Privacy policy

POD Holdings’ privacy commitment

“POD Holdings” means POD Holdings Pty Ltd ABN 12 691 312 982, its subsidiaries and affiliates in Australia (collectively referred to as POD Holdings) are committed to managing personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and in accordance with other applicable privacy laws.

POD Holdings is an e-commerce business operating through a website platform.

In this Privacy Policy, “we” and “us” refers to POD Holdings and “you” refers to any individual about whom we collect personal information.

What information does POD Holdings collect about you?

• Users and prospective users

When you enquire about our services or products, a record is made which includes your personal information. Typically, when you choose a service on the platforms and wish to use or buy products or services that we offers our clients, we need to ensure you have a user record to record your purchase.

The type of personal information that we collect will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:

• your name, e-mail, postal address and other contact details;
• information about your employer or an organisation who you represent;
• any payment terms that you adopt;
• payment information as a part of your account subscription with us, including credit card information used to pay for the subscription;
• any additional personal information you provide to us, or authorise us to collect, as part of your interaction with POD Holdings

We may also collect personal information from third parties in ways which you would expect. Before you use any of the platforms, we may collect additional details necessary to conduct background checks to determine your suitability for membership and otherwise to authenticate your identity.

• Other individuals

POD Holdings may collect personal information about other individuals who are not clients of POD Holdings. This includes customers and members of the public who we are involved with, individual service providers and contractors to POD Holdings, and other individuals who interact with POD Holdings on a commercial basis. The kinds of personal information we collect will depend on the capacity in which you are dealing with POD Holdings. Generally, it would include

• your name, e-mail, postal address and other contact details;
• information about your employer or an organisation who you represent;
• your professional details; and
• any additional personal information you provide to us, or authorise us to collect, as part of your interaction with POD Holdings.

In limited circumstances, POD Holdings may collect information which is considered sensitive information.

You can always decline to give POD Holdings any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested. If you have any concerns about personal information we have requested, please let us know.

• Visitors to our websites

The way in which we handle the personal information of visitors to our websites is discussed below.

How and why does POD Holdings collect and use your personal information?

POD Holdings collects personal information reasonably necessary to carry out our business, to assess and manage our clients' needs, and provide services. We may also collect information to fulfil administrative functions associated with these services, for example billing, entering into contracts with you or third parties and managing client relationships.

The purposes for which POD Holdings usually collects and uses personal information depends on the nature of your interaction with us, but may include:

• responding to requests for information and other general inquiries;
• processing and fulfilling orders;
• communicating with you;
• researching, developing, planning and expanding our facilities and services;
• informing you of our activities, promotions, updates, events, facilities and services;
• responding to enquires and complaints; and
• providing customer support.

POD Holdings generally collects personal information directly from you. We may collect and update your personal information over the phone, by email, over the internet or social media, or in person. We may also collect personal information about you from other sources, for example our companies, clients and other third parties.

We will also collect your personal information where you open an account with us in connection with our services.

POD Holdings also collects and uses personal information for market research purposes and to innovate our delivery of products and services.

POD also collects data through cookies, browser activity and analytical tools used for site performance improvement.

How does POD Holdings interact with you via the internet?

You may visit our websites or send us e-mail correspondence without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry), any personal information you provide to POD Holdings will be managed in accordance with this Privacy Policy.

POD Holdings's websites use cookies. A “cookie” is a small file stored on your computer's browser, which assists in managing customised settings of the website and delivering content. We collect certain information such as your device type, browser type, IP address, pages you have accessed on our websites and on third-party websites. You are not identifiable from such information.

You can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages or content on our website.

POD Holdings's websites may contain links to third-party websites. POD Holdings is not responsible for the content or privacy practices of websites that are linked to our website.

Can you deal with POD Holdings anonymously?

POD Holdings will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable for POD Holdings to deal with individuals anonymously or pseudonymously on an ongoing basis. Typically, we require users to authenticate their identifications to be able to utilise and purchase our services. If we do not collect personal information about you, you may be unable to utilise our services or participate in programs or activities we manage or deliver.

How does POD Holdings hold information?

