The Drone Wash Co is committed to protecting the privacy of all personal and company information. 

 

The Drone Wash Co reserve the right to update this Privacy Policy at any time, for any reason provided we support it with relevant industry updates, changes in legislation and/or updates to our organisation procedures.

 

Version control of the The Drone Wash Co. Privacy Policy can be found at the end of this document and significant changes will be communicated via email to any Staff, Contractors, Clients and Stakeholders active at the time of the update and announced on our website.

 

By using our website, you agree to the terms of this Privacy Policy. 

 

PURPOSE

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It is our obligation to ensure all personal information is handled in a fair, transparent, and responsible manner; promoting trust and compliance in accordance with the Privacy Act 1988 (Cth) and Australian Privacy Principles (APP).  These regulations govern how personal information should be collected, used, stored, and disclosed.

 

This policy should be read in conjunction with the following The Drone Wash Co documents, policies and procedures;

 

• Complaints and Appeals Policy

• Archiving, Retention, Retrieval and Destruction Policy & Procedure

• Client Testimonial Policy and Procedure

• The Drone Wash Co Code of Conduct

• Contracts administered from The Drone Wash Co

 

SCOPE

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The Drone Wash Co Privacy Policy applies to The Drone Wash Co;

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• Prospective, active and past clients;

• Employees & Contractors;

• Stakeholders,

• Associates and Community Network.

The Drone Wash Co is committed to ensuring that;

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• Confidential and personal information provided to us by an individual and/or Company is collected and treated in a manner which protects the privacy of that information on behalf of the individual and/or group;

• Clients are able to access their Service Contract with ease;

• Any individual or Groups who’s personal and/or confidential information is collected feels safe in knowing the purposes of The Drone Wash Co collect said information, and the methods in which we store the information is secure and protected;

• Our cyber-security applications and servers used to store personal and confidential information is safe, secure, and backed up regularly; and

• In the rare and highly unlikely event information pertaining to an individual or company is required to be provided to a third party, that it is not retrieved and disclosed without the written consent of those involved.

 

The Drone Wash Co acts in accordance with the Information Privacy Act 2009 (Qld), which includes the Australian Privacy Principles (APP).  The Drone Wash Co complies with provisions of the federal Privacy Act 1988, the  relative APP’s, any further additional legislation we are obligated to adhere to including requirements specified by Federal governing body’s for the collection and treatment of private information relating to individuals, companies, our staff and our contractors.

 

The data collected by The Drone Wash Co for the purpose of lead generation, networking and industry engagement is strictly limited to business details accessible to the public; and/or individual contact information when supplied as a referral or via our Contact Us web page in accordance with the APP.

 

 

 

 

CLIENT PRIVACY NOTICE

 

Why The Drone Wash Co collect your personal and/or company information?
As an Organisation delivering a public service, we collect your personal information in order to appropriately, accurately and efficiently process and manage your service agreement with us.  This personal information may include, but is not limited to; your company contact details, personal phone number when provided directly to The Drone Wash Co and relevant Australian Business Numbers (ABN)

 

How The Drone Wash Co use your personal and/or company information
We use your personal information (direct email and phone number) to accurately communicate workplace health and safety (WHS) compliance documents relative to your building/site in which we’ve been engaged to conduct services; to communicate invoices and/or quotes relative to services; provide updates to scheduled bookings, and conduct account management services to ensure the services provided meet your expectations.

 

 

How The Drone Wash Co disclose your personal information

In the unfortunate yet rare event you or your Company is involved in a workplace health and safety incident; have breached your Client Contract; and/or were a witness to an incident where The Drone Wash Co were either at fault or affected; if requested, we are required by law (under the National Vocational Education and Training Regulator Act 2011 (Cth) to disclose the requested necessary personal and/or company information to any regulatory body, federal authority, or otherwise law bound representative. 

Should the individual be a victim, where possible The Drone Wash Co will seek authorisation first to ensure you’re comfortable with the disclosure of any information required for the investigation (contact details, recorded footage and/or signed documentation) and subsequently adhere to any legal advice provided and the relative legislation that we’re obligated to follow.

 

Client Satisfaction Surveys

You may receive a phone call or email survey administered by The Drone Wash Co for the purpose of client satisfaction and feedback for company continuous improvement.
When issued or conducted, you have the right to opt out of any future surveys at the time of being contacted.  Links will be provided in emails and our Employees will respect any verbal request and ensure you’re information is removed from survey data.

