several circumstances when your information may be incidentally exposed to others as detailed below.
The information we have may be accessible to Electrona staff and our sub-contractors for the purposes of, or in the course of, undertaking our business of providing services to you or undertaking their duties.
Information we hold may also be accessible at times by professional technical IT support persons undertaking system maintenance on our behalf.
Because we utilise several online software applications and services that are hosted by third-party digital service providers, it is possible that your information could be accessible by those organisations. This includes the providers of our business productivity software; our accounting software; our internet services; our website hosting; and other services. As with other users of their services, we are bound by, and by implication your data will be subject to, the terms and conditions of use of those services.
Other third-party businesses that we utilise the services of, such as those that provide our accounting and legal advice and services, may also have access to your information in course of providing services to us.
We often share your information back to you in our correspondence with you. For example, most official correspondence will contain your contact details. Checking your details whenever we provide them back to you is one very good way of finding and correcting problems.
Whenever you know that your contact details or other information has changed, please let us know. The best way to do this is in writing via email from your work email address. You may also send us postal mail however email is a better long-term record and assists to prevent further errors occurring. If we do not feel we can safely authenticate you as the sender of the request, then we may request additional evidence prior to making the record changes. Please also refer to the "How you can contact us" section below.
We will in most cases respond back to you officially to confirm that your information has been changed and what the changes were.
If you have a question, concern or request in relation to the information you have provided us, please ask us and we will act on your request.
You can send us an enquiry or request using any of the following means:
Electrona Pty Ltd
PO Box 171
New Town, Tasmania, Australia 7008
If you would just like to have a conversation with us in relation to information we hold then you can:
If you are ever unhappy about the way in which your information has been handled by us then please let us know as soon as you can.
You can do this by any of the contact methods above although this is best done in writing via email to email@example.com.
Please use the subject line "Information Privacy Request" so that the purpose of your correspondence is clear to us.
We aim to always do the right thing by the people that interact with us, and we will always respond back and try to resolve any failures.