Privacy Statement

OffByZero's Privacy Statement

This document declares the undertakings by OffByZero in relation to its handling of Your Data.

At OffByZero, we value our reputation. This means that we won't steal your identity, spam you silly, or sell or distribute any of your personal information except as required by law (and even then, they'd better have a warrant).

If you'd like the fully-blown legal explanation, by all means scroll down & have a read.

Data Collection

OffByZero undertakes to collect Your Data by means that are:

fair;
legal; and
transparent.

If you visit OffByZero's web-site, your web-browser automatically discloses, and OffByZero's web-server automatically logs, the following information: the date and time, the IP address from which you issued the request, the type of browser and operating system you are using, the URL of any page that referred you to the page, the URL you requested, and whether your request was successful. This data may or may not be sufficient to identify you.

Any additional data that you provide, e.g. in a web-form, may also be logged. This data may or may not be sufficient to identify you.

Any additional data that your web-browser automatically provides may also be logged. This will be the case, for example, if your browser has previously been requested to store data on your computer in 'cookies' and submits them each time you request a web-page within a particular domain (such as offbyzero.com). This data may or may not be sufficient to identify you.

If you disclose personal data to OffByZero in conjunction with an identifier such as your name or your credit-card details, OffByZero will collect Your Data. Moreover, any data that becomes available to OffByZero through any of the means described in the preceding paragraphs may be able to be associated with that identifier, and hence become Your Data.

Subject to the qualifications immediately below, OffByZero undertakes to collect Your Data from you and not from other parties. This undertaking is qualified as follows:

where OffByZero reasonably considers that the protection of its financial interests requires that it gather YourData from other sources, or from additional sources. This applies in particular where OffByZero has a lending exposure to you, and seeks information about your creditworthiness;
where OffByZero reasonably considers that its capability to deliver quality services to you will be materially enhanced by gathering YourData from other sources. This applies in particular to consumer profile data.

Where OffByZero collects Your Data from sources other than you, it undertakes:

to do so only by legal means;
to do so only with your Consent; and
to declare to you what sources it uses, and under what circumstances.

OffByZero undertakes to declare the purpose of collection in a manner which is clear and meaningful, and to avoid vague, highly inclusive statements such as 'to support our operations'.

Data Security

OffByZero undertakes to store Your Data in a manner that ensures security against unauthorised access, alteration or deletion, at a level commensurate with its sensitivity.

OffByZero undertakes to store Your Data only in jurisdictions where data protections are at least equivalent to those required under the OECD Guidelines.

OffByZero undertakes to transmit Your Data in a manner that ensures security against unauthorised access, alteration or deletion, at a level commensurate with its sensitivity.

OffByZero undertakes to implement appropriate measures to ensure security of Your Data against inappropriate behaviour by OffByZero's staff-members and contractors. These include:

training for staff in relation to privacy;
access control, to limit access to Your Data to those staff and contractors who have legitimate reasons to access it;
particularly in the case of sensitive data, audit trails of accesses, including the identities of staff and contractors accessing the data;
reminders to staff and contractors from time to time about the importance of data privacy, and the consequences of inappropriate behaviour;
declaration of appropriately strong sanctions that are to be applied in the event of inappropriate behaviour
clear communication of policies and sanctions; and
processes to audit, to investigate and to impose sanctions.

Data Use

Use refers to the application of Your Data by any part of OffByZero, or any staff-member or contractor of OffByZero in the course of their work.

OffByZero undertakes to use Your Data only for:

the purposes for which it was collected;
such other purposes as are subsequently agreed between OffByZero and You;
such additional purposes as may be required by law. In these circumstances, OffByZero will take any reasonable steps available to it to communicate to You that the use has occurred, unless it is precluded from doing so by law; and
such additional purposes as are authorised by law (in particular to protect OffByZero's interests, e.g. if it believes on reasonable grounds that You have failed to fulfil your undertakings to OffByZero or have committed a breach of the criminal law).

OffByZero undertakes to use YourData only if it has demonstrable relevance to the particular use to which it is being put.

OffByZero undertakes to use YourData in such a manner as to take into account the possibility that it is not of sufficient quality for the purpose, e.g. because it is inaccurate, out-of-date, incomplete, or out-of-context.

Data Disclosure

Disclosure refers to making YourData available to any party other than OffByZero and You. The term disclosure may include many different conditions of data transfer, including selling, renting, trading, sharing and giving.

OffByZero undertakes to disclose Your Data only under the following circumstances:

in the course of business being conducted between You and OffByZero, where disclosure is necessary to a contractor, such as a transport company. Where Your Data is disclosed in this way, OffByZero undertakes to exercise control over OffByZero's contractors to ensure that
their actions are compliant with these Terms;
in other circumstances that are directly implied by the purpose agreed between You and OffByZero at the time of data collection or subsequently. Where Your Data is disclosed in this way, OffByZero undertakes to exercise control over OffByZero's contractors to ensure that their actions are compliant with these Terms;
with your consent, or at your request;
where required by law, such as a provision of a statute, or a court order such as a search warrant or sub poena. In these circumstances, OffByZero will take any reasonable steps available to it to communicate to You that the disclosure has occurred, unless it is precluded from doing so by law;
where permitted by law (e.g. the reporting of suspected
breach of the criminal law to a law enforcement agency; and in an emergency, where OffByZero believes on reasonable grounds that the disclosure of YourData will materially assist in the protection of the life of health of some person), provided that OffByZero will apply due diligence to ensure that the exercise of the permission is justifiable.

