Privacy Policy
Who we are
Our website address is: https://www.acadminservices.com
We follow top level data rules and data protection principles:
Our Processing activities have lawful grounds. We will always consider your rights before Processing Personal Data. We will provide you information regarding Processing upon request.
Processing is limited to a purpose. Our Processing activities fit the purpose for which Personal Data was gathered, that is, providing administrative and transcription and typing related services to you.
Processing is done with minimal data.
Processing is limited to the time period of the job. If data is stored for a particular need be stored for 7 days only after the completion of the job.
We will do our best to ensure the accuracy of data.
We will do our best to ensure the integrity and confidentiality of data.
Your rights to your data:
Right to information – meaning you have to right to know whether your Personal Data is being processed; what data is gathered, from where it is obtained and why and by whom it is processed.
Right to access – meaning you have the right to access the data collected from/about you. This includes your right to request and obtain a copy of your Personal Data gathered.
Right to rectification – meaning you have the right to request rectification or erasure of your Personal Data that is inaccurate or incomplete.
Right to erasure – meaning in certain circumstances you can request for your Personal Data to be erased from our records.
Right to restrict processing – meaning where certain conditions apply, you have the right to restrict the Processing of your Personal Data.
Right to object to processing – meaning in certain cases you have the right to object to Processing of your Personal Data, for example in the case of direct marketing.
Right to object to automated Processing – meaning you have the right to object to automated Processing, including profiling; and not to be subject to a decision based solely on automated Processing. This right you can exercise whenever there is an outcome of the profiling that produces legal effects concerning or significantly affecting you.
Right to data portability – you have the right to obtain your Personal Data in a machine-readable format or if it is feasible, as a direct transfer from one Processor to another.
Right to lodge a complaint – in the event that we refuse your request under the Rights of Access, we will provide you with a reason as to why. If you are not satisfied with the way your request has been handled please contact us.
Right to withdraw consent – you have the right to withdraw any given consent for Processing of your Personal Data.
Why we collect your data:
We only gather information for the purpose of completing your job.
This might be audio or video recordings, or copies of documents or notes, your e-mail address, name, billing address, address etc – that is, information that is necessary for delivering you a product/service or to enhance your customer experience with us. We may save the information you provide us with in order for you to perform the activities needed to fulfil your contract.
Some Information is automatically collected about you this includes information that is automatically stored by cookies and other session tools. For example, your order information, your IP address, your order history (if there is any) etc. This information is used to improve your customer experience. When you use our services or look at the contents of our website, your activities may be logged.
We might gather information about you that is publicly available, such as business information or information from your business website, or other public profiles e.g. LinkedIn account etc in order to complete the activities required to fulfill your job.
We use your Personal Data in order to complete the activities required to fulfil your job. We may use it to enhance your customer experience or to fulfill an obligation under law or contract. We use your Personal Data on legitimate grounds and/or with your Consent.
On the grounds of entering into a contract or fulfilling contractual obligations, we Process your Personal Data for the following purposes:
to identify you;
to provide you a service eg transcription or to send/offer you a product/service;
to communicate either for sales or invoicing;
On the ground of legitimate interest, we Process your Personal Data for the following purposes:
to administer and analyse our client base (purchasing behaviour and history) in order to improve the quality, variety, and availability of products/ services offered/provided;
to conduct questionnaires/interviews concerning client satisfaction and service development;
We sometimes like to offer you products/services that are similar or the same to your purchasing history/browsing behaviour to be our legitimate interest.
We secure your data by:
Encryption: We use secure protocols for communication and transferring data, such as encrypting data in transit e.g. HTTPS and encrypting data when it is at rest/stored e.g. AES256.
Server based in NZ: Transcripts and transcript recordings (unless otherwise directed by you) will be hosted on our Sydney based server.
Deletion: Recordings and Transcripts of those recordings will be deleted from our servers within 7 days of completion.
Firewalls: We use host-based firewalls on both computers and mobile phones, and where possible on our wifi routers.
Password-based authentication: Our systems are password-protected, and when possible, we use 2-factor authentication (both a password and a code is needed for access).
User Access Control: User access to data is limited. Users can only see specific data that they have been granted access too in order to perform their specific role in providing our services (e.g. an accounts person can access client invoicing information but not client recordings. Typists can access specific client recordings they are working on, but not client invoicing information etc.)
Malware Protection (viruses, worms & spyware): Anti-malware software is deployed on computers and mobile phones.
Patch management: Software is licensed and supported. Software is removed from devices when no longer supported. Any security patches are applied within 14 days of an update being released.
If a Data breech does occur we will notify the suitable authorities. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.
Children:
We do not intend to collect or knowingly collect information from children. We do not target children with our services.