 

 

Contact information

At any time, you may contact The Drone Wash Co to:

• Request access to your personal and/or company information;

• Correct and/or update your personal and/or company information;

• Make a complaint about how your personal information has been handled;

• Ask a question about this Privacy Notice;

 

You may contact us via email, telephone or office visitation with the details listed below;

 

Contact:                                                                                    

Chelsea Matulich

Role:

Accounts Manager

Email:

accounts@thedronewashco.com.au

Phone:

0400 616 405

 

Contact:

George Frilingos

Role:

Director

Email:

george@thedronewashco.com.au

Phone:

0439 999 222

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Office:

13/212 Curtin Ave, Eagle Farm, QLD, 4009

 

 

 

 

 AUSTRALIAN PRIVACY PRINCIPLES (APP)

 

The following sections of this policy outline how The Drone Wash Co ensures its operations are compliant with the Privacy Act 1988 (Cth) and the APP requirements.

 

PART 1: CONSIDERATION OF PERSONAL INFORMATION PRIVACY

Australian Privacy Principle 1: Open and transparent management of personal information

The object of this principle is to ensure that The Drone Wash Co manages all personal information in an open and transparent way.

 

Clients: The type of personal and company information The Drone Wash Co collects and holds includes:

• Contact information (phone, email and location);

• Employment details of the Supervisor, Manager and/or Director who approves the service;

• Business CAN/ABN

 

The Drone Wash Co. Staff and Contractors: The type of personal and sensitive information The Drone Wash Co collects and holds prior to the commencement of employment or contractor engagement includes:

• Personal details relative to payroll (Superannuation information, Bank account details, Tax File Number, emergency contact details,

• Disability information and any support services necessary to facilitate fulfilling the position description;

• Drivers Licence

• Drone Pilots must provide physical digital evidence of their CASA licence and ARN

• Professional Indemnity Insurance Certificate of Currency
   

The Drone Wash Co collects the above-mentioned personal information via our contractual engagement and onboarding processes for Clients, Employee’s, Contractor’s through;

• Information collected on the and

• Direct email communications from the Client, Employee and/or Contractor in response to email communication from where identification and/or information is contained and provided

• Face to face completion and collection of documents

 

The methods of which The Drone Wash Co’s hold personal information ensures a safe and secure storage.  Personal information is stored through the following applications;

• Digital (including scanned) copies of personal information and identification is stored in password protected systems including data storage software (OneDrive) and The Drone Wash Co’s

• Any hard copy paper-based, printed, and/or scanned information required to be retained is stored in a locked Archive Room upon completion of use and controlled as per The Drone Wash Cos’ Archiving, Retention, Retrieval and Destruction Policy and Procedure

 

In the event The Drone Wash Co is required to retain personal and/or company private, personal or sensitive information; once the file exceeds the retention period, and is no longer required to be held, the destruction of personal information is conducted in alignment with the The Drone Wash Co’s Archiving, Retention, Retrieval and Destruction Policy and Procedure. 
NOTE: The Drone Wash Co engage a professional document shredding service to destroy hard copy documents once no longer required to be stored.

Should an individual believe a The Drone Wash Co representative has conducted a breach of the Australian Privacy Principles, they can lodge a complaint to The Drone Wash Co as per our company Complaints and Appeals Policy and Procedure. 
For Staff and Contractors, this policy is referenced in the The Drone Wash Co Operational Procedure Handbook and within your Employment Contract or Subcontractor Agreement. 
For clients and members of the public, you may access our Complaints and Appeals Policy and Procedure by emailing accounts@thedronewashco.com.au to confidentially provide your reasoning for the document request.

 

In the event this Privacy Policy is requested, in the unlikely circumstance the policy is not able to be provided in the requested format, The Drone Wash Co will discuss the situation privately with the individual or entity making the request.  This discussion will seek to come to a solution where the policy can be provided in an alternative, appropriate format, if at all possible.
 

As a business operating Unmanned Areial Vehicle’s (UAV), The Drone Wash Co is regulated and governed by the Australian Civil Aviation Safety Authority (CASA), we are required under federal legislation to collect, hold, use, and disclose specified details of businesses we service in amongst the data logged to CASA when notify the authority of our scheduled commercial flight.

