Privacy

The Underground Sydney, Trading as ActivateUTS (ACN 107 038 684) (herein referred to as ActivateUTS, us, we, our) is a company limited by guarantee incorporated under the Corporations Act 2001 (Cth). We respect the privacy of information with which we are provided.

By visiting our website at www.theundergroundsydney.com.au attending our venues, using our goods and/or services or otherwise providing your personal information to us, you confirm your acceptance of the terms of this policy and consent to the handling of your personal information as set out in this policy. If you do not agree with the terms of this policy, attend our venues, use our products, services, Website or otherwise provide us with your personal information.

Purpose

The purpose of this policy is to ensure that ActivateUTS complies with the Privacy Act 1988 (Cth) (Privacy Act) (including any amendments to the Privacy Act) and the Australian Privacy Principles (APP), which regulate how APP entities must manage personal information (as defined in the Privacy Act), and to protect your personal information, which we take very seriously.

This policy sets out how ActivateUTS collects, holds and discloses personal information.

This policy applies to all personal information provided to ActivateUTS. This personal information of all customers includes University of Technology Sydney (UTS) students and staff, and existing and prospective members of affiliated clubs or societies. It also applies to prospective employees or volunteers who may provide ActivateUTS with personal information about potential employment (whether paid or on a volunteer basis).

Collection

Types of information collected

ActivateUTS seeks to only collect personal information that is reasonably necessary to provide our services and to operate and manage our business. This may include the collection of sensitive information to enable us to provide or tailor our services to you.

The type of personal information we collect will depend on your dealings with us. The kinds of personal information we may collect include your name, street address, mailing address, email address, phone number, student status (including your degree(s)), date of birth, gender, proof of age, photograph, affiliations, memberships of other organisations, live or recorded CCTV or video or audio, Internet Protocol address (IP address), other contact details and the extent of your use of (and preferences about) products and services offered by, or available at or from ActivateUTS or our facilities, and other information relevant to providing you with the services you are seeking.

If you are applying for employment or volunteering with ActivateUTS, we may also collect your resume, qualifications, skills, education history, residency status, previous employment history and criminal history information.

How we collect information

Where possible, we will collect your personal information from you in several ways. These include, but are not limited to you:

• signing up, or signing in, to the Website with your contact details or UTS credentials
• sharing your health information with us including any medical conditions you may have for us to provide our facilities or services to you.
• participating in activities or events associated with any of our venues.
• booking use of a function space, or attending an event hosted by one of our affiliated clubs or societies.
• otherwise using our facilities or services and being observed by our staff
• contacting us via telephone or email with queries.
• when you make a purchase from us in person or online.
• applying for a job with us, and
• using the Website.

In general, if you contact us, we may keep a record of that correspondence.

Whilst we strive to only collect personal information about you from you, there may be circumstances where it is unreasonable or impractical to do so. For example, it may be unreasonable or impractical to collect information from you when the information is provided by other persons, the UTS, our staff or the police.

If you provide us with personal information about a third party, you represent, and we collect it on the basis, that you have that person’s consent for us to collect and handle their personal information by this privacy policy.

Purpose of collection

ActivateUTS collects this personal information to:

• verify your age, identify you and process your membership application for any club or society.
• contact you to promote events, activities, opportunities, offers and the goods and services provided by ActivateUTS, affiliated clubs and societies, or entities in which ActivateUTS has an ownership interest (including by direct mail, telephone, SMS and MMS);
• analyse usage of the goods and services offered by ActivateUTS (including those provided by its contractors);
• provide you with goods or services you are receiving or utilising as made available by ActivateUTS.
• provide a safe environment for you, other persons and guests and our staff.
• share your information with companies in which ActivateUTS has an ownership interest for them marketing their offerings to you.
• analyse Website usage.
• respond to your questions, comments, requests and complaints.
• process payments for products or services processed by you.
• conduct our internal business and management processes, for example, accounting or auditing purposes.
• if you are a job applicant, to assess your suitability for employment with us.
• comply with any relevant obligations under legislation; and
• for any other purposes that would reasonably be expected by you.

