Privacy policy

This policy applies to all personal data processed by Impact Data, whether collected via online platforms, client integrations, or internal systems. Impact Data acts as a Data Controller when determining processing purposes, and as a Data Processor when processing data on behalf of clients.

We care about your privacy. We want to tell you in detail about the policies and practices we have adopted to protect your privacy so that you can feel confident about how we handle the personal information you entrust to us, and understand how we manage and use your personal information.

We will collect, process, and use your personal information only in accordance with this policy, regardless of where you call home. While we do not intend to make changes to our policies very often, it is recommended to double-check when you visit our website to be sure that you have read and agree with our most current policy statement. We will not make any changes that have retroactive effect unless legally required to do so.

By accessing our site, using our services, and providing us with your personal information, you consent to us collecting, using, and disclosing your personal information in accordance with our policy. The content on our site may include, among other items of interest, entertainment, surveys, sweepstakes, and contests, and may also include advertising and opportunities to shop online. We may also provide information on our company and our products and may also offer opportunities to apply for employment. We hope that you enjoy our site and any communications you receive from us, and that you will come back often to us to visit!

Lawful Bases for Processing Personal Data

We process personal data based on the following lawful bases:

Consent: We process your personal data when you have given us clear consent to do so for a specific purpose, such as receiving marketing communications.

Contractual Necessity: We process your personal data to fulfil our contractual obligations to you, such as providing services you have requested.

Legal Obligation: We process your personal data to comply with legal obligations, such as maintaining records for tax purposes.

Legitimate Interests: We process your personal data when it is necessary for our legitimate interests, such as improving our services, provided that these interests are not in conflict with your rights and interests.

Summary of Our Privacy Practices

We may use your personal information for such things as to fulfil your requests, serve you better, and identify what communications you would like to receive from us and our clients.

We will only send you materials you have indicated you want to receive according to your preferences, and we will honour your opt-out requests – the last thing we ever want to do is motivate you to stop using our services because we sent you unwanted materials.

We may use cookies and web beacons to help us understand the features that apply to visitors, provide better functionality, and offer you personalised content.

We adopt careful procedures to protect your personal information and use controls to protect credit card data you give us when you purchase online.

When Do We Collect Personal Information?

We collect and use your personal information to email you with updates and news, to respond to your questions or comments, to register you for certain features, to provide personalised content, information, and/or to send out brochures, coupons, samples, offers and other information on us or our clients or our clients’ products or services.

You may choose to provide us with your personal information directly such as when you contact us, register your details with us or enter activities, competitions, and promotions. You may also choose to provide us with your personal information via our customers or other third parties. We may also obtain contact lists, demographic, and other personal information from other sources such as from our customers, business associates and other third parties.

For the convenience of our customers and to better serve you, we may combine your personal information gathered from various sources. You can update or correct your personal information or change your preferences about receiving offers and information from us at any time.

We make a special effort to advise children to obtain parental permission before providing information or ordering anything online, and urge parents to supervise their children's online use. We may ask for age information so that we can provide age-relevant content and fulfil certain legal obligations; if we learn we are dealing with a young child, we may ask for the email address of a parent and make an effort to contact them to determine if the child has permission to provide information to us.

What Do We Do with Your Personal Information?

We collect and use your personal information to conduct our business and assist our clients to conduct their business, help us and our clients manage and enhance their products and services, create personal profiles in our databases, analyse, report on, and aggregate your personal information for various purposes such as benchmarking, market research and product and service analysis and to comply with our legal obligations.

We may also use your personal information to enter you in contests and notify you of results, to email you with updates and news, to respond to your questions or comments, to register you for certain features, to provide personalised content, information, and/or to send out brochures, coupons, samples, offers and other information on us or our clients or our clients’ products or services.

From time to time, we may disclose personal information about you to trusted third-party service providers who assist us in operating our business, delivering our services, maintaining our systems, processing transactions, providing technical support, or meeting legal and regulatory obligations. These providers are contractually required to protect personal information and only use it for the purposes for which it was provided.