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Individuals have the right to request access to their personal information held by The Drone Wash Co to request correction if required.  Where request is made via telephone, the individual will be vetted during the call to ensure the identity matches that of the caller.  Any requests in writing will be followed up with a call from The Drone Wash Co Accounts Manager to verify identity and confirm the request prior to updating details.

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The The Drone Wash Co Privacy Policy will be made available on our website free of charge.

Any Employee, Contractor, Client, Enquirer (past or active), Prospective associate or otherwise, and Stakeholder or The Drone Wash Co may request a digital copy of this Privacy Policy via email upon request to accounts@thedronewashco.com.au.

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Australian Privacy Principle 2: Anonymity and pseudonymity

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Anonymity: The condition of being anonymous

Pseudonymity: The use of a different name from your real name, especially on something you have written

 

This APP allows individuals the right to not identify themselves or use pseudonym when dealing with a The Drone Wash Co in relation to a particular matter.  This principle does not apply in relation to the following;

• The Drone Wash Co’s legal obligation to collect identification to verify identity in our employment processes;

• Where a circumstance is impractical to discuss, such as a complaint, where the individual chooses to be pseudonym, a dispute resolution and/or investigation process may not be able to be conducted in a timely, effective, and professional manner.

 

Where an individual wishes to engage a service/s provided by The Drone Wash Co and practices anonymity in the onboarding process, The Drone Wash Co’s Accounts Manager will contact the applicant/individual directly to discuss and disclose our legal obligations in the collection of personal information.  In the event the applicant or individual is using a different name for personal safety reasons, our Accounts Manager will provide confidence in our processes, and where necessary, communicate the individuals request for anonymity and/or pseudonymity to relevant Staff such as the Chief Drone Pilot and/or Company Director.

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PART 2: COLLECTION OF PERSONAL INFORMATION

Australian Privacy Principle 3: Collection of solicited personal information

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The Drone Wash Co will only request to personal and/or sensitive information relative to an individuals or company contractual agreement, engagement, and any legal obligations required by the The Drone Wash Co.

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If you submit personal and company information, you agree that we may keep a record of this personal and company information. These records are strictly for internal use by The Drone Wash Co. In the first place the personal and company information that is collected by us on our Contact Us page is used to fulfil our obligations in

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Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

 

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained

• For a secondary purpose that is directly related to the primary purpose

• With your consent; or where required or authorised by law.

 

Employees and Contractors: Prior to engagement, the individual is made aware of reasons for collection of an solicited information in numerous ways including;

• Written and/or verbal communication regarding their engagement;

• Documented in The Drone Wash Co or by;
  - referencing our Privacy Policy website access,
  - stating access through revision of the

• Stated withing their or which is supported by the documented in the form (page 4). The individual is also required to declare they understand the privacy notice by acknowledging a declaration in the conclusion statement of their contract/agreement authorising the consent for collection, use, and disclosure of any solicited personal information.

 

Australian Privacy Principle 4: Dealing with unsolicited personal information

Unsolicited personal information is information received by The Drone Wash Co that was otherwise not requested.

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In the event The Drone Wash Co receive unsolicited personal information, the Accounts Manager (within a reasonable period after receiving the information,) will investigate the potential reason for having received it.  This process will determine whether or not the The Drone Wash Co could have collected the information under Australian Privacy Principle 3, which would in fact deem it to be solicited information.

 

Where it is identified the information was not solicited, The Drone Wash Co will, as soon as practicable, but only if it is lawful and reasonable to do so, destroy the information or ensure that the information is de-identified.  If applicable, the Accounts Manager will respond to the communications in which it was received to acknowledge that some, or all, of the personal information provided was not required, and confirm the information has been removed from all systems and threads.

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Australian Privacy Principle 5: Notification of the collection of personal information

Contractual arrangements between The Drone Wash Co and clients; staff; and contractors requires the collection of personal information about an individual or business relative to the purpose of the engagement.

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The Drone Wash Co takes numerous steps to notify the individual or company regarding the details of the required information and the appropriate method of transmitting the information to ensure the protection and security of the detail/s to be provided. 
 