POD Holdings stores information using electronic record keeping methods in secure databases (including trusted third party storage providers based in Australia and overseas). Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure. We will not be liable or responsible for any breach of this obligation.

POD Holdings maintains security over any physical and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security which includes, without limitation, firewalls (security measures for the internet) multi-factor authentication, third party platform security features, user identifiers, reCAPTCHA logins, secure coding best practices, activity logging, and passwords to control access to our computer systems.

Our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Users of our websites are encouraged to exercise care in sending personal information via the internet.

We take steps to destroy or de-identify information that we no longer require.

Does POD Holdings use or disclose your personal information for direct marketing?

POD Holdings may use or disclose your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below.

If you opt-out of receiving marketing material from us, POD Holdings may still contact you in relation to its ongoing relationship with you.

All marketing communications will contain an opt out link.

How does POD Holdings use and disclose personal information?

• For anonymous users

The purposes for which we may use and disclose your personal information will depend on the services we are providing you. For example, if you use our application to browse services, we may disclose information about you to service providers where this is relevant to our services.

• For authenticated users

If you are an authenticated user, we may disclose your personal information to our clients and other stakeholders where this is reasonably necessary for, and relevant to, the delivery of the services.

• For marketing purposes

We may use or disclose your personal information for marketing purposes, including marketing of events and our services. This may also include past or current projects.

• For end customers

If you are an end customer, we may use and disclose your personal information where reasonably necessary for, and relevant to, the delivery of the services and where you wish to purchase a service on POD Holdings. For example, we may capture your credit card for the purposes of charges on a one-off and recurring basis.

• Disclosure to contractors and other service providers

POD Holdings may disclose information to third parties we engage in order to provide our services, including contractors and service providers used for data processing, data analysis, customer satisfaction surveys, information technology services and support, website maintenance/development, printing, archiving, mail-outs, and market research.

Personal information may also be shared between related and affiliated companies of POD Holdings, located in Australia and overseas.

Third parties to whom we have disclosed your personal information may contact you directly to let you know they have collected your personal information and to give you information about their privacy policies.

• Use and disclosure for administration and management

POD Holdings will also use and disclose personal information for a range of administrative, management and operational purposes. This includes:

• administering billing and payments and debt recovery;
• planning, managing, monitoring and evaluating our services;
• quality improvement activities;
• statistical analysis and reporting;
• training staff, contractors and other workers;
• risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives);
• responding to enquiries and complaints regarding our services;
• obtaining advice from consultants and other professional advisers; and
• responding to subpoenas and other legal orders and obligations.

• Other uses and disclosures

We may use and disclose your personal information for other purposes explained at the time of collection or otherwise as set out in this Privacy Policy.

This may include uploading that information to an OpenAI or similar platform in connection with the delivery and improvement of the services.

Does POD Holdings disclose your personal information overseas?

POD Holdings works with clients, service providers, sponsors and commercial interests across the globe. It is likely that your personal information will be disclosed to overseas recipients.

Unless we have your consent, or an exception under the Australian Privacy Principles applies, we will only disclose your personal information to overseas recipients where we have taken reasonable steps to ensure that the overseas recipient does not breach the Australian Privacy Principles in relation to your personal information.

How can you access or seek correction of your personal information?

You are entitled to access your personal information held by POD Holdings on request. To request access to your personal information please contact our privacy officer using the contact details set out below.

You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.

We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.

However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.

We may decline your request to access or correct your personal information in certain circumstances in accordance with the Australian Privacy Principles. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction.

What should you do if you have a complaint about the handling of your personal information?

You may contact POD Holdings at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.

You may make a complaint about privacy to the privacy officer at the contact details set out below.

The privacy officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within a week.

If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.

In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to your complaint, or you consider that POD Holdings may have breached the Australian Privacy Principles or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.

How changes are made to this Privacy Policy?

POD Holdings may amend this Privacy Policy from time to time, with or without notice to you. We recommend that you visit our website regularly to keep up to date with any changes.

How can you contact POD Holdings?

The contact details for POD Holdings are:

POD Holdings Customer Service Team

info@pod.com.au
PO Box 605, Chester Hill NSW 2162