Asset Management Engineers Pty Ltd Privacy Policy

Asset Management Engineers Pty Ltd (AME) and its related entities globally (“we” or “us”) are committed to protecting your privacy in a manner consistent with applicable privacy laws, including the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs). This Privacy Policy outlines how we collect, use, disclose, store, and protect your personal information when you interact with us.

Unless separately defined herein, terms used in this Privacy Policy have the same meaning as those in the Privacy Act.

Our Structure

AME is part of the Phenna Group of companies (“Phenna Group”), a global Testing, Inspection, Certification and Compliance business, operating through its subsidiary companies globally.

As we are part of the Phenna Group, your personal information may be shared with other Phenna Group companies globally, where necessary for operational, administrative, governance, compliance, service-delivery or group-level management purposes, as permitted by the Privacy Act and the APPs.

What Information Do We Collect?

Personal information is information or an opinion about an identified individual or an individual whose identity is apparent or can reasonably be ascertained from the information or opinion. We collect and manage personal information for the primary purpose of conducting and supporting our functions or activities as a Testing, Inspection, Certification and Compliance business. We may collect the following types of personal information:

• Name
• Job Title
• Contact information, including email address and phone number
• Demographic information, such as postcode
• Website usage data and cookies
• IP address, browser type, operating system, device identifiers, and geolocation data
• Information from publicly available sources (e.g., Companies House)
• Information you provide when contacting us, using our services, or completing surveys; and
• Information from third parties with your consent (e.g., partners or service providers).

We do not generally collect sensitive information (as defined in the Privacy Act) about you. However, if we do collect sensitive information (such as health information, criminal record information, or information about your racial or ethnic origin), we will only do so with your consent or where otherwise permitted by the Privacy Act.

Anonymity and pseudonymity

Where it is lawful and practicable, you may deal with us without identifying yourself or by using a pseudonym. However, in many cases we will need to identify you in order to provide you with our services or to comply with our legal obligations. If we are unable to identify you, we may not be able to provide you with our services or respond to your requests.

How We Collect Your Information

We collect personal information by lawful and fair means where reasonably necessary for our functions and activities as a Testing, Inspection, Certification and Compliance business.  We collect personal information in several ways, including when you:

• Visit our websites or use our services
• Complete surveys or feedback forms
• Make bookings and requests or engage with us via social media
• Contact us directly by phone, email or other communication methods
• Permit third parties to share your data with us; and
• Interact with our digital advertising or newsletters.

We may also collect your personal information from third parties and publicly available sources. This could happen when we carry out compliance checks, or other due diligence, and we obtain information from publicly available sources such as ASIC, company registers, and electoral registers, or similar available sources in the relevant jurisdiction of a Phenna Group company.

If we receive personal information about you that we did not request or require, we will determine whether we could have lawfully collected it. If we could not have, we will destroy or de-identify the information as soon as practicable, provided it is lawful and reasonable to do so.

How and Why We Use and Disclose Your Personal Information

We will store (in hard copy or electronic form), use or disclose, and otherwise process your personal information for the primary purpose of conducting and supporting our functions or activities. We may use and disclose your data for the following purposes:

• To provide our services;
• To manage and improve our website and services;
•  To contact you in response to enquiries;
• To send marketing communications (where you have consented or we are otherwise permitted by law);
• To conduct market research;
• To comply with legal obligations (e.g., tax or financial regulations);
• To manage bookings, transactions or contracts; and
• To monitor trends and complaints and implement service improvements

We will only use or disclose your personal information for the purposes for which we collected it, unless you consent to the use or disclosure for another purpose, you would reasonably expect us to use it for that other purpose and it is sufficiently related to the primary purpose, or the other purpose is permitted or authorised by law.

If we intend to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so. Please note that, in limited circumstances, we may process your personal information without your knowledge or consent where this is required or permitted by law.

Who We Disclose Your Personal Information With

We may disclose your personal information to:

• Other members of the Phenna Group;
• Our service providers (e.g., IT providers, marketing platforms like Google Ads and Mailchimp);
• Our professional advisors (e.g., auditors, legal counsel);
• Third parties in connection with mergers, acquisitions, or business transfers, and the new owners of the business may use the personal information in the same way as has been set out in this Privacy Policy;
• Credit reference agencies to assess creditworthiness; and
• Police, legal or regulatory bodies when required by law

Cross-Border Disclosure of Personal Information

AME is based in Australia, so your personal information will be processed in Australia. However, there may be occasions in which your personal information may be disclosed to an overseas recipient, including to other Phenna Group companies or service providers. If we do disclose personal information overseas, the recipients are likely to be located in the United Kingdom. Whenever we transfer your personal data outside of Australia, we ensure a similar degree of protection is applied by using at least one of the following safeguards:

• Transferring to countries that have a law or binding scheme that has the effect of protecting the information in a way that is substantially similar to the APPs; or
• entering into suitable contractual arrangements with overseas recipients that require them to handle the personal information received in accordance with the APPs.

