Privacy Policy

At Fiona Reynolds Media, we value and protect the privacy and confidentiality of our clients, employees, and any individuals or organisations that engage with us. Our Privacy Policy is based on the Australian Privacy Principles (APP) outlined in the Privacy Act 1988 (Privacy Act) and the Office of the Australian Information Commissioner’s APP Guidelines.

1. WHO WE ARE

Fiona Reynolds Media (“we”, “us”, or “our”) provides media and communication consulting services.

2. WHO AND WHAT THIS POLICY APPLIES TO

2.1 This Privacy Policy outlines how we handle ‘personal information’ as defined in the Privacy Act 1988. It extends to include information related to both individuals and organisations that engage with us through a business relationship. These entities may be collectively referred to as ‘clients’.

2.2 We handle personal information and other relevant data as part of our business and store this information in our systems on behalf of individuals, organisations, website users, and social media users who provide us with this information.

2.3 Our Privacy Policy applies to:

a) Information that we collect about individuals, organisations, and the people within those organisations, as well as our employees, contractors, sub-contractors, and third parties.

b) All forms of information, physical and digital, whether collected or stored electronically or in hardcopy.

c) Any information collected and/or stored about our clients, potential clients, website users, and social media users, and any information they provide about others.

3. THE INFORMATION WE COLLECT

3.1 As part of our business, it is necessary for us to collect client information. This information enables us to identify who an individual or organisation is for the purposes of our business, share information as required, contact the individual or organisation, and transact with them. The type of information we may collect includes:

a) Personal Information: Details such as an individual’s name, title, date of birth, nationality, work history, and other information defined as ‘personal information’ in the Privacy Act.

b) Contact Information: Information such as an individual’s or organisation’s email address, telephone numbers, residential, business, and postal address.

c) Financial Information: Financial information related to an individual or organisation such as bank or credit card details used to transact with us.

d) Organisational Information: Details about an organisation such as its name, business address, contact details, and any other relevant information necessary for the provision of our services.

e) Statistical Information: Information about an individual’s or organisation’s online and offline preferences, habits, movements, trends, decisions, associations, memberships, finances, purchases, and other information for statistical purposes.

3.2 We may also collect non-personal information about an individual or organisation such as information regarding their computer, network, and browser, including IP addresses.

3.3 Whenever an individual or organisation provides personal information or other information about someone else, it is assumed that they have the person’s consent to provide such information for the specified purpose.

3.4 We may gather, store, and use statistical information about individuals or organisations for business purposes such as benchmarking, conducting research, or developing products and services. When used externally, this information will not identify individuals or organisations.

4. HOW INFORMATION IS COLLECTED

4.1 Information is collected in various ways, including:

a) Registrations or subscriptions: When an individual or organisation registers or subscribes for a service, list, account, or any other process, including following or subscribing to our social media channels.

b) Accounts or memberships: When an individual or organisation submits their details to become a member with us.

c) Supply: When an individual or organisation supplies us with goods or services.

d) Contact: When an individual or organisation contacts us.

e) Access: When an individual or organisation accesses our services in person or online, including through our website.

4.2 We will ensure that individuals and organisations are informed when their personal information is being collected.

4.3 In the rare event that we obtain personal information without the knowledge of an individual or an organisation, we will either delete or destroy the information or inform the individual or organisation that we hold such information.

5. WHEN INFORMATION IS USED & DISCLOSED

5.1 We will not use any information related to individuals or organisations other than for the purpose for which it was collected unless consent is provided.

5.2 We will not disclose the identity of our clients or the nature of our work with them without their explicit consent.

5.3 We will retain information related to individuals and organisations for the necessary period unless a longer retention period is required or permitted by law.

5.4 It may be necessary to disclose information related to individuals or organisations to a third party in accordance with the Privacy Act in the course of our business.

5.5 We will not disclose or sell information related to individuals or organisations to unrelated third parties under any circumstances.

5.6 Information is routinely used to enable us to operate our business, including providing our services, verifying identity, communicating about relationships and services, marketing and promotions, competitions, surveys, investigating complaints, or if we suspect unlawful activity.

5.7 We will disclose information related to individuals or organisations if we believe they may be engaged in fraudulent, deceptive, or unlawful activity.

5.8 We may work with third-party service providers who use and store contact details about individuals and organisations who have engaged with us.

5.9 Financial transactions are handled through our payment services provider. We will share information with our payment service provider only to the extent necessary for processing payments, refunding payments, and dealing with complaints and queries.

6. OPTING “IN” OR “OUT”

6.1 Individuals and organisations can opt out of us collecting their personal information, which may prevent us from offering some or all of our services.

6.2 If an individual or organisation believes they have received information from us in error, they should email us at info@fionareynolds.com.au.

6.3 Individuals and organisations can unsubscribe from our marketing activity by using the unsubscribe link in our collateral or by emailing info@fionareynolds.com.au.

6.4 Individuals and organisations can unfollow our social media channels at any time. Unsubscribing from our services or unfollowing our social media channels will not affect their ability to access our website or other publicly available information.

7. THE SAFETY & SECURITY OF INFORMATION

7.1 We take all reasonable steps to protect information related to individuals and organisations from unauthorised access, including securing our facilities and electronic networks.

7.2 The security of payments made online, and communications sent electronically cannot be guaranteed and is done at an individual’s or organisation’s own risk.

7.3 We are not responsible for any third party’s privacy or security practices.

7.4 If an individual or organisation suspects misuse, loss of, or unauthorised access to their information, they should contact us immediately.

7.5 We are not liable for any loss, damage, or claim arising out of another person’s use of information when we were authorised to provide that party with the information.

8. HOW TO ACCESS INFORMATION

8.1 Individuals and organisations can request access to any information we have about them by emailing info@fionareynolds.com.au.

8.2 Individuals and organisations have the right to request the removal of any or all information we have about them, and we will remove such information within 28 days of receiving their written request.

8.3 It is the responsibility of individuals and organisations to provide us with accurate information.

8.4 We can update information upon request by emailing info@fionareynolds.com.au.

9. COMPLAINTS

9.1 If an individual or organisation has a complaint about how we have handled their information, they should outline their concerns in writing and email them to info@fionareynolds.com.au.

9.2 If we become aware of unauthorised access to an individual or organisation’s information, we will inform the affected individuals or organisations as soon as possible.

10. CONTACTING INDIVIDUALS

10.1 We may send important notices, such as changes to our terms, conditions, and policies. Due to the nature of this information, individuals and organisations may not opt out of receiving these communications.

11. CONTACTING US

11.1 All correspondence regarding privacy should be sent to info@fionareynolds.com.au.

11. ADDITIONS TO THIS POLICY

12.1 Should we make any changes to our Privacy Policy, we will post them on our website – www.fionareynolds.com.au.

12.2 We may undertake additional measures in accordance with the Privacy Act.