PRIVACY POLICY

Last Updated: April 2024

About eNotices

eNotices is a registered trademark and software platform developed, and owned by Forms Express Pty Ltd that provide organisations in the Local Government, Water, Corporate, Financial and Utility sectors to outsource the production & distribution of their billing notices and related documents, and payment collection services on behalf of their customers (“Notice Services”). Over 200 organisations across Australia and New Zealand have subscribed to the eNotices software platform that enables them to reduce their costs and provide efficiencies for some, or all their Notice Services.

District Council of Grant are currently using eNotices.

Introduction

eNotices is committed to treating the personal information we collect in accordance with the District Council of Grant's Privacy Policy, Australian Privacy Principles in the Privacy Act 1988 (Cth), the Information Privacy Principles (IPP’s) that form part of the Privacy and Data Protection Act 2014 (Vic) (the Privacy Acts) and any other privacy legislation in your territory. This Privacy Policy sets out how we handle personal information.

eNotices collects personal information from the eNotices platform and District Council of Grant for the sole purpose of fulfilling the provision of the Notice Services. The Notice Services are provided to a range of recipients. Examples of recipients are property owners, animal owners, water or utility customers, corporate and financial customers, among others (“Recipients”).

District Council of Grant Privacy Policy can be found at https://www.dcgrant.sa.gov.au/

Our Privacy Policy describes how we manage personal information, including the kinds of personal information we collect, the purposes for which we collect personal information, and how we hold, use and disclose personal information. By using our products and services (including our website) or by providing your personal information to us you agree to the terms of this Privacy Policy.

We may need to update this Privacy Policy from time to time to reflect our current privacy practices or changes in the law and regulations. When we make any material changes to this Privacy Policy, we will post the updated policy on our website.

We encourage you to check our website from time to time to ensure that you are aware of our current Privacy Policy.

1. PERSONAL INFORMATION WE COLLECT

1.1. The types of personal information we collect depends on the nature of our engagement with you. Examples of personal information we may collect include:

1.1.1. General identification information such as names

1.1.2 Contact details such as postal address, property address, email address, phone and mobile phone number

1.2. If you choose not to supply us with this information, we may not be able to allow you to access or use our products or services (or all of the features and functionality offered by our products or services) or to respond to queries or requests that you submit to us.

1.3.Our eNotices website may contain links to other websites. We are not responsible for the privacy practices or the content of those other websites. The privacy practices applicable to those other websites may differ substantially from ours, so we advise you to read the privacy policy of those other websites before using them.

2. COLLECTING PERSONAL INFORMATION

2.1. The collection and handling of personal information is in accordance with this Privacy Policy.

2.2. Sensitive Information such as racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual preferences or practices, criminal record, as described in Information Privacy Principles 10 (Sensitive Information) are not required to be collected.

3. HOLDING PERSONAL INFORMATION

3.1. We hold personal information in both hard copy and electronic formats. We take security measures to protect the personal information we hold which includes physical controls (for example, security passes to enter our offices and storage of files in lockable cabinets) as well as technological controls (for example, restriction of access, firewalls, the use of encryption, passwords and digital certificates).

3.2. We also have policies and processes which govern document retention and data breach incidents. We endeavour to ensure that personal information is kept as current as possible and that irrelevant or excessive data is deleted or made anonymous as soon as reasonably practicable. However, some personal information may be retained for varying time periods in order to comply with legal and regulatory obligations and for other legitimate business reasons.

3.3. Personal information will be archived or destroyed in accordance with the Public Records Act 1973, relevant Retention and Disposal Authority from the Public Records Office Victoria, any other privacy legislation in your territory, or as per the written agreement with District Council of Grant.

3.4.In accordance with the Privacy Acts, we collect personal information to ensure accuracy, completeness, consistency, and validity of ratepayers / recipients. We maintain a secure system for the collection, handling and storing of personal information within Australia and will use appropriate technologies, security methods, operational policies and procedures to protect the information from:

3.4.1. Unauthorised access

3.4.2. Improper use

3.4.3. Alteration in any way

4. PURPOSE FOR COLLECTING, HOLDING, USING, SHARING AND DISCLOSING PERSONAL INFORMATION

4.1. We will only use your information if we have a lawful reason to do so such as when it’s our legal duty, if we have your consent and when it’s in our legitimate interest to do so. The personal affairs information that you provide when registering for eNotices (for example: name, address, email, phone number and unique identifier such as eNotices reference number and assessment number), will only be used for the primary purpose that it was collected for, that being for the issue of Notices electronically, and, or via hard copy in the mail for the ratepayers / recipients, and not for any other secondary purpose without your explicit permission.