Direct marketing

Unless you request otherwise, we may use and disclose your personal information for marketing purposes to send you news, information about our activities and general promotional material which we believe may be useful or of interest to you.  If you receive communications from us which you do not wish to receive, you may remove your name from the database either by utilising the functional unsubscribe facility (if the communication is via a commercial electronic message) or by contacting us using the contact details provided above.

Despite removing your name from the database from receiving future advertising and marketing information, we may continue to send you non-commercial administrative communications. Administrative communications are those that relate to our particular interactions with you, such as the services being provided.

Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance user experience, analyse website traffic, and deliver targeted advertising. Where required, we obtain your consent before placing non-essential cookies. You can manage your cookie preferences through your browser settings.

Use of Artificial Intelligence (AI)

AME does not currently use Artificial Intelligence (AI) tools or automated decision making technology in connection with the processing of personal information. If this changes in the future, we will update this privacy policy to reflect our practices and ensure that the use of those AI tools complies with applicable privacy laws, including the Privacy Act and the APPs.

How Long We Keep Your Personal Information

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting obligations. Specific retention periods may vary depending on the nature of the personal information and applicable legal requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

We take reasonable steps to destroy or permanently de-identify personal information when it no longer needs to be retained.

How We Protect Your Data

We implement appropriate technical and organisational measures to protect your personal information from being accidentally lost, misused or accessed in an unauthorised way, altered or disclosed. These include limiting access to your personal information to our employees, contractors, agents and other third parties who have a business need to access it, using encryption, conducting regular risk assessments, and having breach notification procedures in place.

We have also put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required.

Your Rights

Subject to any exceptions in the Privacy Act, you have the right to:

• request access to the personal information we hold about you;  request the correction of personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading; and

Should you wish to exercise one of these rights, please contact us using the contact details provided below.

We try to respond to all legitimate requests within 30 days. Occasionally it could take us longer if your request is particularly complex, you have made a number of requests, or additional steps are required in order for us to verify your identity. In this case, we will notify you and keep you updated.

We may charge you a reasonable fee to access your personal information based on the costs incurred by us in providing you with access to the personal information held by us.  If we refuse to comply with your request due to the request being clearly unfounded, repetitive or excessive, or where an exception under the Privacy Act applies, we will give you a written notice that sets out our reasons for the refusal and the mechanisms available to complain about our refusal.

What we ask of you                      

Please inform us if there is a change in your contact details or any other information that you have provided to us so that we can ensure our records are kept accurate and up to date.

If you provide us with personal information about another person, please make sure that you have informed them of our identity, the purposes for which their personal information will be processed and obtained their permission and/or complied with any other data protection or privacy requirements. If you are unsure whether their personal information can be shared with us, please contact us before providing us the personal information.

Third-Party Links

Our websites may include advertising or links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We are not responsible for the content or privacy practices of these websites. Please review their privacy notices before submitting data.

Complaints

If you wish to make a complaint about a breach of your privacy, you can contact us using the details provided below.

All complaints will be investigated by an appropriately qualified representative. We will endeavour to resolve your complaint as quickly as possible and, in any event, within 30 days. We will notify you of the outcome of any investigation undertaken, including how we propose to resolve your complaint and what, if any, corrective measures we will implement.

If you are not satisfied with our handling of your complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC). For more information about doing so, visit https://www.oaic.gov.au/privacy/privacy-complaints/. The OAIC can be contacted at GPO Box 5218, Sydney NSW 2001, or by telephone on 1300 363 992.

Contact Us and Updates

If you have any questions about this Privacy Policy, wish to make a privacy complaint, or wish to exercise your rights, please get in touch with us at:

[Asset Management Engineers Pty Ltd, [2/133 Burswood Road, Burswood WA 6100.
Email: info@asseteng.com.au

This policy is reviewed regularly and was last updated in [insert date]. If we make changes to the Privacy Policy, the amended Privacy Policy will be posted as soon as practicable following that amendment on our website. You should check this Privacy Policy regularly, including where you provide further personal information to us.

Availability of This Privacy Policy

We make this Privacy Policy available on our website located at https://www.asseteng.com.au/ and we can also provide a hard copy version upon request. If you would like more information or a hard copy of this Privacy Policy, free of charge, please contact us using the details provided above.

Specific rights for overseas residents only

In many cases, the control and processing by AME of the personal information of residents outside of Australia is subject to the data security and privacy requirements of local laws in the relevant jurisdiction (eg, the GDPR). Where required, we endeavour to comply with such requirements. If you are a resident of the European Union, then you may have additional rights under the GDPR, including the right to:

• withdraw your consent, where we rely upon it for processing your personal information, at any time;
• ask us to confirm if we are using your personal information;
• ask us to delete your personal information;
• ask us to stop or restrict how we process your personal information;
• subject to certain conditions, ask us to help you move your personal information to other companies; and
• be informed and know about any protections that we have put in place when we are transferring your data overseas.

Some of these rights will apply in very limited circumstances. For example, the right to request the deletion of your personal information, or to stop or restrict its use, is not usually available where it remains necessary for us to retain and use your personal information for the purposes for which it was collected, or where we have a legal obligation to retain or use the information.