Polymathian Pty Ltd commitment to privacy
Polymathian Pty Ltd ACN 163 730 907, its subsidiaries and affiliates in Australia (collectively referred to as “Polymathian”) are committed to managing personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and in accordance with other applicable privacy laws.
Polymathian is an industrial mathematics software development and consulting company specialising in solving complex business problems across a wide range of industries. Polymathian’s services use a range of Industrial Mathematical techniques including, operations research, advanced statistical modelling, mathematical programming, constraint programming, heuristics and metaheuristics, artificial intelligence, machine learning, simulation, and advanced analytical solution techniques, to find optimal or near optimal solutions to complex problems faced by industry.
What information does Polymathian collect about you?
(a) Prospective clients
When you enquire about our services or when you become a client of Polymathian, a record is made which includes your personal information. The type of personal information that we collect will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:
(i) your name, e-mail, postal address and other contact details;
(ii) information about your employer or an organisation who you represent;
(iii) your professional details; and
(iv) any additional personal information you provide to us, or authorise us to collect, as part of your interaction with Polymathian.
When you use our services, a record is made that may include personal information. The type of personal information that we collect will vary depending on the nature of the services being provided, but will typically include:
(i) your name, e-mail, username, encrypted passwords, IP address, login data, and usage data;
(ii) address and other contact details;
(iii) information about your employer or an organisation who you represent;
(iv) your professional details; and
(v) any additional personal information you provide to us, or authorise us to collect, as part of your interaction with Polymathian.
(c) Prospective employees or applicants
We collect personal information when recruiting personnel, such as your name, contact details, qualifications and work history. Generally, we will collect this information directly from you.
We may also collect personal information from third parties in ways which you would expect (for example, from recruitment agencies or referees you have nominated). Before offering you a position, we may collect additional details such as your tax file number and superannuation information and other information necessary to conduct background checks to determine your suitability for certain positions (for example, positions which involve working with children).
(d) Other individuals
Polymathian may collect personal information about other individuals who are not clients of Polymathian. This includes customers and members of the public who participate in events we are involved with, individual service providers and contractors to Polymathian, and other individuals who interact with Polymathian on a commercial basis. The kinds of personal information we collect will depend on the capacity in which you are dealing with Polymathian. Generally, it would include your name, contact details, and information regarding our interactions and transactions with you.
If you are participating in an event we are managing or delivering, we may take images or audio-visual recordings which identify you.
In limited circumstances, Polymathian may collect information which is considered sensitive information. For example, if you are injured at an event promoted or delivered by Polymathian, we may collect health information about you in an emergency or otherwise with your consent.
You can always decline to give Polymathian any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested. If you have any concerns about personal information we have requested, please let us know.
(e) Visitors to our websites
Polymathian may collect browser metadata from the way in which you interact with any of our web properties. This data may include:
(i) your device operating system
(ii) your browser operating system
(iii) your access date and time
(iv) your IP address
(v) your IP address location
(vi) your session details
The way in which we handle the personal information of visitors to our websites is discussed below.
How and why does Polymathian collect and use your personal information?
Polymathian collects personal information reasonably necessary to carry out our business, to assess and manage our clients' needs, and provide services. We may also collect information to fulfil administrative functions associated with these services (for example billing, entering into contracts with you or third parties and managing client relationships).
The purposes for which Polymathian usually collects and uses personal information depends on the nature of your interaction with us, but may include:
(a) responding to requests for information and other general inquiries;
(b) managing, planning, advertising and administering programs, events, webinars, digital events, competitions and performances;
(c) researching, developing and expanding our facilities and services;
(d) informing you of our activities, events, facilities and services;
(e) recruitment processes (including for volunteers, internships and work experience); and
(f) responding to enquires and complaints.
Polymathian generally collects personal information directly from you. We may collect and update your personal information over the phone, by email, over the internet or social media, or in person. We may also collect personal information about you from other sources, for example:
(a) our affiliated and related companies; and
(b) third party suppliers and contractors who assist us to operate our business.
Polymathian also collects and uses personal information for market research purposes and to innovate our delivery of products and services.