Use and Disclosure

We only use and/or disclose your personal information for the purpose for which it was collected (e.g., for application of membership to one of our affiliated clubs or societies, to participate in any affiliated club events or activities, or to gain entry to our premises, both ticketed and otherwise) or for other purposes as permitted by the Privacy Act or that are set out in this policy or for which you consent.

From time to time, you may be able to visit the Website or deal with us anonymously or by pseudonym. However, we require certain personal information to be able to provide you with the services and information you request. If you do not provide us with certain personal information, we may not be able to provide you with access to those services or respond to your request, or we may need to request that personal information later.

ActivateUTS will otherwise only disclose your personal information (which may include sensitive information, where necessary) to third parties on the basis that they agree with us to keep your information confidential (except where we are authorised or required by law to disclose the information). These third parties may include (but are not limited to):

• affiliated clubs or societies.
• our related companies, companies in which ActivateUTS has an ownership interest, or our agents, to: provide products and/or services to you; or to market their products and/or services to you;
• employees, third-party service and content providers, dealers and agents, contractors and advisors, to: provide products and/or services to you; or to market their products and/or services to you;
• law enforcement bodies to assist in their functions, courts of law or as otherwise required or authorised by law; and
• regulatory or government bodies to resolve customer complaints or conduct investigations.

You consent to us disclosing your personal information to the third parties listed above, and similar organisations who may in turn provide your information to other third parties. You can withdraw your consent at any time by informing us in writing (except where we are authorised or required by law to disclose the information).

Internet Users

If you access our Website, we may collect additional personal information about you including your Internet Protocol (IP) address, domain name, type of operating system, type of browser and your general area of location. Also, our website uses cookies. The main purpose of cookies is to identify users and to prepare customised web pages. Cookies do not identify you personally, but they may link back to a database record about you. We use cookies to monitor usage of our website and to create a personal record of when you visit our Website and what pages you view, so that we may serve you more effectively.

Marketing and Promotional Material

We may use your personal information to market our services/products or to inform you of new services, promotions or events that we believe you may be interested in. For example, from time to time, ActivateUTS may wish to carry out a voluntary survey for feedback. Before collecting survey results, we will advise you of the purpose of the survey (e.g. to gain information for us to improve services, etc). You may limit the amount of personal information you provide to us by informing us that you no longer wish to receive any promotional material from us.

Surveillance of Venues

Our premises are subject to video and at times audio surveillance for security reasons. Details of suspected or actual illegal and/or undesirable activities on our premises may be shared with UTS (or by UTS with ActivateUTS), and law enforcement bodies.

Security and storage

We may store your personal information in hard copy document or electronic form (depending on the form it was provided to us). We are committed to keeping your personal information secure, and we will take reasonable steps to ensure that the personal information collected and held is protected from loss, or unauthorised use, access, modification or disclosure.

We will take reasonable steps to destroy or permanently de-identify your personal information when we no longer require it for any purpose for which it was collected. We may retain your personal information for as long as necessary to comply with any applicable law, for insurance and corporate governance purposes, for the prevention of fraud and to resolve disputes. Your personal information may also be retained in our IT system backup records.

Personal information (both electronic and hard copy) is also protected via a range of measures including but not limited to:

• secure storage of information in our servers and customer relationship management (CRM) technology.
• where your personal information has been provided in hard copy format, this personal information is either converted into a digital format, destroyed or is held securely by us on-site or in off-site storage.
• access to information systems is controlled via access management procedures.
• ActivateUTS policies and procedures regarding keeping information secure which all employees are bound by; and
• all employees are required to complete training on information security and privacy as required.