This notification occurs prior to the collection of the information generally discussed in pre-engagement verbal and/or written communication that discloses;

• Type of information required including identification documentation

• The purpose of collecting personal information (including any secondary purposes),

• The consequences for the individual if some, or all, of the personal information is not collected,

• Other organisations to which the information is usually disclosed to, including the name of those parties and reasoning for disclosure

• That personal information is required to be collected as per the outlined on page four (4) of this

 

The Drone Wash Co will ensure the individual confirms their understanding of these details, such as through signed declarations, email communications verifying reasoning for collection, and/or in person through conversation. 

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PART 3: DEALING WITH PERSONAL INFORMATION

Australian Privacy Principle 6: Use or Disclosure of personal information

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The Drone Wash Co will only use or disclose personal information it holds about an individual for the primary purposes for which the information was collected, or in the case it is required for secondary purposes such as;

• An individual consented to secondary use or disclosure;

• Using or disclosing the information if requested by law, for example: a CASA Audit; or

• Where an individual would reasonably expect the secondary use or disclosure that is directly related to the primary purpose of collection

 

In the event that The Drone Wash Co wishes to use personal information for the purpose of a Client Testimonial, please refer to the Client Testimonial Policy and Procedure.

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Australian Privacy Principle 7: Direct marketing

The Drone Wash Co does not use or disclose personal information that it holds about an individual or company for the purpose of direct marketing unless there is written consent to receive marketing material and/or messages from The Drone Wash Co.

 

The Drone Wash Co are committed to ensuring any direct marketing communications issued by the Company will provide an opportunity for the individual to “opt out” or “unsubscribe” from receiving marketing at any time.  This option allows individuals who wish to remove themselves from future marketing communications to do so with ease.  The Drone Wash Co will promptly comply with any request relating to being excluded from direct marketing. 

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In addition, on request, The Drone Wash Co will notify an individual of our source of their personal information, unless it is unreasonable or impracticable to do so.

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Australian Privacy Principle 8: Cross-border disclosure of personal information

The Drone Wash Co does not send personal information overseas.

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Australian Privacy Principle 9: Adoption, use, or disclosure of government related identifiers

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Government related identifier relative to The Drone Wash Co includes CASA issued licence numbers and Aviation Reference Number (ARN).

 

In order to ensure safe and compliant practices, The Drone Wash Co collects all CASA issued identifiers from Employees and Contractors where the individual is engaged as a Drone Pilot. Due to the privacy and confidentiality of this information, The Drone Wash Co will not adopt, use, or disclose a government related identifier associated to an individual unless;

• Prescribed by regulations;

• In a situation where it is required by Australian law or other legal requirements; and/or

• Where reasonably necessary to fulfil obligations to an agency or a State or Territory authority

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Additionally, should The Drone Wash Co employee or engage an individual who is not an Australian resident but has the right to work in Australia, possible government related identifiers collected may include an individuals passport number and/or VISA information as required by law.

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PART 4: INTEGRITY OF PERSONAL INFORMATION

Australian Privacy Principle 10: Quality of personal information

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The Drone Wash Co ensures to take all reasonable steps to confirm that the personal information collected from an individual is accurate, up-to-date and complete.
 

Quality measures in place to ensure this is supported include;

• Employees and Contractors: Thorough engagement vetting to verify all identification is valid, in date, and matches those details of the individual provided in their

• Drone Pilots: HR file audit checklists completed prior to finalising onboarding; system reminders for any personal information, insurance and/or CASA Pilot Licence expiry/renewal date.

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The Drone Wash Co ensures to take all reasonable steps to ensure that the personal information we use or disclose is, having regard to the purpose of the use of the disclosure, is accurate, up to date, a collected is accurate, up-to-date and complete, and relevant.

 

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Australian Privacy Principle 11: Security of personal information

The Drone Wash Co takes reasonable steps in the circumstances to protect personal information from misuse, interference and loss.  Only The Drone Wash Co authorised Employees and Contractors will have access to digital files which is also dependent on their role and position within the company.
 

All Staff and Contractors who are provided access to particular server locations that contain individuals’ and/or clients private or personal information, are all required to sign a privacy waiver to confirm they have read and understood this Privacy Policy and acknowledge all personal information held by The Drone Wash Co is strictly confidential. All Employees and Contractors are also trained regarding collecting, using, disclosing and destroying personal information in alignment with The Drone Wash Co processes during their HR Induction.

