Genics Privacy Policy

This document outlines the procedures employed by Genics to effectively manage and safeguard the personal information we collect and retain, ensuring your trust and confidence in our services.

At Genics, we take the responsibility of handling personal information seriously. We are bound by relevant privacy laws and regulations, including the Privacy Act 1988 (Cth) and strictly adhere to the 13 Australian Privacy Principles (APPs), ensuring the utmost care and security in managing your personal information.

Personal Information We Collect

We collect personal information from clients, contractors, and partners, which may include:

• Client records
• Project files
• Personnel records
• Contractor information
• Occupational health and safety records
• Security records
• Subscription details
• Legal files
• Complaint details

These records may contain:

• Name, address, occupation, email address, and telephone number
• Opinions and reactions to testing and research
• Health information
• Digital online footprints
• Credit card or other financial details

Some of this information may be considered sensitive, such as:

• Race or ethnic origin
• Political opinions
• Religious beliefs
• Trade union membership
• Sexual orientation
• Criminal record
• Health information
• Genetic information

How We Collect Personal Information

We aim to collect personal information directly from you whenever possible. However, we may also collect information from other sources, such as:

• Online forms
• Surveys
• Research projects
• Pathology providers
• Website usage data
• Telephone conversations
• Video calls
• Biometric technology
• In-person meetings
• Emails and correspondence
• Photographs and videos
• Third-party reports
• Publicly available information, including social media
  interactions

Why We Collect, Hold, and Use Personal Information

At Genics, we collect, hold, and use personal information for purposes directly related to our services and activities. We only collect information that is necessary for these purposes, ensuring that your data is handled responsibly and with care.

When we collect personal information for specific activities, we will provide a collection notice explaining how we will use that information.

We may use or hold personal and sensitive information for the following purposes:

• To provide services to our clients
• To manage our employees and contractors
• To manage our business operations and security
• To undertake research and testing
• To maintain subscriber records
• To promote and market our activities

We may disclose personal information to our partners, contractors, or agents who provide services to us, such as data storage providers or financial institutions.

We will only use or disclose your personal information for purposes other than those described in a collection notice if:

• You have consented to the use
• You would reasonably expect us to disclose it
• It is required or authorised by law
• It will prevent a serious threat to someone’s health or safety
• It is required to investigate unlawful activity or misconduct
• It is required to locate a missing person
• It is required for legal purposes

Website Usage

Cookies

We use cookies on our website to enhance your user experience. Cookies are small files that identify your browser and allow us to remember your preferences. No personal information is stored within our cookies.

Analytics

We use Google Analytics to collect anonymized data about your interaction with our website. This data helps us improve our website and services.

Email Communication

When you send emails to us, the content and your details become part of our records. Your email address will not be added to any mailing list without your consent.

Online Forms

If you complete an online form on our website, we may record your details to the extent that they are relevant to the purpose for which they are being collected. We will only use this information for the purpose for which it was collected and will not disclose it without your consent except where required by law.

Third-Party Services

Genics may use online forms and surveys hosted by third parties. We will ensure that these providers have appropriate privacy protections in place.

Research Activities

We may conduct research involving cropping, horticulture and animal systems, including health and genetic information. This collection may be subject to ethical approval requirements.

We will usually de-identify any connected personal information collected during research. If de-identification is not possible, we will handle the information in accordance with the Privacy Act.

We may also handle personal information of research partners or clients when providing services. This may include:

• Name, address, occupation, email address, and telephone number
• Opinions and reactions to testing and research
• Client information
• Health information
• Credit card or other financial details

If we collect your personal information for research, we will use it for that specific research activity. We may also add it to a database to contact you about future Genics activities, but only with your consent or where you would reasonably expect this.

Enquiries

When you contact us for information, we will:

• Log the contact in a secure database
• Record your name, contact details, and information about your enquiry
• Record phone calls for quality assurance and coaching
• Not add you to a mailing list without your consent
• Not disclose the information collected without your consent, except where required by law

Direct Communication

We store contact details for clients and stakeholders to share information and facilitate participation in events and activities. We will:

• Hold all personal information in secure databases
• Allow recipients of mass emails to unsubscribe from our mailing list
• Provide a clear unsubscribe link in mass communications
• Personnel and Support Services

Genics collects, uses, discloses, and handles personal and sensitive information to manage our business affairs, legal obligations, and personnel. This includes activities related to:

• Recruitment and assessment
• Compliance
• Staff development and training
• Audit and assurance
• Financial, legal, security, and IT matters
• Workplace issue resolution
• Risk management
• Due diligence assessments
• Due Diligence

We may conduct due diligence checks on the digital footprint of existing and prospective staff, affiliates, and business partners to protect our people, business, and assets. Publicly available information will only be collected if relevant to the purpose and will not be the sole factor in any decisions made.

Public Engagement

We collect personal information when engaging with the public about our activities, including through:

• Promotions and competitions
• Photographs at events
• Feedback on social media
• Marketing materials
• Membership or subscriber records
• Educational programs and publications
• Freedom of Information Requests

We collect personal information when processing requests for document access under the Freedom of Information Act 1984 (Cth).

Service Providers

Genics may engage third-party service providers, including overseas ones, to provide software, platforms, and other services. These providers may collect personal information on our behalf. We take contractual measures to ensure these providers have appropriate privacy protections.

Information Storage

We store personal information securely on our IT systems, password-protected and accessible only to authorized personnel. We comply with recordkeeping obligations under the Archives Act 1983 (Cth) and other government policies regarding information storage and security.

We may use third parties to store some personal information on servers and cloud services in Australia or overseas.

Overseas Disclosure

We may disclose personal information overseas, for example, during research collaborations or when using overseas-based servers. We will only disclose information overseas in accordance with the APPs and where appropriate privacy protections are in place.

Access and Amendment

You may access and request correction of your personal information held by Genics, subject to certain exceptions. We may charge a fee for administrative costs associated with providing a copy of your information.

Complaints

If you have a privacy-related complaint, please contact us at info@genics.com.