Privacy Policy

Last updated: 12 May 2009

About this Privacy Policy

Our privacy policy outlines how SPI New Media manage personal information. It applies to all SPI New Media customers and users and conforms to Internet privacy standards as set out in the TRUSTe Privacy Program. Updates of our privacy policy can be accessed by contacting our office or via our websites.

SPI New Media is a licensee of the TRUSTe Privacy Program. TRUSTe is an independent organization whose mission is to build user’s trust and confidence in the Internet by promoting the use of fair information practices. This privacy statement covers the Websites www.spinewmedia.com.au and www.fileithere.com. Because these Websites want to demonstrate their commitment to your privacy, they have agreed to disclose their information practices and have their privacy practices reviewed for compliance by TRUSTe.

If you have questions or concerns regarding this statement, you should first contact Christine Austin (SPI New Media CEO) at 1300 766 330. If you do not receive acknowledgement of your inquiry or your inquiry has not been satisfactorily addressed, you should contact TRUSTe at:
http://www.truste.org/consumers/watchdog_complaint.php
TRUSTe will then serve as a liaison with us to resolve your concerns.

National Privacy Principles and the Privacy Act

Effective from 21 December 2001, SPI New Media is bound by the Privacy Act 1988. This Act sets out standards to be met when collecting, using, disclosing and handling personal information. SPI New Media has always valued the privacy of personal information.

Our reasons for collecting personal information

• Company/Business details may include your company name, address, website, email address, type of business and ABN.
• Contact details may include your name, email address, telephone number and address.
• Payment details may include credit card details and/or direct debit details.

We collect this information via telephone, email, correspondence and directly through our websites. If you do not provide us with the information we request, SPI New Media or those involved with providing the services or products, may not be able to provide the appropriate level or kind of service or product.

How we collect personal information

We usually collect personal information directly from you; however in some cases we may also collect information from our own representatives, advisors, partners, a third party or through publicly available sources. As examples, an existing client may tell us about other persons wanting to benefit from our products or services; a business partner may request us to contact a client of theirs who is interested in our products and services; as a trade show exhibitor, the trade show organisers may provide us contact details of attendees who have expressed interest in our products or services.

SPI New Media and its parent company Structured Property Investments Pty Ltd is the sole owner of the information collected on www.spinewmedia.com.au and www.fileithere.com. SPI New media collects personally identifiable information from our users at several different points on our Websites.

Registration

In order to use our Websites, we request certain personally identifiable information from you on the registration forms. This includes requiring you to create a user name and password. During registration you are required to give contact information (such as name and Email address). We use this information to contact you about the services on our sites in which you have expressed interest.

When you register for our services, you may receive newsletters informing you of additional products or services we provide as they become available. You may also receive emailed updates with details of new features and/or product version releases for the services you have purchased. Out of respect for your privacy, we provide you a way to unsubscribe. Please see the “Choice/Opt-out” section below.

Orders

If you purchase a product or service from us, we request certain personally identifiable information from you on our order form. You must provide contact information (such as name, email, and shipping address) and financial information (such as credit card number, expiration date). We use this information for billing purposes and to fill your orders. If we have trouble processing an order, we will use this information to contact you.

Communications

SPI New Media uses personally identifiable information for essential communications, such as confirmation Emails, accounts information, service support and service details. We may also use this information for other purposes such as sending newsletters if you have requested this service.  

Newsletters

If you wish to subscribe to our newsletters, we will use your name and email address to send the newsletters to you. Out of respect for your privacy, we provide you a way to unsubscribe. Please see the “Choice/Opt-out” section below. Receiving our newsletters is a choice you can make. Our newsletters are part of the service that we offer. If you wish to no longer receive our newsletters, you may opt-out, cancel, or de-activate your account at anytime.

Choice/Opt-out

If you no longer wish to receive our newsletters, you may opt-out of receiving them by following the instructions included in each newsletter or communication or by emailing us at support@spinewmedia.com.au. We also offer an opportunity to opt-out of our newsletter on our Newsletter Subscribe page at www.spinewmedia.com.au and on the My Account Information page of our Online Store after you login at www.spinewmedia.com.au/shop, or you can contact us by telephone on 1300 766330 or write to us at SPI New Media, 24/75 Waterway Drive, Coomera Qld 4209 Australia to opt-out.

