This policy was last updated 1 August 2023

What this policy covers

This Privacy Policy tells you how Media Heads handles personal information. It includes our website www.mediaheads.com.au.

Personal information is any information or opinion about you in which you are identified, or from which you are reasonably identifiable.

Why we collect personal information

We use the personal information we collect to provide services to you and to help us to carry out our business.

The purposes for which Media Heads collects, holds, and uses personal information include:

• To respond to your request or help us process any request for our activities or services;
• To effectively administer all activities and services that we provide to you;
• To communicate with you about the activities and services that we may provide to you.

How we collect your personal information

The main ways we collect your personal information are:

• When you give it directly to us, for example when we contact you about participating in an audio or video production, when you contact us via our website, send us email, exchange business cards with us
• In the course of discharging any commercial arrangements between Media Heads and you or your organisation
• Indirectly in the course of normal business, for example, when a third party gives us information about you, or we seek information about you from a third party. We might do this if we are finding people to participate in an audio  to offer a service

Personal information that we collect or hold

Media Heads will collect personal information about people we record in the course of producing our work-based audio or video material.

We also collect Information relevant to your business interactions with us. Such information may include your name and job position, email address, phone number, business postal and street address, and other information about our interactions.

Sometimes we collect sensitive personal information, but only if it is necessary for producing audio or video content. This information will only be provided by you with your specific consent which shall either be recorded in an audio, visual or written format. This may include information about:

• racial or ethnic origin; or
• political opinions; or
• membership of a political association; or
• religious beliefs or affiliations; or
• philosophical beliefs; or
• membership of a professional or trade association; or
• sexual orientation or practices; or
• criminal record.

We are not a health service provider, however we sometimes also collect information about the health of a person including their mental health or disability where this information is relevant to the topic of the audio content or video content we are producing.

How we use or share personal information

We only use or share personal information to provide the agreed service to a client, for example, to make a documentary or other form of audio and/or visual material. The client or we may make the information publicly available via radio, television, a podcast, via social media, or a website, depending on the requirements of the client. We will only do this with your consent.

We don’t use or share your personal information for any other purpose without your permission unless the law requires it.

Sub-contractors

If we share personal information with a sub-contractor to help us with our work, we will ensure they sign a confidentiality agreement and enter into a contractual agreement to keep any and all information secure. We check from time to time that they have complied with their agreement.

Our internal functions and activities

We handle personal information in the following primary ways as part of our internal functions and activities.

Work tools – Microsoft 365

We use Microsoft 365 to conduct our work, which includes handling documents and correspondence that contain personal information. We only use the following products and services: Exchange, OneDrive, SharePoint, Teams, Planner and Office.

We have set up reasonable security safeguards including multi-factor authentication (MFA), role-based access controls, and promptly applying patches to applications and devices.

Our Microsoft 365 data is stored in Australia.

Accuracy of personal information

We take reasonable steps to ensure that the personal information we hold is accurate, up-to-date and complete. This includes:

• Recording information in a consistent format
• Confirming the accuracy of information we collect from a third party
• Periodically checking and updating our contact lists.

If you think that personal information we hold about you is inaccurate, please contact us and we will correct any identified inaccuracies or let you know why we cannot do so.

Complaints and enquiries

If you have a complaint about the way we have treated your personal information, please contact us and we will respond as soon as possible to resolve the issue. We also welcome any questions and comments you may have about our privacy practices.

Email: dave@mediaheads.com.au

Telephone: (+61) 0439 913 380

Write to: Media Heads, The Como Centre, Level 19, 644 Chapel Street, South Yarra, Victoria 3141

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner.

Email: enquiries@oaic.gov.au

Telephone: 1300 363 992 (from overseas +61 2 9284 9749)