4.2. Where lawful and practicable, we will offer you the option of remaining anonymous as part of your transaction with us.

4.3. We may also use non-personal, de-identified and aggregated information for several purposes including for data analytics, research, submissions, thought leadership and promotional purposes. Any output is anonymised or aggregated so that no personal information or information relating specifically to you is reasonably identifiable.

5. ACCESS TO PERSONAL INFORMATION

5.1. Certain sections of, or offerings from, eNotices may require you to register. If registration is requested, you agree to provide us with accurate, complete registration information. Your registration must be done using your real name and accurate information. Each registration is for your use only and on behalf of the stated entity. We do not permit (a) any other person using the registered sections under your name; or (b) access through a single name being made available to multiple users on a network. You are responsible for preventing such unauthorised use.

5.2. We will endeavour to ensure that the personal information it holds is accurate, complete and up to date. We will systematically append and/or update any new personal information you provide to your existing customer record. This ensures that your customer record is complete and up to date.

5.3. It is important that you make sure the personal information we hold about you is accurate, up to date and complete. If any of your details change or if you believe that any personal information we have collected about you is inaccurate, you can update your contact details via your eNotices account or visit our website for contact information, and we will take reasonable steps to correct it in accordance with the requirements of the Privacy Acts.

6. COMPLAINTS

6.1. You can notify District Council of Grant of any complaint you may have about our handling of your personal information. District Council of Grant will endeavour to reply to you of receipt of your enquiry and, where appropriate, will advise you of the general reasons for the outcome of the complaint.

6.2. While District Council of Grant hope that they will be able to resolve any complaints, you may have without needing to involve third parties such as eNotices, if you are not satisfied with the outcome of your complaint, you can refer your complaint to the Office of the Australian Information Commissioner or any other relevant authorities in your territory.

6.3. Where lawful and practicable, District Council of Grant will offer you the option of remaining anonymous as part of your complaint with District Council of Grant. Please bear in mind, anonymity may limit the ability to process a complaint or other matter. Therefore, if you choose not to supply personal information that is necessary for us and District Council of Grant to perform its functions, then we reserve the right to take no further action on that matter.

7. DIRECT DEBIT

7.1.Direct Debit arrangements that do not pay the Rates in full within the current financial year will be reviewed on an annual basis.

8. CONTACT DETAILS

8.1. If you have any queries in relation to the management of your personal information, you can direct your questions directly to District Council of Grant by email or phone. Contact details can be found at https://www.dcgrant.sa.gov.au/

