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Privacy Policy

In this policy we, our or us means:

  • Varnik Pty Ltd and
  • any related entities of Varnik Pty Ltd, including its holding company and any subsidiaries.

This privacy policy applies to any individual who interacts with us (you or your), whether this is directly via e-mail, phone, online or in person, or by accessing, downloading or using our proprietary software (Varnik) that we may make available to you, including via our website located at https://www.varnik.com.au/ or on the Apple App Store or Google Play Store.

To provide you with the best possible service, we collect and use certain personal information about you. Your privacy is important to us and we are dedicated to ensuring your personal information remains private. The following privacy policy sets out how we handle your personal information, consistent with the Australian Privacy Principles within the Privacy Act 1988 (Cth). 

For the purposes of this policy, “personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

We will only use your personal information for the purpose(s) that you gave it to us for.

We review this policy periodically to ensure it is kept relevant and up to date and we may make changes at any time by publishing the amended version on our website.

1. Information we collect

In the process of conducting our business, we may collect a range of personal information from current and prospective customers, clients, users, service providers, third party sales agents and other individuals who access our services or where it is necessary in order to operate our business. The kind of information collected will depend on the nature of your dealings with us, but may include:

  • contact information and identification such as your name, date of birth, contact number, e-mail address, residential and/or business address, demographic information (such as your postcode, age and gender);
  • payment details (such as account or credit card details) and payment related information in connection with your purchase of our goods or services; or
  • information collected from marketing campaigns and your interactions with us, including via social media.

If you do not provide us with the personal information we request, we may be unable to provide you with, including any services provided using Varnik. 

Sensitive information

We will only collect sensitive information about you with your consent (unless we are otherwise allowed or required by law to collect that information). If you provide us with sensitive information, such as health information, information about your race, gender, sexual orientation, ethnic origin and religious beliefs, on your own accord, we will treat it with the highest confidence and only disclose it as instructed by you.

2. How we collect information

Information collected from you

Most of the personal information we collect will be collected directly from you. This may occur when you:

  • sign up or register to use Varnik;  
  • contact or interact with us in person, by e-mail, phone or other forms of communication, or via forms on our website, or social media accounts; 
  • respond to any of our job advertisements;
  • visit our premises;
  • sign up to purchase any of our services;
  • sign up via our online portal;
  • sign up to our newsletter; 
  • contact us about our products or services, or 
  • attend events hosted or operated by us.

Information collected from third parties

We may sometimes collect your information from third parties such as:

  • information held by online third-party services, that you have granted us access to (e.g. Google, Facebook, LinkedIn etc.);
  • parties you refer us to, or who refer us to you, including personal referees when you apply for a job with us;
  • our clients who provide information about their users of our products and services, including administrators, supervisor users and standard users;
  • where you are employed or engaged by an entity that purchases services from us, from an authorised representative of that entity; 
  • third party recruitment agencies you have provided your details to; or
  • marketing agencies or providers of lists of information which have been legally acquired by us.

Information collected automatically

When you visit or interact with Varnik, or any other website or online platform made available by us, we (as well as any of our third party service providers) may use a variety of technologies that automatically or passively records information about how Varnik, or the relevant website or platform, is accessed and used (Usage Data). Usage data may include your IP address or other unique identifier for the device used to access Varnik or the relevant website or platform, browser type, device type, date and time of visit, pages viewed and your use of features or applications. Usage Data helps us to keep Varnik and our other products and services relevant for our guests and members. Usage Data is usually non-identifying, but if it can be used to identify you, we will treat it as personal information.

We may use Cookies (data files placed on a device when it is used to visit Varnik or any other online platform or website made available by us) to keep track of personal preferences and compile aggregate data about traffic and online interactions with us, so that we can offer you better experiences and tools in the future. Cookies may be used by us or our service providers for security purposes, or to facilitate site navigation and personalise your experience on our platforms.  You should be able to configure your computer or other web browsing device so that it disables cookies or does not accept them. However, if you reject all cookies, you may not be able to use our products or services that require you to “sign in,” and you may not be able to take full advantage of our services provided.

How do we use the data we collect? 

We use personal information collected from you for the following purposes: 

  • to deliver our products and services (including, without limitation, Varnik); 
  • to provide a more personalised service; 
  • to keep users up to date on Varnik updates, features and downtime;
  • to respond to any comments or queries you may have; 
  • to transfer your details (including account details) to relevant third parties, industry organisations and regulators as reasonably required for the operation of our business; 
  • to disclose your details to government and associated organisations as required by law; 
  • for any purpose which we notify you about when we collect your information, or to which you have provided your consent;
  • to provide various business support services to our customers and/or users;
  • to notify customers and/or users of news and information;
  • for security and safety purposes;
  • responding to your enquiries, concerns or complaints;
  • improving your experience with us and our marketing, including through data analytics, product planning and research;
  • to process or verify payments authorised by you;
  • to comply with the law, including a lawful request from law enforcement; and
  • other purposes related to the provision of our services.

