The Pharmacy Guild of Australia (ABN 84 519 669 143) (the Guild) is committed to best practice in managing and protecting the privacy of personal information gathered from members and non-members in the course of your dealings with us and ensuring the security of personal information maintained within the organisation. We collect information from members and non-members so that we can manage our relationship with you, communicate with you effectively and identify which of our functions and activities will best suit your needs.
The Guild is bound by the Privacy Act 1988 (Cth) (Privacy Act) and obligations of confidentiality in managing the collection, use, storage, and disclosure of your personal information (including any sensitive information), as well as in managing how individuals may access and seek to correct their information, including any personal information, which is held by us.
As an ‘APP entity’, the Guild is bound by the Australian Privacy Principles (APPs) in the Privacy Act which regulate how APP entities manage personal information throughout its lifecycle, from collection, use, storage, disclosure and disposal of your personal information, and how individuals may access and correct personal information held about them.
Information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.
The types of personal information that we collect
The types of personal information that the Guild collects about you will ultimately depend on the types of interactions that you have with us. The Guild typically collects some or all of the following information which may include personal information:
Under the Privacy Act, certain categories of personal information are considered particularly sensitive and therefore require additional protection. These categories include (among other things) information about an individual’s racial or ethnic origin, political opinions, membership of political associations, religious beliefs or affiliations, philosophical beliefs, membership of a professional of trade association, membership of a trade union, sexual preferences or practices, criminal record, health information and genetic information.
The Guild only collects sensitive information about you with your consent (unless we are otherwise authorised or required by law to collect that sensitive information).
It is the Guild’s usual practice to collect personal information directly from you or your authorised representative.
We collect personal information in a number of ways, including:
There may be occasions where the Guild collects personal information about you from a third party (such as our service providers) or a publicly available source, but only if you have consented to such collection or would reasonably expect the Guild to collect your personal information in that way, or that use is permitted by the Privacy Act or other legislation.
In limited circumstances the Guild may receive personal information about third parties from individuals who contact the Guild and supply the Guild with the personal information of others in the documents provided to us.
The Guild requires your personal information to be able to perform its core functions to provide services and benefits to its members, and the community pharmacy sector more generally. The Guild only collects personal information for purposes which are directly related to our functions or activities and only when it is necessary for, or directly related to, such purposes. For example:
We may also use your personal information for the following purposes:
Membership administration and management activities
Advocacy and Policy advice
Administration and management of community pharmacy programs and services
Events and Marketing
A cookie is a small text file stored in your computer’s memory or on your hard disk for a pre-defined period of time. There are several methods and packages that the Guild uses to collect information on the web traffic to each of our online platforms, including the following:
It is the Guild’s usual practice to collect information about all visitors to our online resources, including our websites. The information collected includes:
(collectively, Website Analytics Information).
The Website Analytics Information is used to identify your generic behavioural patterns, analyse trends, to customise and improve user website experience, report statistics, track user movements, gather broad demographic information, website administration and maintenance purposes and to target and improve the quality of the Guild’s products and services.
The Website Analytics Information collected is not personal information and the Guild does not use this information to personally identify any individual. Cookies used on our websites do not and cannot infiltrate a user’s hard drive to gather personal information stored on that user’s hard drive.
Information and data collected through Google Analytics is stored by Google on servers in Belgium, Chile, Denmark, Finland, Ireland, Singapore, Taiwan and the United States of America.
You can opt out of the collection of information via Google Analytics by downloading the Google Analytics Opt-out browser add on. You can also use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may limit the functionality of our website and be unable to access certain pages or content on our website.
The Guild only uses personal information for the purposes for which it was given to the Guild, or for purposes which are related to one of the Guild’s functions or activities. The Guild does not give your personal information to other organisations, government agencies, or anyone else without your informed consent unless one of the following exceptions applies:
You acknowledge that where we disclose your personal information to a third party service provider, that third party service provider may in turn use or disclose your personal information as is authorised or required by law.
We may use or disclose your personal information for the purpose of marketing, informing you about our services, upcoming promotions, training and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt-out any time by:
If you opt-out of receiving marketing material from us, we may still contact you in relation to our ongoing relationship with you.
We will not disclose your personal information to third parties for marketing purposes without your consent.
We may be required to disclose your personal information to third parties where necessary to perform our activities and functions. Examples include disclosure to the following third-party contactors and service providers:
We do not give your personal information to other organisations, agencies, or individuals unless:
Where reasonably practical, or where the provision of information to third parties is in our assessment outside the scope of the purposes outlined above, we will provide you with advance notification of, and obtain your informed consent to, the proposed disclosure.
The security of your personal information (and sensitive information) is important to us.
The personal information (and sensitive information) provided to us is stored in electronic databases. In some instances, information may also be stored in physical paper-based files held in locked facilities and in appropriate circumstances archived and stored offsite.
The Guild takes reasonable steps to ensure your personal information is stored securely and protected from loss, unauthorised access, use, modification or disclosure, interference and misuse. These steps include:
Where we are required to retain your personal information for our historical records or for archival purposes, we do so in accordance with legislation. In circumstances where we no longer require your personal information for any of our purposes, and where we are not required to retain it by legislation, we will destroy your personal information in a secure manner.
While the Guild endeavours to protect the personal information and privacy of website users, we cannot guarantee the security of any information that you disclose online. You disclose that information at your own risk. If you are concerned about sending your information over the internet you can contact the Guild. If we have given you (or you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential and for complying with any other security procedures notified to you and not to disclose that password to anyone else.
If in future we do propose to disclose your personal information overseas, we will do so in compliance with the requirements of the Privacy Act. We will, where practicable, advise you of the countries in which any overseas recipient is likely to be located.
The Guild takes reasonable steps to keep the personal information it collects accurate, up to date and complete. These steps include maintaining and updating personal information when the Guild is advised by individuals that their personal information has changed, and at other times as necessary.
If you request access to the personal information that we hold about you, or request that we change that personal information, the Guild will allow access or make the requested changes unless the Guild considers there is a sound reason under the Privacy Act or other relevant law to withhold the information, or not make the requested change. To correct and update your personal information please contact us at the details provided below.
If we refuse your access or correction request, we will provide you with a written notice setting out the reasons for our refusal and how you can make a complaint to the Office of the Australian Information Commissioner.
We take all complaints seriously, and will respond to your complaint within a reasonable time.
If you are not satisfied with our handling of your complaint, you may contact the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992, by email firstname.lastname@example.org or by using the contact details on the OAIC website.