Schedule to Terms & Conditions of entry for Win an iPad
Promotion name: FlexiPay
Eligible States/Territories: National
Promotion period: Start: 9 Apr 2024 9:00 AM. End: 31 May 2024 3:00 PM. No entries will be accepted outside this time.
Promoter: FlexiPay 4 Reeves Court Ct Breakwater VIC 3219
Eligible entrants: Entry to the Promotion is open to Australian residents in all eligible states/territories who fulfil the method of entry requirements and are 18 years of age or older.
Details of prizes: iPad (9th Gen) 10.2" WiFi RRP A$549.00
Total number of prizes: 1
Total prize value: Total prize pool (inc GST): $900.00
Method of entry: To enter, an entrant must, during the promotional period: Visit the competition website and complete the required details on the online entry form, in accordance with any instructions on the website.
Maximum number of entries: 1 per person The entrant can only win one prize in this promotion (except for SA residents).
Prize draw: The prize draw will begin 10:00 AM on 31 May 2024. Location of draw: FlexiPay 4 Reeves Court Ct Breakwater VIC 3219
Notification of winners: Winner will be notified via Email no later than 7 Jun 2024
Public announcement of winners: The winner of the prize will be published here:
enotices.com.au on 7 Jun 2024
Unclaimed prize draw: Unclaimed prize draw date: 10:00 AM on 31 Aug 2024 Location of unclaimed prize draw: FlexiPay 4 Reeves Court Ct Breakwater VIC 3219
Notification of unclaimed prize winners: Unclaimed prize winner will be notified via Email no later than 7 Sep 2024.
Public announcement of winners from unclaimed prize draw: The winner of the unclaimed prize will be published here: enotices.com.au on 7 Sep 2024
Terms & Conditions of entry
1. Information on how to enter and prize details form part of these terms & conditions (Terms of entry). The Terms must be read in conjunction with the Schedule. The Schedule defines the terminology used in these Terms of entry. Where there is any inconsistency between these Terms and the Schedule, the Schedule prevails. Participation in this Promotion is deemed acceptance of these Terms of entry.
2. Entry is open only to legal residents of the Eligible States/Territories who satisfy the Method of entry. Directors, officers, management, employees, suppliers (including prize suppliers) and contractors (and the immediate families of directors, officers, management, employees, suppliers and contractors) of the Promoter and of its related bodies corporate, and of the agencies and companies associated with this Promotion, including the competition permit providers TPAL (Trade Promotions and Lotteries Pty Ltd) are ineligible to enter. Immediate family means any of the following: spouse, ex-spouse, child or step-child (whether natural or by adoption), parent, step-parent, grandparent, step-grandparent, uncle, aunt, niece, nephew, brother, sister, step-brother, step-sister or first cousin.
3. The Promotion will be conducted during the Promotion period.
4. The time zone applicable to any time stated, relates to the state or territory where the Promoter is located, unless expressly stated to the contrary.
5. The Prize/s are specified in the Details of prizes section of the Schedule.
6. The total prize pool is specified in the Total prize value section of the Schedule.
7. Any prize is valued in Australian dollars unless expressly stated to the contrary.
8. Entrants are advised that tax implications may arise from their prize winnings and they should seek independent financial advice prior to acceptance of their prize(s). The Promoter accepts no responsibility for any tax implications that may arise from accepting a prize. Entrants are responsible for any and all expenses that they incur in entering the competition and they will not be reimbursed regardless of whether or not they win the competition.
9. The entrants must follow the Method of entry during the Promotion period to enter the Promotion. Failure to do so will result in an invalid entry. The Promoter will not advise an Entrant if their entry is deemed invalid.
10. The time of entry will be deemed to be the time the entry is received by the Promoter.
11. Entrants may submit up to the Maximum number of entries (if applicable).
12. The Promoter accepts no responsibility for any late, lost, delayed, incomplete, incorrectly submitted, corrupted, illegible or misdirected entries, claims or correspondence whether due to omission, error, alteration, tampering, deletion, theft, destruction, disruption to any communication network or medium, or otherwise including those entries not received by the Promoter for any reason. The Promoter is not liable for any consequences of user error including (without limitation) costs incurred. No correspondence will be entered into.
13. The prize(s) will be awarded to the valid entrant(s) drawn randomly in accordance with the Prize draw details. The Promoter may draw additional reserve entries (and record them in order). In the event of an invalid entry or an ineligible entrant, or if the entrant is ineligible to accept the prize, the prize will be awarded to the first reserve entry drawn. If the prize can’t be awarded to the entrant drawn, the promoter will then continue this process until the prize is awarded.
14. The winner does not need to be present at the draw unless expressly stated to the contrary.
15. The winner(s) will be notified in accordance with the Notification of winners and Notification of unclaimed prize winners (if applicable) sections of the Schedule. Notification to winners will be deemed to have occurred on the later of the time the winner receives actual notification from the Promoter or two business days thereafter. The notification will include details about how the prize(s) can be claimed.
16. The Promoter takes no responsibility where it is unable to contact prize winners who have not provided correct or complete contact details. If an entrant’s contact details change during the promotional period, it is the entrant's responsibility to notify the Promoter. A request to modify any entry information should be directed to Promoter.
17. It is a condition of accepting any prize that the winner must comply with all the conditions of use of the prize and the prize supplier’s requirements. Each prize must be taken as stated and no compensation will be payable if a winner is unable to use the prize as stated.
18. The winner(s) name and state/territory of residence will be published in accordance with the Public announcement of winners section of the Schedule (if applicable).
19. If the prize(s) has not been claimed by the Unclaimed prize draw time and date and subject to any written directions from a State lottery agency, the Promoter may conduct an Unclaimed prize draw in
