Iplex Pipelines NZ Limited trading as Iplex Pipelines "Company"
Information Privacy Principles:
1. Purpose of collecting personal information
Personal information shall not be collected by Iplex unless it is needed for a lawful purpose connected with a function or activity of Iplex.
2. Source of personal information
Personal information shall be collected directly from the individual concerned.
3. Collecting information from subject
When collecting personal information, Iplex will ensure that the person knows in advance.
4. Manner of collecting personal information
Personal information shall not be collected unlawfully or unfairly; or by means that intrude unreasonably on the personal affairs of an individual.
5. Storage and security
If Iplex holds personal information, it will ensure it is protected by reasonable security safeguards against loss, unauthorised access, use, modification or disclosure, and other misuse.
6. Access to personal information
Where personal information is readily retrievable, the individuals concerned are entitled to know whether Iplex holds such personal information and, if so, to have access to that information. Individuals who are given access to personal information must be advised that they may request correction of that information.
Withholding evaluative material
Under certain circumstances, Iplex may refuse to disclose "evaluative material" (s29). This is defined as evaluative or opinion material compiled solely for the purpose of determining the suitability, eligibility or qualifications of the individual to whom the material relates:
7. Correcting personal information
Where Iplex holds personal information, the individual concerned is entitled to request correction of the information and, if that correction is not made, to request that there be attached to the information a statement of the correction sought but not made.
8. Accuracy to be checked before use
Iplex shall not use any information without taking reasonable steps to ensure that, having regard to the purpose for which the information is proposed to be used, the information is accurate, up to date, complete, relevant, and not misleading.
9. How long personal information to be held
Iplex will not keep the information for longer than is required for the purposes for which the information may lawfully be used.
10. Limits on use of personal information
Personal information that was obtained in connection with one purpose shall not use the information for any other purpose.
11. Limiting disclosure of personal information
Iplex will not disclose the information to another person or agency.
12. Unique identifiers
Unique identifiers are not to be assigned to individuals unless they are needed for Iplex to carry out its functions efficiently.
(a) Personal information about prospective employees
The Company collects, holds and uses personal information about prospective employees. Typically this includes a job applicant's name, address, date of birth, career history and any other required information. This information is needed to assess the suitability of a candidate for a particular position.
Once an employment relationship is formed between an individual and the Company, the records the Company holds relating to that individual's pre-employment checks become exempt. If no employment relationship is formed, the Company will destroy all records relating to that individual within three months of the position being filled.
(b) Personal information about customers
The Company collects, holds and uses personal information about sole traders and partnerships that are customers of the Company (and their employees) and the directors and employees of companies that are customers of the Company. This includes names, addresses, and any other required information such as financial information about a director (where the director is guaranteeing trading debts), sole trader or partnership. This information is needed to:
(i) Establish a point of contact for the supply of product and pricing information, invoicing, collection of outstanding accounts and the promotion of new and updated products; and
(ii) Assess the credit worthiness of a proposed customer or director providing a directors guarantee.
If a Customer requests in writing that their account be closed for any reason, all personal information held about an individual partner, sole trader, director of a customer company or a customer's employee will be destroyed within three months of the outstanding account being repaid in full.
(c) Personal Information about suppliers and contractors
The Company collects, holds and uses personal information about sole traders and partnerships that are suppliers or contractors to the Company (and their employees) and the directors and employees of companies that are suppliers or contractors to the Company. This includes names, addresses, and any other relevant information needed to establish a point of contact for the purchase of product or services and any related enquiries.
From time to time a candidate submitting his/her details for a particular position may also be requested to provide sensitive information such as a medical report. Sensitive information about customers or suppliers (or their directors or employees) is not collected. Sensitive information collected about contractors may include information regarding their membership of an accreditation or professional association where this information is required to assess whether the contractor can provide services to the Company.
Source of Collection
The Company usually collects information regarding prospective employees either from the job applicant or from an employment agency who collects this information on the Company's behalf. If a job applicant decides not to provide the Company with information needed to assess the applicant's suitability for a particular position then the Company may not be able to consider the applicant for employment with the Company.
The Company usually collects personal information regarding customers, suppliers or contractors (or their directors or employees) directly from the customer, supplier or contractor, their director and/or employee. If a customer, supplier or contractor decides not to provide the Company with the required personal information then the Company may not be able to consider dealing with that party.
Transfer of Information
The Company may outsource to other organisations the recruitment of employees. For this purpose an individual's information may, as required, be transferred to or handled by employment consultants.
The Company outsources certain other functions to other organisations. For this purpose personal information regarding customers, suppliers, contractors (or their directors and/or employees) may be transferred to or handled by:
The Company does not sell or rent out any of the information it holds on its customers, suppliers or contractors and protects the security of that information in accordance with regulatory requirements.
E-mail and Internet Use
The Company will not attempt to identify users of the Company's website. The company will only use information provided to it via its e-commerce site for the primary purpose or a related secondary purpose for which it has been provided. It will only record an individual's e-mail address if they send the Company a message. An individual's e-mail address will only be used for the primary purpose or a related secondary purpose for which it has been provided. This information will not be added to a mailing list or used for any other purpose without the individual's consent.
Access to personal information
An individual can access his or her own personal information by contacting the Company's Privacy Officer. If the information held by the Company is inaccurate, incomplete or not up to date an individual may request the Company to correct the information.
Resolution of privacy concerns
If an individual is concerned about a breach by the Company of its privacy obligations they should contact the Company's privacy officer.
Privacy Officer - Contact Information
Graeme Allan, Human Resource Development Manager, Private Bag 11019, Palmerston North
Telephone: (06) 358 2004, Facsimile: (06) 356 2906, E-mail: firstname.lastname@example.org