 

The server system utilised by The Drone Wash Co ensures all digital files are stored securely, safely, and have a backup protocol to ensure no personal information is lost.

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In regards to any client, employee and contractor paper-based personal information held by The Drone Wash Co is for for the purpose of adhering to regulatory retention obligations.  The Drone Wash Co maintains a strict archive procedure where only the Accounts Manager has access to the archive room which remains locked at all given times.

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Access to The Drone Wash Co offices and working spaces are limited to The Drone Wash Co personnel only (Note: office spaces remained locked outside of business hours.) 

Visitors and guests may only enter certain areas of the premises if accompanied by a The Drone Wash Co Staff member.

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The Drone Wash Co must retain certain personal information for a period of time (for clients, job sites, employee and contractor information); where the retaining of information exceeds the holding period, the Accounts Manager follows the Archiving, Retention, Retrieval and Destruction Policy and Procedure, as to destroy or de-identify personal information once it is no longer needed for which the personal information may be legally used or disclosed.

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The Drone Wash Co do not store any personal or company banking information or credit card details – Any transaction processed for services rendered is completed via Xero and/or bank transfer as per invoicing instructions.

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PART 5: ACCESS TO, AND CORRECTION OF, PERSONAL INFORMATION

Australian Privacy Principle 12: Access to personal information

 

Should an individual request to be provided or given access to any of their personal information that is held by The Drone Wash Co, we will acknowledge and action their request through first conducting an investigation on the individual requesting said information if unable to identify the person at face value.

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In processing this request, The Drone Wash Co will confirm the identify of the individual making the request, and within seven (7) calendar days, notify the individual whether the information can be provided, or the request is refused.

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Possible exclusions, or reasons for denying access include;

• The Drone Wash Co believe providing access would pose a serious threat to the life, health, or safety of any individual, or to public safety;

• Giving access would have an unreasonable impact on the privacy of other individuals;

• The request for access is frivolous (shallow or in vain) or vexatious (troublesome or distressing);

• Providing access is unlawful;

• Denying access is required or authorised by or under an Australian law;

• The information relates to existing or anticipated legal proceedings between the entity and the individual, and would not be accessible by the process of discovery in those proceedings;

• Giving access would reveal evaluative information generated within the entity in connection with a commercially sensitive decision-making process

 

 

Australian Privacy Principle 13: Correction of personal information
Should The Drone Wash Co hold personal information about an individual and believe that the information held is inaccurate, out of date, incomplete, irrelevant or misleading for the purposes it is required, The Drone Wash Co will take reasonable steps to rectify and/or obtain the correct information.

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Requests for correction of personal information may be disclosed via one or more of the following communication methods;

• Written: email outlining the correction required and reasoning for the correction (often followed up by a call where the matter is urgent)

• Verbal: phone call to discuss and disclose any reasoning behind why a correction is necessary and the preferred method of receiving updated personal information

• Face to Face: where personal information is identified as inaccurate, out of date, non-compliant in a face to face setting, the The Drone Wash Co representative will explain the circumstance and provide details of how to update/provide the necessary information and/or documentation.

 

The individual may request The Drone Wash Co to correct the information on their behalf.  Where this is the case, the Accounts Manager will acknowledge the request but state for compliance purposes, will need to receive this detail in writing.  To facilitate, the Accounts Manager will explain a process to capture this in writing and send the individual an email reiterating the discussion points regarding correction of personal information, and should the individual permit The Drone Wash Co to correct on their behalf, a response is required stating they authorise The Drone Wash Co to correct the personal information mentioned in the correspondence on their behalf (with the inclusion of any correct information required).  This communication is saved into the appropriate file on the server that is assigned to the individual.

 

Where The Drone Wash Co refuses to correct information requested by an individual, we will, within seven (7) days of receiving the request, provide written notice outlining;

• The reasons for refusal except for the extent that it would be unreasonable to do so, and

• The methods and mechanisms available to complain about the refusal, and

• Any other matter prescribed by regulations

 

The Drone Wash Co will not notify any third parties to correct information on behalf of an individual.

 

 

 

 

END OF PRIVACY POLICY

 

Should you have any questions regarding the The Drone Wash Co Privacy Policy, please don’t hesitate to reach out to the Accounts Manager via the details provided in this Policy.