Privacy Policy - Passtab

This privacy policy describes how we at Invision Marketing Services (IMS) collect, use, and manage Personally Identifiable Information (PII) that is collected and stored using the Passtab system.

Introduction

The Passtab System is used to collect and collate information about persons who  arrive at and depart from the premises of an organisation. (Persons can include visitors as well as members of staff, students, residents, and the like.) It can also be used to collect and collate information about the movements of persons to and from locations within the premises of an organisation.

 The Passtab System has two components; an Administrator component and a Visitor Registration component. Both components can be accessed by any web browser enabled device, including computers, tablets, and smartphones. Devices which have been given access to the Visitor Registration component can be used to record arrivals, departures, and movements of persons on a premises.

 

How we collect PII

We collect PII when:

1. a Passtab Account Holder creates an Administrator account. We collect:
a. Account Name
b. Email address
c. Password
d. Organisation name and address
e. Contact Phone Number
f. Contact Name

2. a person uses the Visitor Registration component to register arrival or departure from the premises of the Administrator. For each person we collect:
a. Name
b. Arrival and departure time

The Administrator may customise the Passtab system to collect additional information which may typically include:
a. The access point to the premises used for arrival and departure
b. A temporary PIN associated with a visitor
c. Employer of the visitor
d. Reason for visit
e. Person being visited
f. Electronic signature
g. Movement between locations on the premises

 

How we use PII

We collect PII to

a. Manage, service, and invoice our Account Holder accounts
b. Create a datafile of people who have arrived and departed from the Administrator's premises.
c. Facilitate emergency management by allowing Administrators and delegated staff to view the database of persons who are on the premises during an emergency

 

How we manage PII

PII is stored on a secure server provided by Amazon Web Services. The server is physically located in Australia. Communication between the Administrator account and the server is encrypted in transit. Access to the secure server is restricted to authorised IMS personnel.

PII that relates to the Account Holder's account is viewable on the Administrator's computer and devices that have been provided with password access to the Passtab System by the Administrator.  The Administrator and approved devices have the ability to download, save and export PII. Security for these devices and downloaded data is the responsibility of the Administrator.

We do not combine PII with other data or modify PII that we have collected. We do not disclose PII to third parties.

When an account is closed we will delete all PII associated with that account.

 

How we access your PII

You have a right to access your PII that we hold and ensure that it is correct. For information on how to access your PII at IMS please contact our privacy officer with your request:

Jim Camm
Associate Director
Invision Marketing Services Pty Ltd
Suite 8, 410 Burwood Highway, Wantirna South, Victoria, 3152
Within Australia: 03 9800 1489
Outside Australia: +61 3 9800 1489
Email: jimcamm AT invision.net.au (Replace AT with @)  

We will endeavour to respond to your request within three business days.

 

Changes to our Privacy Policy

Our Privacy Policy complies with the Privacy Act 1988 (Cth) as amended in March 2014. We may amend this Privacy Policy to reflect changes in legislation or our business. If we amend the policy we will post the change on our website.

 

Response to Requests

If you are not satisfied with our response to your request for information you may wish to contact the the Office of the Australian Information Commissioner:
02-9284-9666
enquiries@oaic.gov.au
www.oaic.gov.au