How does Polymathian interact with you via the internet?
You can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages or content on our website.
Polymathian's websites may contain links to third-party websites. Polymathian is not responsible for the content or privacy practices of websites that are linked to our website.
Can you deal with Polymathian anonymously?
Polymathian will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable for Polymathian to deal with individuals anonymously or pseudonymously on an ongoing basis. If we do not collect personal information about you, you may be unable to utilise our services or participate in our events, programs or activities we manage or deliver.
How does Polymathian hold information?
Polymathian stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third party storage providers based in Australia and overseas). Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.
Polymathian maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security, for example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to our computer systems.
The level of security measures we put in place to protect information will depend on the nature of your interaction with us. For instance, for non-client users, our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. General users of our websites are encouraged to exercise care in sending personal information via the internet.
For clients of Polymathian who are obtaining access to our services or software via the internet, we go to great measures to maintain high levels of data security. These efforts include penetration testing, password encryption and multi-factor authentication.
We take steps to destroy or de-identify information that we no longer require.
Does Polymathian use or disclose your personal information for direct marketing?
Polymathian may use or disclose your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below.
If you opt-out of receiving marketing material from us, Polymathian may still contact you in relation to its ongoing relationship with you.
How does Polymathian use and disclose personal information?
(a) For clients
The purposes for which we may use and disclose your personal information will depend on the services we are providing you. For example, if you have engaged us to deliver a service, we may disclose information about you to service providers where this is relevant to our services.
(b) For customers and participants
If you are a customer or participant in an event, we may disclose your personal information to our clients and venues where this is reasonably necessary for, and relevant to, the delivery of the event. We may use images or audio-visual recordings which identify you for promotional purposes where you would reasonably expect this to occur.
(c) Disclosure to contractors and other service providers
Polymathian may disclose information to third parties we engage in order to provide our services, including contractors and service providers used for data processing, data analysis, customer satisfaction surveys, information technology services and support, website maintenance/development, printing, archiving, mail-outs, and market research.
Personal information may also be shared between related and affiliated companies Polymathian, located in Australia and overseas.
Third parties to whom we have disclosed your personal information may contact you directly to let you know they have collected your personal information and to give you information about their privacy policies.
(d) Use and disclosure for administration and management
Polymathian will also use and disclose personal information for a range of administrative, management and operational purposes. This includes:
(i) administering billing and payments and debt recovery;
(ii) planning, managing, monitoring and evaluating our services;
(iii) quality improvement activities;
(iv) statistical analysis and reporting;
(v) training staff, contractors and other workers;
(vi) risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives);
(vii) responding to enquiries and complaints regarding our services;
(viii) obtaining advice from consultants and other professional advisers; and
(ix) responding to subpoenas and other legal orders and obligations.
(e) Other uses and disclosures
Does Polymathian disclose your personal information overseas?
Polymathian works with clients, service providers, sponsors and commercial interests across the globe and your personal information may be disclosed to overseas recipients.
Your personal information may be provided to our contractors, service providers and consultants who assist us in providing the work to you. Some providers are based interstate or overseas and use overseas infrastructure (in countries including Australia, United States of America and United Kingdom) to perform services for us.
Unless we have your consent, or an exception under the Australian Privacy Principles applies, we will only disclose your personal information to overseas recipients where we have taken reasonable steps to ensure that the overseas recipient does not breach the Australian Privacy Principles in relation to your personal information.
How can you access or seek correction of your personal information?
You are entitled to access your personal information held by Polymathian on request. To request access to your personal information please contact us using the contact details set out below.
You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.
However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.
We may decline your request to access or correct your personal information in certain circumstances in accordance with the Australian Privacy Principles. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction.
What should you do if you have a complaint about the handling of your personal information?
You may make a complaint about privacy at the contact details set out below.
We will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within a week.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.
In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to your complaint, or you consider that Polymathian may have breached the Australian Privacy Principles or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.
How can you contact Polymathian?
The contact details for Polymathian are:
Polymathian privacy officer: Mitchell Grice
Level 1, 76 Ernest St South Brisbane QLD 4101
+61 1800 951 252