Privacy Policy

Protecting public forms

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Herron Todd White (HTW, we, us, and our) value your privacy and take the protection of your personal information seriously.

We appreciate that you have trusted us with your personal information, and we are committed to honouring your trust through appropriate management of your personal data. This Privacy Policy explains the types of personal information that we usually collect, the purposes for which we collect it, to whom we routinely disclose it, how we hold and keep it secure and your rights in relation to your personal information, including how you may access and seek correction of your personal information, how to make a complaint and how we deal with complaints.

In this Privacy Policy

Personal information means any information or opinion about an identified individual or an individual who can be reasonably identified from that information, whether true or not. It does not include information that is de-identified or information about our current or former employees that is part of an employee record.

Sensitive information is a special category of Personal Information and includes health information and information about an individual’s race or ethnic origin, political opinion, membership of a political association, professional or trade association, religious or philosophical beliefs, sexual preferences or practices, or criminal history.

We will handle your personal information in accordance with this Privacy Policy and applicable legislation, including the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

What personal information do we collect?

The types of personal information we collect about you depend on the dealings you have with us and the relevant part of our business operations. This includes personal information about customers, contractors and job applicants.

Customers. We may collect contact information, bank details and other payment-related information, interests and preferences, customer survey feedback, and records of communications with us.

Job applicants and contractors. We may collect employment history, qualifications, certifications, academic records, skills, character and experience, screening checks, medical information, emergency contact details, relevant race or ethnic-origin information, and payroll, leave, taxation, banking or superannuation information.

Why do we collect your personal information?

We collect, hold, use and disclose personal information for our business purposes, including:

verifying identity and information;

understanding customer requirements and preferences and providing products and services;

administering products and services and processing payments;

responding to comments, questions and requests;

assessing complaints, conducting research and developing business strategy;

marketing purposes;

managing job applicants, contractors, employees and representatives;

managing complaints, disputes, security, health and safety; and

complying with laws and regulations and protecting against suspected fraudulent activity.

Direct marketing

From time to time, we may use your personal information to contact you by electronic messages, online and by other means to provide information about the state of the market and products, promotions and services that may interest you. You may withdraw your consent at any time by using the unsubscribe function in our communications or contacting our Privacy Officer. We will then stop sending that type of material.

Sensitive information

While it is rare for us to collect and handle Sensitive Information, we may collect it for employment screening, our Reconciliation Action Plan, or where reasonably necessary to perform our functions or provide services.

We only collect and handle Sensitive Information with consent or where required or authorised by law or by order of a court or tribunal. HTW acknowledges the right to freedom from discrimination and does not generally collect political, association, religious, philosophical, sexual-preference or similar information.

How do we collect personal information?

We collect personal information in different ways, including:

directly from you when you complete forms, subscribe, respond to surveys or marketing, apply for a position, or communicate with us;

through third parties involved in providing our products and services, including instructing financial institutions, clients, references and suitability-check providers; and

from publicly available sources, including social media when you communicate with us through those platforms.

Dealing with us anonymously or using an alias

Where possible and lawful, you may interact with us anonymously or using a pseudonym. We will generally need to know who you are to provide services or properly handle a complaint. If you do not provide the information we need, we may be unable to provide products or services, engage you as a contractor, consider a job application, or otherwise assist you.

Storage and security

Personal information is generally stored electronically on cloud-based systems. We take reasonable and appropriate organisational and technical measures to protect it from loss, misuse, unauthorised access, modification or disclosure.

external and internal premises security;

auditing and monitoring computer systems;

restricting access to Personal Information;

confidentiality agreements with contractors and third parties; and

maintaining technology products designed to prevent unauthorised access.

Information retention

We retain personal information for the period necessary to fulfil the purposes outlined in this Privacy Policy and in accordance with applicable legal and regulatory requirements. When information is no longer required, we take reasonable steps to destroy or permanently de-identify it.

You may ask us to delete your personal information if there is no need for us to keep it. Legal or other reasons may require us to retain it; if so, we will explain why.

Cookies

Our website collects certain browser and device information for statistics, site analysis and improving displayed content. It may use cookies and similar tracking technologies. In some cases this information may be personal information, such as when you submit an enquiry or subscribe.

Necessary cookies: essential to run the website or provide a requested service.

Performance cookies: help us understand and improve website use.

Functionality cookies: remember choices you make.

Marketing cookies: help deliver advertising relevant to your interests.

Disclosure to third parties

We may disclose information for the purposes identified above to:

third-party suppliers, authorities, and real estate and financial-services providers;

related companies;

professional, technology, workforce, research, analytics and training service providers;

a third party if all or part of our business or assets are sold or transferred;

your organisation and representatives; and

government agencies for investigations, audit, reporting and regulatory compliance.

Payment Processing

When you pay us for services via a platform, you may be directed to a third-party payment provider or digital wallet, such as Stripe, Apple Pay, or Alipay. Payment details you enter with those providers are collected directly by them and handled under their own privacy policies; we do not receive or store your full card or wallet credentials. To process your payment, we may disclose limited information (such as your name, contact details, order reference and payment amount) to these providers, and we receive confirmation of the transaction in return. These providers may store or process personal information outside Australia, including in China, the United States and the European Union.

Access and correction

You may request access to and correction of personal information we hold by contacting our Privacy Officer. We will verify your identity before responding and may charge a fee covering retrieval and supply costs.

Subject to applicable exceptions, we usually provide access within 28 days. If we refuse a request, we will explain why in writing.

Amendments to this policy

HTW regularly reviews its policies and procedures to reflect changes in law, technology and market practice. Changes take effect when the revised Privacy Policy is published on this website and replace previous HTW Privacy Policies.

How to make a complaint

We take privacy concerns seriously. You may file a complaint with our Privacy Officer using the details below. We will confirm receipt, explain the next steps and investigate where necessary.

If you believe we have not fulfilled our obligations under the Privacy Act, you may contact the Office of the Australian Information Commissioner at GPO Box 5218, Sydney NSW 1042, phone 1300 363 992, email enquiries@oaic.gov.au, or oaic.gov.au.

Contact details

Contact the HTW Privacy Officer at PO Box 61, Chermside South QLD 4032, email enquiries@htw.com.au, or phone 1300 880 489.

This Privacy Policy was last amended 13 February 2025.