accordance with the Unclaimed prize draw section of the Schedule (if applicable). In the event the Unclaimed prize draw takes place, the Promoter will attempt to contact the winner(s) of the Unclaimed prize draw in accordance with the Notification of unclaimed prize draw section of the Schedule, and if applicable, the name and State/Territory of residency of any winner(s) of the Unclaimed prize draw will be published in accordance with the section of the Schedule entitled Public announcement of winners from unclaimed prize draw. If a prize is no longer available the promoter may substitute with a prize of higher or equal value subject to any written directions from a regulatory authority. The promoter is not allowed to deduct any administrative costs associated with provision of the prize.
20. To the greatest extent permitted by law, the Promoter excludes all warranties, representations or guarantees (Warranties) regarding the Promotion and any prizes, including any Warranties which may have been made in the course of advertising or promoting the Promotion. The conduct of the Promotion or the supply of prizes may involve third parties, and the Promoter makes no Warranties and disclaims all liability in connection with any such third parties, their acts or omissions. By entering the Promotion, an entrant releases and indemnifies the Promoter and its related bodies corporate (including the officers, employees and agents of each) from and against all actions, penalties, liabilities, claims or demands the entrant may have against the Promoter or that the Promoter may incur for any loss or damage which is or may be suffered or sustained as a direct or indirect result of an entrant entering or participating in the Promotion or winning or failing to win a prize, or using or permitting any other person to use the prize, except for any liability which cannot be excluded by law or which would cause any part of this clause to be void or unenforceable.
21. If despite the foregoing clause, the Promoter incurs a liability to an entrant under any law which implies a Warranty into these Terms of entry which cannot legally be excluded, the Promoter’s liability in respect of the Promotion is limited, in the Promoter’s discretion, to either resupplying such goods or services as form part of the Promotion, or paying the cost of resupplying those goods or services.
22. Without limiting any of the foregoing, in no circumstances will an entrant or the Promoter have any liability to the other for any loss or damage suffered which is indirect or consequential in nature, including without limitation any loss of profit, loss of reputation, loss of goodwill, or loss of business opportunity.
23. The Promoter and its associated agencies and companies will not be liable for any delay, damage, or loss in transit of prizes.
24. The Promoter may in its absolute discretion not accept a particular entry, may disqualify an entry, or cancel the entire Promotion at any time without giving reasons and without liability to any entrants, subject to any written directions from a regulatory authority. Without limiting this the Promoter reserves the right to verify the validity of entries, prize claims and entrants and to disqualify any entrant who submits an entry or prize claim that is misleading or not in accordance with these Terms of entry or who manipulates or tampers with the entry process. In the event that a winner breaches these Terms of entry, the winner will forfeit the prize in whole and no substitute will be offered. Verification is at the discretion of the Promoter, whose decision is final. Failure by the Promoter to enforce any of its rights at any stage does not constitute a waiver of those rights.
25. Prizes, or any unused portion of a prize, are not transferable or exchangeable and cannot be taken as cash, subject to any written directions from a regulatory authority. Where a prize is unavailable for any reason, the Promoter may substitute the prize for another item of equal or higher value subject to any written directions from a regulatory authority. The Promoter accepts no responsibility for any variation in prize value (including between advertising of the Promotion and receipt of the prize).
26. In the case of the intervention of any outside act, agent or event which prevents or significantly hinders the Promoter’s ability (or that of a third party involved with the Promotion) to proceed with the Promotion on the dates and in the manner described in these Terms of entry, including but not limited to vandalism, natural disasters, acts of God, civil unrest, strike, war, act of terrorism, the Promoter’s obligations in respect of the Promotion will be suspended for the duration of the event and, in addition, the Promoter may in its absolute discretion cancel the promotion and recommence it from the start on the same conditions, subject to approval of the relevant authorities.
27. All entries become the property of the Promoter. As a condition of entering into this Promotion, entrants agree to assign all their rights in and to their entry and any related content to the Promoter, including any copyright or other intellectual property rights in the entry and related content. Without limiting this, the
Promoter may use entry content for any and all purposes including commercial purposes. You warrant that entry content is original, lawful and not misleading and that the Promoter’s use of such content will not infringe the rights of any third parties. The Promoter has no obligation to credit you as the author of any content submitted and may otherwise do any acts or omissions which would otherwise constitute an infringement of any moral rights you may have as an author of content.
28. Entrants consent to the Promoter using the personal information provided in connection with this promotion for the purposes of facilitating the conduct of the promotion and awarding any prizes, including to third parties involved in the promotion and any relevant authorities. In addition to any use that may be outlined in the Promoter’s Privacy Policy, the Promoter including third parties may, for an indefinite period, unless otherwise advised, use the private information for promotional, marketing, publicity, research and profiling purposes, including sending electronic messages or telephoning the entrant.
29. The collection and disclosure of personal information provided in connection with this promotion will be handled in accordance with the Promoter's Privacy statement which adheres to the Privacy Act 1988 (cth) and Australian Privacy Principles.
30. The Promotion and these Terms of entry will be governed by the law of the State or Territory in which the Promoter ordinarily resides. Entrants accept the non-exclusive jurisdiction of courts and tribunals of that State or Territory in connection with disputes concerning the Promotion.
31. Facebook, YouTube, Instagram, TikTok or Snapchat may be used to advertise or promote the Promotion. By entering the Promotion, entrants agree that the Promotion is in no way sponsored, endorsed or administered by, or associated with Facebook, YouTube, Instagram, TikTok or Snapchat; and to release Facebook, YouTube, Instagram, TikTok or Snapchat from all liability in relation to this Promotion. Any questions, comments or complaints regarding the Promotion should be directed to the Promoter and not Facebook, YouTube, Instagram, TikTok or Snapchat.