Agents/Service Providers

We disclose personal information to third parties who SPI New Media believe are necessary to assist us in providing, managing and administering the products and services we provide and who require this information to help us. We use other third parties such as a shipping company to fulfill orders and a credit card processing company to bill you for goods and services. We use Support Ticket facilities to assist you if you have questions while using our site or regarding your service or order. When you sign up for our fileithere.com service, we will share your credit card details as necessary for the third party to provide that service. When you purchase a product or service from our online store, we will share your name, shipping address and credit card details as necessary for the third parties to provide that service. These third parties are prohibited from using your personally identifiable information for promotional or any other purpose.

Security of your personal information

Your personal information may be stored in hard copy files and documents, as electronic data, or in our software or IT systems. SPI has a policy to protect all personal information that we hold from misuse, loss, unauthorised access, alteration and disclosure. In this regard, we have a process of security, which includes:

• security measures for accessing our systems
• security measures controlling access to our office premises where records are kept
• confidentiality requirements on our staff and representatives
• policies on document storage security
• website protection measures

If you request us, we will provide you with access to the information we hold about you unless there is a reason not to which applies under the National Privacy Principals. Your right to access this information may be affected if:

• access would pose a serious threat to the life or health of any individual;
• access would have an unreasonable impact on the privacy of others
• the information relates to commercially sensitive material
• access would be unlawful or denying access is required or authorised by law
• access would prejudice law enforcement activities relating to criminal activities and other breaches of law, public services and safety or security function.

If we don't provide you with access, we will tell you why and inform you of the reasons relied upon.

Legal

SPI has a duty to maintain the confidentiality of our clients' affairs and your personal information. This duty of confidentiality applies at all times unless you consent for us to disclose information or we are compelled to do so by law. We reserve the right to disclose your personally identifiable information as required by law and when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served on our Website.

Credit Card Transactions

We do not store your credit card details and we will take all reasonable steps to protect your personal information from misuse, loss or from unauthorized access, modification or disclosure. Credit card transactions with us are processed by a third party merchant provider. When using your credit card in transactions with us, your details are protected by a secure data encryption process through 128 bit (or higher) SSL encryption. This process is identified by a padlock symbol appearing on the page when submitting your details. SPI are compliant with the Payment Card Industry Data Security Standards (PCI DSS) in our dealings with your credit card data. You can view more information regarding PCI DSS by CLICKING HERE.

Cookies

A cookie is a small text file that is stored on a user’s computer for record-keeping purposes. We use cookies on our websites. We do not link the information we store in cookies to any personally identifiable information you submit while on our sites.
We use only session ID cookies and not persistent cookies. We use session cookies to make it easier for you to navigate our sites. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s “help” file. We use cookies in the following ways:

• When you register for any of our services, we use cookies to make it easier for you to navigate through and complete the registration process and forms.
• When you login to the fileithere.com secure vault and control panel, we use cookies to easily authorise your credentials as you navigate through our secure pages.
• When you set up an account and/or purchase goods from our online store, we use cookies to make your shopping experience a simple and easy process when viewing, selecting and purchasing goods.

If you reject cookies, you may still use our sites, but your ability to use some areas of our sites, such as our control panel area or online store shopping cart may be limited.

The use of cookies by our service providers is not covered by our privacy policy. We do not have access or control over these cookies. This privacy policy covers the use of cookies by www.spinewmedia.com.au and www.fileithere.com only and not our service providers.

Links to Third Party Websites

Our websites contain links to other sites. SPI New Media is not responsible for the privacy practices of these sites. The terms and conditions set out in this privacy statement only covers the domain names of www.spinewmedia.com.au and www.fileithere.com. Users should read the privacy policies of any linked sites and make their own judgments in relation to acceptable privacy practices.

Access to Personally Identifiable Information

If your personally identifiable information changes, or if you no longer desire our service, you may correct, update, amend, delete or deactivate it. You can do this by:

• FileItHere account holders – go to www.fileithere.com/unlock, login using your identity and security code and select the Change Details tab in your Control Panel area;
• ZULUsoftware account holders - go to www.spinewmedia.com.au, select Zulu Software at the top on the Home Page, then click the ZULU SUPPORT button and submit a request;   
• Online Shop account holders - go to www.spinewmedia.com.au/shop, login using your user name and password and select My Account. 

Alternatively, to access, change or delete your information, email our Customer Support at support@spinewmedia.com.au or contact us by telephone or postal mail at the contact information listed below and we will attend to your request.

Changes to Privacy Policy

If we decide to change our privacy policy, we will post those changes to this privacy statement, the home page, and other places we deem appropriate so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We reserve the right to modify this privacy statement at any time, so please review it frequently. If we make material changes to this policy, we will notify you here, by email, or by means of a notice on our home page.

Where to contact us

You can also find additional information relating to your privacy by visiting www.privacy.gov.au