Headland and Co Projects Pty Ltd t/a TV Releases (ABN 31 699 108 588) (we, us or our) understands that protecting your personal information is important. This Privacy Policy sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you.
In this Privacy Policy: "Template Form Provider" means our client that provides a template release form and uses our services to create and manage their release forms; "Responder" means an individual who completes and signs a media release form provided by the Template Form Provider; and "you" means the person or the entity that we do business with and/or uses our services. Throughout this Privacy Policy where we use 'you' we are referring to the Template Form Provider and Responder interchangeably.
This Privacy Policy takes into account the requirements of the Privacy Act 1988 (Cth). In addition to Australian laws, individuals located in the European Union or European Economic Area (EU) may also have rights under the General Data Protection Regulation 2016/679, and individuals located in the United Kingdom (UK) may have rights under the UK GDPR and the Data Protection Act 2018 (together, the GDPR). Appendix 1 outlines the additional rights of individuals located in the EU and UK and how we process their personal information.
Personal information is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable.
We process Responders' Form and Signature Data solely to provide our services to the relevant Template Form Provider — that is, to record the completed release, log it, and deliver PDF copies as the Template Form Provider directs. We do not use Responders' personal information for marketing, advertising, promotions or any purpose of our own. A Template Form Provider's form may request sensitive information at the Template Form Provider's direction; any consent for that collection is obtained through the form itself, and Responders should contact the Template Form Provider with questions about how their form responses are used.
Sensitive information is a sub-set of personal information that is given a higher level of protection, and means information relating to your racial or ethnic origin, political opinions, religion, trade union or other professional associations or memberships, philosophical beliefs, sexual orientation or practices, criminal records, health information or biometric information. We do not actively request sensitive information about you. If at any time we need to collect sensitive information about you, unless otherwise permitted by law, we will first obtain your consent and we will only use it as required or authorised by law.
The information requested in a form, as well as form submission data, is managed by the Template Form Provider, and we recommend that a Responder contacts the Template Form Provider directly for more information on how form responses may be used.
We have set out below a description of the purposes for which we plan to collect, hold, use and disclose your personal information.
| Purpose of use / disclosure | Type of Personal Information |
|---|---|
| To work with you as a customer or supplier of our business, including to provide you with our products and services. This includes providing Template Form Providers with general technical support and assistance with any form design or creation through our email communication. | Identity Data, Contact Data |
| To contact and communicate with you about our business, including in response to any support requests you lodge with us or other enquiries you make with us. | Identity Data, Contact Data |
| For internal record keeping, administrative, invoicing and billing purposes. | Identity Data, Contact Data, Financial Data, Transaction Data |
| For analytics, market research and business development, including to operate and improve our business, associated applications and associated social media platforms. | Technical and Usage Data |
| For advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you. | Identity Data, Contact Data, Technical and Usage Data, Marketing and Communications Data |
| To run promotions, competitions and/or offer additional benefits to you. | Identity Data, Contact Data, Interaction Data, Marketing and Communications Data |
| If you have applied for employment with us, to consider your employment application. | Identity Data, Contact Data, Professional Data |
| To comply with our legal obligations or if otherwise required or authorised by law. | Any relevant Personal Information |
The advertising, marketing, promotions and competitions purposes above apply to Template Form Providers only. We do not use Responders' personal information for marketing or promotional purposes.
We may disclose personal information to:
Your personal information may be stored both in Australia and overseas. Our third-party infrastructure providers (including our form-building, data storage and web-hosting providers) may store, transfer or access personal information outside of Australia, including but not limited to the United States of America and the European Union. We will only disclose your personal information overseas in accordance with the Australian Privacy Principles and, where applicable, the GDPR (see Appendix 1).
Your choice: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us; however, if you do not, it may affect our ability to work with you as a customer or supplier of our business.
Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person's consent to provide the personal information to us.
Restrict and unsubscribe: To object to processing for direct marketing/unsubscribe from our email database or opt out of communications (including marketing communications), please contact us using the details below or use the opt-out facilities provided in the communication.
Access: You may request access to the personal information that we hold about you. An administrative fee may be payable for the provision of such information (except for individuals located in the EU or UK, for whom the first copy is provided free of charge — see Appendix 1). In some situations we may be legally permitted to withhold access to your personal information. If we cannot provide access, we will advise you as soon as reasonably possible, provide the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, we will take reasonable steps to give you such access.
Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. In some situations we may be legally permitted to not correct your personal information; if so, we will advise you of the reasons and any available complaint mechanism.
Complaints: If you wish to make a complaint, please contact us using the details below and provide full details of the complaint. We will promptly investigate and respond to you in writing, setting out the outcome of our investigation and the steps we will take. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.