In all cases, OffByZero undertakes to disclose only such of Your Data as is necessary in the particular circumstances.

Data Retention and Destruction

Subject to the qualifications immediately below, OffByZero undertakes:

to retain Your Data only as long as is consistent with its purpose; and
to destroy Your Data when its purpose has expired, and to do so in such a manner that Your Data is not subsequently capable of being recovered.

This undertaking is qualified as follows:

Your Data may be retained in OffByZero's logs, backups and audit trails within short-term retention cycles that are devised to protect the company's operations. In such cases, Your Data will be destroyed in accordance with those cycles;
Your Data may be retained beyond the expiry of its purpose if that is required by law, such as a provision of a statute, or a court order such as a search warrant or sub poena, or a warning by a law enforcement agency that delivery of a court order is imminent. In these circumstances, OffByZero:

will take any reasonable steps available to it to communicate to You that Your Data is being retained, unless it is precluded from doing so by law; and
will only retain Your Data while that provision is current, and will then destroy Your Data;
Your Data may be retained beyond the expiry of its purpose if it is authorised by law (in particular to protect OffByZero's interests, e.g. if it believes on reasonable grounds that You have failed to fulfil your undertakings to OffByZero or have committed a breach of the criminal law). In these circumstances, OffByZero will only retain Your Data while that situation is current, and will then destroy Your Data.

Access by You to Your Personal Data

OffByZero undertakes to provide you with access to Your Data, subject to only such conditions and processes as are reasonable in the circumstances. In particular, OffByZero undertakes to enable access:

conveniently;
without unreasonable delay; and
without cost.

OffByZero undertakes to establish and operate identity authentication protections for access to Your Data that are appropriate to its sensitivity, but practical. This may involve some inconvenience; for example, relatively straightforward procedures may be involved in order to provide you with access through a channel that you have previously registered with OffByZero (such as a particular email-address), but may impose more onerous procedures if you wish to use some other channel.

In the event that you dispute some aspect of Your Data, OffByZero undertakes to take reasonable steps in relation to the amendment, supplementation or deletion of Your Data.

You undertake:

not to seek access for frivolous purposes, or unreasonably frequently;
to accept that deletion of some data may not be consistent with the provision of particular services by OffByZero to you.

Information about Data-Handling Practices

OffByZero undertakes to make information available to you about the manner in which OffByZero handles your data:

in general terms, in a readily accessible manner; and
in more specific terms, on request.

Where Your Data is disclosed to a contractor, OffByZero undertakes to make information available to you on request about the manner in which OffByZero's contractors handle your data.

OffByZero undertakes to ensure that the information provided is meaningful, and addresses your concerns.

You undertake:

not to seek such information for frivolous purposes, or unreasonably frequently; and
to accept that the disclosure of excessive detail may harm the security of Your Data and OffByZero's business processes, and may harm OffByZero's commercial interests.

Handling of Enquiries, General Concerns and Complaints

If you have enquiries, general concerns, or complaints about these Terms, or about OffByZero's behaviour in relation to these Terms, you undertake:

to communicate them in the first instance:

to OffByZero only;
in sufficient detail;
through a channel made available by OffByZero for that purpose;

OffByZero undertakes:

to provide one or more channels for communications to OffByZero, which are convenient to users;
to promptly provide acknowledgement of the receipt of communications, including the provision of a copy of the communication, the date and time it was registered, and OffByZero's reference-code for the communication;
to promptly provide a response to the communication, in an appropriate and meaningful manner.

You further undertake to not pursue OffByZero through any Regulator or the media:

until and unless OffByZero has had a reasonable opportunity to respond to the initial communication; and
while OffByZero and you remain are conducting a meaningful dialogue about the matter.

Changes to These Privacy Undertakings

This privacy statement is subject to change without notice by OffByZero. OffByZero encourages you to periodically review this Statement to be informed of how OffByZero is protecting your information.

Definitions

OffByZero means OffByZero Pty Ltd.

Your Data means data that is capable of being associated with you, whether or not it includes an explicit identifier such as your name or customer number. In particular, it encompasses all data that OffByZero is capable of correlating with you, using such means as server-logs and cookie-contents.

Your Data does not refer to data that can no longer be associated with you. This includes aggregated data that does not and cannot identify the individuals whose data are included in the aggregation.

Consent means your concurrence with an action to be taken by OffByZero. Consent may be express or implicit, but in either case must be informed and freely-given.

Note: This Privacy statement has been adopted from Xamax Consultancy Pty Ltd.
The original template can be located at: http://www.anu.edu.au/people/Roger.Clarke/DV/PST.html. The original template has been modified to use our company name, to remove the enforcement section, and change the changes to these privacy undertakings sections.