If we receive personal information about someone that we did not solicit (either directly or by facilitating the provision of that information to us) then within a reasonable period after receiving the information we aim to destroy the information, or if destruction is not possible in the circumstances, to ensure the information is de-identified.

Where appropriate, our website provides a secure environment by using Secure Sockets Layer (SSL). This establishes a session and encrypts all traffic, between our web server and your browser.

There are however inherent risks in transmitting information across the internet and we cannot guarantee that any information you transmit to us over the internet is 100% secure (including personal information provided to us via our websites, via online services or email).

Access and Correction

If you need to access your personal information that is held by us, you will be required to make a written request to ActivateUTS’ Privacy Officer using the details below. Where possible, ActivateUTS will provide you access to your information, except where this information is maintained by the UTS, the Privacy Act prohibits it, or if there are exceptions under law where we may refuse your access request.

We encourage you to update or correct your personal information when it changes so that the information is accurate and current. This may be done through your UTS student or staff admin portal. You may also update or correct some of your personal information through our website and where required, notify us so that we can process the required changes. If you are not a student or staff of UTS and you believe the personal information we hold on you is incorrect, please advise us in writing by sending your letter or email to the Privacy Officer using the details below and informing us of the correct information. We will take reasonable steps to correct our records appropriately and within a reasonable time frame, except where the information is to be corrected by UTS, the Privacy Act prohibits it or if there is an exception under law where we may refuse your correction request. ActivateUTS takes reasonable steps in the circumstances to ensure that the personal information it collects, uses or discloses is accurate, complete and up to date.

We will consider correspondence sent to the ActivateUTS Privacy Officer within 2 business days and will respond to your request within 20 business days.

Complaints

If you wish to make a complaint about our use of your personal information, please put your complaint in writing, providing as much detail as possible, and forward it by letter or email to the Privacy Officer using the details below. The Privacy Officer, or another representative of ActivateUTS, will investigate the complaint and will provide you with a written response within a reasonable time following the completion of the investigation.

Feedback

If you believe ActivateUTS has not adequately dealt with your complaint, you may forward your complaint to the Office of the Australian Information Commissioner (OAIC) whose contact details are as follows:

Officer of the Australian Information Commissioner

Phone: 1300 363 992
Email: [email protected]
Post: GPO Box 5218 Sydney NSW 2001
Website: www.oaic.gov.au

Overseas Disclosure

Generally, ActivateUTS does not disclose personal information to overseas recipients in the course of our business. However, ActivateUTS may disclose personal information to overseas recipients with your consent or where we are required or authorised to do so by law. Where we do disclose your personal information to overseas third parties, we will take such steps as are reasonable to ensure that your personal information is handled by the Privacy Act and this policy.

Data Breach

If a data breach or suspected data breach occurs, we will undertake a prompt investigation, which will include an assessment of whether the incident is likely to result in serious harm to any individuals. In such a situation we will comply with the requirements of the Privacy Act which may require notification to the OAIC and affected individuals. Please contact us if you have reason to believe or suspect that a data breach may have occurred, so that we can investigate and, if necessary, undertake appropriate containment, risk-mitigation and notification activities as required.

Changes to Our Privacy Policy

ActivateUTS reserves the right to make changes to this policy from time to time. We will publish any changes to this policy on the Website at https://www.activateuts.com.au/activate-uts-policies/privacy-policy/. By continuing to use our products, services and Website, participating in any events or activities conducted by ActivateUTS or our affiliated clubs, or by continuing to provide us with your personal information after these changes have been published, you confirm your acceptance of these changes.

Contact us – Privacy Officer

Further privacy information can be obtained by contacting ActivateUTS’ Privacy Officer using the contact details below:

Privacy Officer

Further privacy information can be obtained by contacting ActivateUTS’ Privacy Officer using the contact details below:

Privacy Officer
The Privacy Officer
ActivateUTS
P.O. Box 3210
Broadway NSW 2007
Email: [email protected]