What is "personal information"?

Personal information is information or an opinion about an identified individual or an individual who is reasonably identifiable.

When do we collect personal information?

UBT collects Personal Information about individuals directly from those individuals or their authorised representative.

When you interact with us, we may collect Personal Information, such as names, contact details and other relevant information. Some instances of this are when you:

  1. apply for membership to our website
  2. use products or services
  3. contact us by telephone
  4. register for or attend seminars, presentations, meetings, webinars or our premises
  5. complete electronic, verbal or paper based registrations, feedback, surveys, promotions, emails, instructions or enquiry forms
  6. subscribe to a publication, newsletter or mailing list
  7. apply for a job or volunteer your services
  8. provide information voluntarily

We do not collect Sensitive Information without your consent and then only if it is reasonably necessary for one or more of our activities, for example for establishing membership to the ubteam.com.au website, for arranging catering and access to facilities, for tax advice or for investigating a complaint.

UBT may also collect Personal Information about you from a third party or from a publicly available source, but only if:

  1. You have consented to such collection or would reasonably expect us to collect information in this way. Example: When personal information is updated with another party trading under the UBT brand, this may be updated in our databases as well.
  2. b. It was not reasonable or practical to collect this information directly from you. Example: We may obtain reports from preferred suppliers about services provided to members for understanding use by members, negotiating better terms, auditing supplier reports and improving customer service.

Information Collected via Websites

  1. UBT will not collect any Personal Information about visitors to this website except when they knowingly provide it or as otherwise described below. For example, UBT will collect Personal Information from users to websites when they register to use the website, send or receive e-mail updates from UBT, or enter promotions or sweepstakes.
  2. Click Stream Data – when you visit and browse a website, UBT’s website will collect Personal Information for statistical reporting and maintenance purposes via Google Analytics and Wistia (for video)
  3. Google Analytics uses first-party cookies to track visitor interactions. These cookies are used to store information, such as:
    • the date, time and duration of a visit;
    • whether the visitor has been to the site before;
    • what site referred the visitor to the web page; and
    • the number of users visiting the websites and the number of pages viewed.
  4. Cookies are small text files that are transferred to a user's computer hard drive by a website for the purpose of storing information about a user's identity browser type or website visiting patterns; if you access UBT’s website a cookie is downloaded onto your computer's hard drive when you first log onto the website and it is automatically deleted from your hard drive after a period of thirty days.
    • Web beacons are images that originate from a third party site to track visitor activities; UBT currently uses web beacons to track the visiting patterns of individuals accessing the website
    • Login audit logs are used to record a user’s usage history and selections
    • Our website Live Agent Web chat application provided by Salesforce collects data from users online so staff can identify who they are speaking with.

How do we use the personal information we collect about you?

  1. UBT uses the information it collects about you to:
    1. Establish your membership to the ubteam.com. website
    2. Identify you and conduct appropriate checks
    3. Communicate with you
    4. Provide you with goods or services you have requested
    5. Provide you with information about goods and services we reasonably believe you may be interested in
    6. Provide you with general information we reasonably believe you may be interested in
    7. Personalise and customise your experiences with websites
    8. Help us research the needs and expectations of members and improve the provision of goods and services by UBT and preferred suppliers
    9. Manage complaints and disputes, and report to dispute resolution bodies
    10. Comply with Occupational Health and Safety regulations
    11. Comply with industry codes or a lawful request
  2. UBT will only collect and use your Personal Information in accordance with this Privacy Policy or otherwise with your prior express written consent.
  3. If you choose not to provide your Personal Information to UBT for the purposes set out in this Privacy Policy, the consequences for you will be that we will not be able to provide you with the requested service nor access to the website.

How do we check the quality of Personal Information?

  1. UBT takes reasonable steps to ensure the personal information we collect is accurate, up to date and complete. We may do this by providing you access to edit some of your personal information, periodic update requests, when interacting with you and where practical electronic synchronization of UBT databases.
  2. We provide you the right to access and correct Personal Information.

Who sees your personal information?