Impact Data does not sell, rent, or share mobile numbers or SMS opt-in information with third parties or affiliates for marketing or promotional purposes. Mobile numbers collected for services such as authentication, notifications, or customer communications are used only for the purposes disclosed at the time of collection and are not used for unrelated marketing activities.

All third-party processors are subject to Data Processing Agreements ensuring equivalent protection to GDPR and the Australian Privacy Principles. Data transfers outside Australia or the EU occur only with adequate safeguards such as Standard Contractual Clauses (SCCs).

We may ask visitors providing email addresses to let us know if they would like further information or updates from us or our site; only those who request it will receive follow-up email or other communications from us. We may also ask if you would like to receive information about other products available from members of our family of companies. Only those who expressly ask to receive such information will get it. If we are not sure of your preferences, we may ask you about them. We also provide you an "opt-out" option at any time you wish to cease receiving emails or other information from us. Honestly, the last thing we ever want to do is motivate you to stop hearing from us or our clients – annoying you is not what we are about.

Sometimes our clients may make offers, coupons, and information, including catalogues, available to you via email or SMS. For example, when you place an online order in our catalogue stores or sign up for one of our catalogues online, we may add you to the list to receive that catalogue. You may "opt-out" of receiving offline communications from our clients at any time.

SMS Communications

Where users provide a mobile number to receive SMS communications from Impact Data services, including authentication messages, notifications, or service-related communications, the mobile number is used only to deliver the requested service. Impact Data does not sell or share mobile numbers or SMS consent information with third parties or affiliates for marketing or promotional purposes.

Data Minimisation and Retention

We only collect and retain personal data that is relevant and necessary for the purposes described in this policy.

Personal data is retained only as long as necessary to fulfil those purposes or to comply with legal, regulatory, or contractual requirements.

When personal data is no longer required, it is securely deleted or anonymised.

Impact Data reviews data retention schedules annually to ensure compliance with applicable privacy laws and internal governance standards.

How Do We Use 'Cookies' and Web Beacons?

What Are Cookies?

“Cookies” are data files that a website sends to your computer while you are viewing our site. These data files include information that allows our site to remember important information that will make your use of the site more efficient and useful to you. Our site may use cookies for a variety of purposes. We may use cookie technology and Internet Protocol (IP) addresses to obtain non-personal information from online visitors, and to provide registered visitors with the best possible personalised online experience.

How Do We Use Cookies?

Visitors to our sites use different web browsers and different computers. To make your visits as easy as possible with the technology you use, we may automatically keep track of the type of browser (e.g., Internet Explorer, Google Chrome) and operating system (e.g., Windows, Macintosh) used by a visitor, and the domain name of the visitor's Internet service provider. We may also track the total number of visitors to our site in an aggregate form to allow us to update and improve our site; personally identifiable information is not extracted in this process. This data tells us if more visitors prefer certain features or areas to others, which helps us keep our site fresh and interesting to most of our visitors. We may also use cookies to help prevent young children from entering certain areas or features intended only for adults or older teens.

How Do We Use Cookies to Personalise Your Experience?

Cookie technology helps us deliver content tailored to your interests, and allows us to make ordering products, entering, and participating in sweepstakes and contests, and offering other functions at our site easier for you. Sites that offer online shopping use cookies to remember and process the items in your shopping cart. Where permitted, we may associate personal information with a cookie file in such instances. We may also share our cookie data with our clients so that our cookie files are also recognised by our clients’ websites to customise those websites to better meet your preferences.

What If You Do Not Want Cookies?

If you do not want cookies, you can set your computer to warn you each time a cookie is being sent or turn off all cookies through your browser (e.g., Internet Explorer or Google Chrome). (Check your browser HELP menu to learn the correct way to change or update your cookies.) If you disable cookies, you may be unable to access some of the features noted above.

What Are Web Beacons and How Do We Use Them?

Some of our web pages and email updates may contain electronic images called web beacons, sometimes known as one-pixel GIFs, clear GIFs, or pixel tags. On websites, these allow us to count visitors who have viewed our pages. In promotional email messages/newsletters they allow us to count how many subscribers have read them. Web beacons allow us to develop statistical information about the activities and features that most interest our consumers for the purpose of providing more personalised content. They are not used to access personally identifiable information without your consent.