We will only retain your personal information for as long as necessary to fulfil the above purposes and to satisfy any legal, accounting, and/or reporting requirements. 

3. Disclosing your personal information

We may disclose your information to third parties, including any of our associated entities or affiliates or to other companies and individuals to carry out functions on our behalf including sending mail, providing marketing assistance, analysing data and providing customer service. Affiliates of ours may send you direct marketing to inform you about products or services that may be of interest to you if you have consented to receiving marketing material from those entities. If you change your mind and no longer wish to receive marketing communications from our affiliates, you can unsubscribe or opt-out from these organisations directly.  

Examples of our third-party agents or contractors include:

  • mail distribution providers;
  • secure data storage providers; 
  • information technology service providers;
  • debt collection agencies; and
  • accountants, lawyers and other professional advisors.

We may also disclose your information to third parties where required or authorised by or under law. We shall only disclose such relevant personal information as is needed by them to perform their functions.  We will not sell or provide your information to a third party for the purposes of direct marketing without your informed consent.

4. Direct marketing

Direct marketing is the promotion of goods and services directly to you including through emails, SMS, phone calls and the post. We will only send you direct marketing materials if you would reasonably expect to receive them, or you have consented.  You have the right to withdraw consent to marketing at any time by unsubscribing by emailing us at enquiries@varnik.com.au

5. Cross-border disclosure

Our preference is to use third party service providers who are based in Australia, however we may use overseas service providers to process your personal information if we reasonably believe that the overseas entity is subject to the same or similar privacy laws to those found in Australia, or you have otherwise consented to us disclosing your personal information to the overseas entity. We currently use a hosting provider with servers located in Sydney. By agreeing to this privacy policy you consent to the hosting of your personal information in this location.

6. Security

The security of your personal information is important to us, and we take reasonable steps to protect your information from unauthorised access or disclosure and ensure the accuracy and proper use of your personal information, including using a range of physical, technological and administrative measures such as:

  • using SSL encryption to store and transfer personal information on Varnik;
  • hosting of our Platforms on servers located in secure third-party centres, who use best-practice procedures to ensure the security of data; 
  • reviewing the adequacy of technical and physical security measures used by any third-party suppliers who will be processing or storing your personal information; and
  • ensuring that all personnel or staff engaged by us are made aware of the contents of this Privacy Policy and any additional policies and procedures relating to the use protection and disclosure of personal information which we may introduce from time to time. 

While we take all reasonable steps to ensure that your personal information is protected from misuse, interference or loss, no method of transmission over the internet, or method of electronic storage, is 100% secure. Each individual that provides personal information to us via the internet or by post does so at their own risk. We cannot accept responsibility for misuse or loss of, or unauthorized access to, personal information where the security of the information is not within our control. 

If a data breach occurs, and there is a real risk of harm to you as a result of such breach, we will notify you as soon as possible.  

In addition to the measures we take to protect your personal information, you should ensure that you keep secret and regularly change any access passwords to any accounts on Varnik or any of our other platforms, applications or website portal, and always logout of any secure pages at the end of your session.

7. Destruction

When we no longer need your personal information for a permitted purpose and we are not required to keep it to comply with any laws, we will take such steps as are reasonable in the circumstances to destroy your personal information, or to ensure that the information is de-identified.

8. Access and Correction

If you are a user of Varnik or any of our other websites, portals, platforms or application, you can update your personal information at any time through your account settings. 

If you contact us through Varnik, or otherwise contact us using the details contained in this privacy policy to update your personal information we will take such steps as are reasonable in the circumstances to ensure that your personal information is accurate, up-to-date, complete and relevant.

Upon receipt of a written request from you sent to enquiries@varnik.com.au we will provide you with a copy of your personal information that we hold, unless there is a legitimate reason at law not to do so. We will take reasonable steps to correct your personal information if we are satisfied that it is inaccurate, out-of-date, incomplete, irrelevant or misleading. This extends to third parties that we have provided your personal information to unless it is impracticable or unlawful to do so.

9. Resolving concerns

If you have a concern or complaint relating to our handling of your personal information, or if you feel that we have breached the privacy laws, please contact us at enquiries@varnik.com.au, outlining the nature of the complaint. 

If your complaint is not satisfactorily resolved, you can contact us to discuss your concerns or the complaint may be taken to the Office of the Australian Information Commissioner.

10. Updating this Policy

If we decide to change this Privacy Policy, we will post the changes on our website. Please refer back to this Privacy Policy to review any amendments.

We may do things in addition to what is stated in this Privacy Policy to comply with the Australian Privacy Principles, and nothing in this Privacy Policy shall deem us to have not complied with the Australian Privacy Principles.