We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.
While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk.
We may enable you to post reviews, comments, photos and other user-generated content. Any content you choose to submit will be accessible by anyone, including third parties not associated with us. We have no control over how others may use or misuse information you make publicly available. We are not responsible for the privacy, security or accuracy of any user-generated content you choose to post or for the use or misuse of that information by any third parties.
We may provide you with links to other parties' websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.
We may, at any time and at our discretion, vary this Privacy Policy. We can provide you with the updated Privacy Policy on request, and the current version will be posted on our website.
For any questions or notices, please contact us at:
Headland and Co Projects Pty Ltd t/a TV Releases (ABN 31 699 108 588)
Email: team@tvreleases.com.au
Under the GDPR, individuals located in the EU and the UK have extra rights which apply to their personal information. Personal information under the GDPR is often referred to as personal data and is defined as information relating to an identified or identifiable natural person. This Appendix 1 sets out the additional rights we give to individuals located in the EU and UK, as well as information on how we process their personal information. Please read the Privacy Policy above and this Appendix carefully and contact us at the details above if you have any questions.
This Appendix applies to the personal information set out in the Privacy Policy above. This includes any Sensitive Information listed above, which is known as 'special categories of data' under the GDPR.
We collect and process personal information about you only where we have legal bases for doing so under applicable laws. We have set out below a description of the ways we plan to use your personal information and the legal bases we rely on to do so. We have also identified our legitimate interests where appropriate. We may process your personal information on more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on where more than one ground is set out below.
| Purpose of use / disclosure | Type of Data | Legal basis for processing |
|---|---|---|
| To work with you as a customer or supplier of our business, including to provide you with our products and services. | Identity Data, Contact Data | Performance of a contract with you |
| To contact and communicate with you about our business, including in response to support requests. | Identity Data, Contact Data | Performance of a contract with you |
| To contact and communicate with you about any enquiries you make with us. | Identity Data, Contact Data | Legitimate interests: to ensure we provide the best client experience we can by answering all of your questions |
| For internal record keeping, administrative, invoicing and billing purposes. | Identity Data, Contact Data, Financial Data, Transaction Data | Performance of a contract with you; to comply with a legal obligation; legitimate interests: to recover debts due to us and notify you about changes to our terms and other administrative matters |
| For analytics, market research and business development, including to operate and improve our business, associated applications and associated social media platforms. | Technical and Usage Data | Legitimate interests: to develop and improve our business and inform our marketing strategy |
| For advertising and marketing, including to send you promotional information about events, experiences and information that may be of interest to you. | Identity Data, Contact Data, Technical and Usage Data, Marketing and Communications Data | Legitimate interests: to develop and grow our business |
| To run promotions, competitions and/or offer additional benefits to you. | Identity Data, Contact Data, Interaction Data, Marketing and Communications Data | Legitimate interests: to facilitate engagement with our business and grow our business |
| If you have applied for employment with us, to consider your employment application. | Identity Data, Contact Data, Professional Data | Legitimate interests: to consider your employment application |
| To comply with our legal obligations or if otherwise required or authorised by law. | Any relevant Personal Information | To comply with a legal obligation |
As noted above, the advertising, marketing, promotions and competitions purposes apply to Template Form Providers only; we do not use Responders' personal information for marketing. We process Responders' form data on the instructions of the relevant Template Form Provider, who is the controller of that data.
If you have consented to our use of data about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your data because we or a third party have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer doing business with us.
The privacy protections available in the countries to which we send data for the purposes listed above may be less comprehensive than what is offered in the country in which you initially provided the information. Where we transfer your personal information outside of the country where you are based, we will perform those transfers using appropriate safeguards in accordance with the requirements of applicable data protection laws and we will protect the transferred personal information in accordance with this Privacy Policy and this Appendix 1. This includes:
We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
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, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Our representative for individuals located in the EU and UK is Adam Cassidy, who can be contacted via team@tvreleases.com.au.
You may request details of the personal information that we hold about you and how we process it (commonly known as a "data subject request"). The first copy will be provided free of charge. You may also have a right in accordance with applicable data protection law to have your personal information rectified or deleted, to restrict our processing of that information, to object to decisions being made based on automated processing where the decision will produce a legal effect or a similarly significant effect on you, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to you or another organisation.
If you are not happy with how we are processing your personal information, you have the right to make a complaint at any time to the relevant Data Protection Authority based on where you live. We would, however, appreciate the chance to deal with your concerns first, so please contact us in the first instance using the details set out in this Privacy Policy.