What About Chat Rooms, Message Boards, or Other Interactive Forums?

We may offer chat rooms, message or bulletin boards, or interactive areas where visitors may post comments or information for our visitors’ enjoyment. If there is a chat room, bulletin or message board, or other interactive areas where personal information may be posted at this site, be sure to check our chat room rules before entering, as you will be bound by them as well as our other general terms and conditions (if any). Our chat room rules will establish such things as age and other restrictions on participation, and outline requirements for obtaining parental consent for young children where their participation is permitted. As you know, anything you post online is available for the world to see. We make no representations and undertake no obligations as to information you voluntarily post.

Is Credit Card / Transaction Information Secure?

We care about the safety and security of your transaction. TLS (Transport Layer Security) is used to communicate with your browser software when you order from us online and thereby provide us with credit card or similar information. TLS is the current industry-standard encryption protocol, which makes it extremely difficult for anyone else to intercept your credit card / transaction and order information that you send us when you submit your online order. Otherwise, the transmission of information to and from us is not encrypted or secure.

We use industry-standard encryption for data in transit and at rest, enforce multi-factor authentication, maintain access logs, and conduct periodic vulnerability assessments. Incident management procedures are aligned with ISO/IEC 27035.

We take precautions to safeguard your credit card data in our internal systems (not applicable outside of Australia as no card data is stored).

What Do We Do to Safeguard Personal Information?

We have instituted safeguards to check that our internal procedures meet our high policy standards. We also use our best efforts to be sure that third parties who work with us as our agents to make this site and its contents available to you, and to fulfil your orders and requests, agree to protect personal information that they must access to serve our site and our visitors and honour your preferences about contacts you receive.

What About Links to Other Websites?

We may offer links to other sites outside our clients or family of companies. However, we try to link only with websites that share our values. You should always check the privacy policy of any linked website to understand their personal information collection practices, including how they may use cookies. We are not responsible for the content or information collection policies of sites operated by other companies. If you visit another site, you should review their privacy and other policies.

What Should You Do If You Have Questions, Wish to Access, Update, or Delete Information, or Wish to Opt Out of Receiving Future Communications?

If you would like us to access, update, change, or delete information we have about you (subject to any applicable legal exceptions), would like to opt out of receiving further communications from us, or have questions about our privacy policy, please contact our Privacy Coordinator at info@impactdata.com.au.

Your Data Protection Rights

Depending on your location, and subject to applicable laws such as the Australian Privacy Act 1988 and the EU General Data Protection Regulation (GDPR), you have the following rights regarding your personal information:

Right of Access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to Rectification: You can request correction of inaccurate or incomplete personal data.

Right to Erasure (“Right to be Forgotten”): You can request deletion of your personal data when it is no longer necessary or when you withdraw consent.

Right to Data Portability: You can request a copy of your data in a structured, commonly used, machine-readable format and transfer it to another controller.

Right to Restrict Processing: You can request the temporary suspension of processing under certain circumstances (e.g., while accuracy is verified).

Right to Object: You can object to processing based on legitimate interests or direct marketing.

Right Not to Be Subject to Automated Decision-Making: You have the right not to be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you.

To exercise any of these rights, please contact us using the details provided below in the “Contact” section. We may need to verify your identity before fulfilling your request.

Right to Lodge a Complaint

If you have any concerns about how we have handled your personal information, or if you would like to make a complaint, you are encouraged to contact us in the first instance. You can reach us at:

Email: info@impactdata.com.au
Address: Level 1/428 Little Bourke Street, Melbourne, VIC 3000
Phone: +61 3 9827 7790

We will endeavour to address your concerns promptly and fairly.

If you remain unsatisfied with our response, you have the right to lodge a complaint with a data protection authority. In Australia, this is the Office of the Australian Information Commissioner (OAIC):

Website: www.oaic.gov.au
Phone: 1300 363 992
Address: GPO Box 5288, Sydney NSW 2001

If you are located in the European Union or United Kingdom, you may also contact your local data protection authority.