  1. UBT discloses the information about its customers and potential customers if or when UBT:
    1. has your consent to share the information;
    2. or someone acting on UBT’s behalf provides the product or service you have requested; or
    3. reasonably believes that your actions on the website violates UBT’s Terms.
  2. UBT may disclose Personal Information to third parties but only to the extent necessary to fulfil the purposes for which the Personal Information was collected. Example: UBT may disclose Personal Information to UBT’s officers and employees and its professional advisers and consultants to help improve the services offered by UBT but only on a confidential and need-to-know basis.
  3. UBT may also disclose your Personal Information to the website host in certain limited circumstances for example ensuring that if the website experiences a technical problem it is able to operate in an effective and secure manner
  4. UBT may disclose your Personal Information to organisations that are located in foreign countries solely for the purposes set out in this Privacy Policy provided that such disclosure is permitted under the New Zealand Privacy Principles. If you leave our website by way of any hyperlink we advertise or display, we make no representation as to the privacy policy in place in any website visited by means of the hyperlink; you are required to make your own investigation and assessment as to the privacy policy of any website visited by this means. In particular if you visit a telecommunications site or the site of some preferred supplier mentioned on our website, please be aware that the sharing of your personal information on those sites is not within the control or oversight of this privacy policy.
  5. UBT may collect government related identifiers from you, which will be used or disclosed only where such use or disclosure is reasonably necessary to verify your identity for the purpose of an activity we are undertaking on your behalf such as provision of tax related services requested for a government agency.

Do we use your personal information for marketing?

  1. UBT may use your Personal Information to provide you with promotional material about UBT or the services and products offered by UBT and preferred suppliers. If you do not wish to receive promotional information you can contact our Privacy Officer by emailing [email protected] at any time requesting that your name be removed from UBT’s marketing lists
  2. Otherwise, UBT will not disclose any of your Personal Information to any other organisation unless the disclosure is required by law or is otherwise permitted by the National Privacy Principles.

How do we keep your Personal Information safe?

  1. UBT takes reasonable steps to protect and keep your Personal Information from misuse, interference, loss, unauthorised access, modification or disclosure. The ways we do this include:
    1. Using Secure Sockets Layer (SSL) encryption when collecting or transferring sensitive information
    2. Limiting physical access to our premises and files
    3. Limiting electronic access to our networks, applications and files
    4. Using security related hardware and software
    5. Implementing personnel safe practice policies and training
    6. Monitoring and reviewing our practices periodically
    7. Using third parties who meet obligations under the New Zealand Privacy Principles.
    8. We periodically consider whether we need to retain your Personal Information in order to continue providing our goods and services to you, and may destroy or de-identify your Personal Information, except where we are required by law to retain it.

How can you see the personal information that we hold about you?

  1. You are entitled to access Personal Information that UBT holds about you. If you request access to your Personal Information, we will grant your request unless providing you with access would unreasonably impact upon the privacy of others or would not be otherwise permitted under the National Privacy Principles. If UBT refuses your request to access your Personal Information, it will provide you with reasons for the refusal.
  2. A request for access can be done in any of the following ways:
    1. Phone: 0800 828 123
    2. Email: [email protected]
    3. Post to: Attn: Privacy Officer; PO box 5206; Palmerston North 4441

How can you correct your personal information?

  1. You can update your Personal Information at any time by contacting the relevant UBT department or you may edit your UBT account information and preferences on our website.
  2. Otherwise our Privacy Officer will correct your Personal Information. If we find that we have no further need for your Personal Information we will permanently de-identify it or remove it from our system and destroy all record of it. UBT welcomes any changes to your details so as to keep our records up to date.

What can you do if you have a question, problem or complaint about our use of your personal information?

  1. If you feel that your privacy has not been respected or that UBT has conducted itself inconsistently with this Privacy Policy or the National
  2. Privacy Principles in respect of your Personal Information, please contact our Privacy Officer in any of the following ways:
    1. Phone: 0800 828 123
    2. Email: [email protected]
    3. Post to: Attn: Privacy Officer; PO box 5206; Palmerston North 4441

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