The Australian Recording Industry Association Limited (ARIA) respects the privacy of the individuals we deal with. In our handling of personally identifiable information about individuals, we comply with the requirements of the Australian Privacy Principles (APPs) in the Federal Privacy Act 1988.
We only collect personal information that we need for one or more of our business activities. Most of the personal information ARIA collects relates to individuals in their business or professional capacities, so we only collect this information as an incident of a business relationship with an individual or the organisation they work for. Some examples of this sort of information include:
details of artists and their recordings, which we use to compile the ARIA charts;
◦details of DJs who contribute to the ARIA charts; and
◦contact details for the people we deal with at other organisations with which ARIA has business relationships, such as music retailers and providers, industry or trade associations, media organisations, government authorities and suppliers of goods and services.
Occasionally, we may collect personal information about individuals in their private capacities, for example where an individual:
◦subscribes to receive ARIA publications, the ARIA charts and ARIA charts related content;
◦opts in to receive information about ARIA, the ARIA Awards, the ARIA Charts and other ARIA related material;
◦makes an inquiry (eg. by email or telephone);
◦makes a comment via our Facebook or Twitter pages, or through other social media and online channels. This is discussed further below (Section 6, Online privacy issues);
◦submits a competition entry form; or
◦enters into a licence or agreement with ARIA; or ◦applies for a job with ARIA.
ARIA usually does not need to collect any sensitive information (such as information about racial or ethnic origin, political activities or affiliations, memberships of unions or other associations, religion, sexual preferences or practices, criminal record or medical history). If we do collect or hold such information, we will only do so strictly in accordance with the APPs in the Privacy Act.
ARIA generally collects personal information from the individual. The most common ways in which ARIA collects personal information is:
◦as part of application forms submitted to ARIA by individuals;
◦as a part of ARIA chart contributions;
◦when individuals enter into a licence or agreement with ARIA;
◦when individuals enter into a competition;
◦when individuals opt in via ARIA's websites to receive information about ARIA, the ARIA Awards, the ARIA Charts and other ARIA related material;
◦from job applications when individuals apply for jobs at ARIA;
◦from contributions made via social media (including Twitter,Facebook, Instagram or Snapchat).
However, sometimes ARIA needs to collect personal information from a third party. If we collect personal information about you from a third party and it is unclear whether you have consented to the disclosure of that personal information to us, we will take reasonable steps to contact you and ensure that you are aware of the circumstances surrounding the collection and the purposes for which we have collected your personal information.
Generally, we only use personal information for the primary purpose for which we have collected it, or for closely related business purposes. For example, ARIA collects personal information to fulfill its role as an industry association including, for the purpose of:
◦compiling the ARIA charts;
◦managing business relationships and agreements;
◦operating competitions and contacting winners of those competitions;
◦reviewing and assessing job applications;
◦responding to enquiries and complaints; and
◦providing information to you regarding the ARIA Charts, ARIA, events and music industry matters; and
providing information to you about offers and services from ARIA’s partners/sponsors (where you have given your consent to receive such information).
In most cases, the primary purpose for which we need personal information will be apparent from the context in which we collect it. If this is not the case, we will take steps to specify our purpose(s) at, or as soon as possible after, the time of collection. We may also use personal information to send you information about our activities, or about goods or services that we believe may be relevant or useful to you. If at any time you do not wish to receive such information, please let us know by contacting our Privacy Officer (see section 9 below).
In other respects, we will only use personal information with your consent, or if we are required or permitted by law to do so (eg. under the APPs in the Privacy Act).
ARIA generally only discloses personal information to other persons or organisations for the primary purpose for which we have collected it, or with your consent (which may be explicit, or may be implied from your conduct or from the circumstances in which the information is collected).
We may also disclose personal information if we are required or permitted by law to do so (eg. under the APPs in the Privacy Act).
The following sections describe some of the organisations, or types of organisations, to which ARIA usually discloses personal information. Wherever personal information is disclosed outside of ARIA, we take reasonable steps to ensure that the recipient:
◦handles that information in accordance with the APPs in the Privacy Act;
◦only uses the information for the specific purpose(s) for which it is provided to them;
◦does not disclose the information to any person or organisation except in accordance with directions from ARIA; and
◦stores the information securely, and either destroys it or returns it to ARIA when it is no longer needed.
Phonographic Performance Company of Australia (PPCA) is closely affiliated with ARIA. PPCA is a non-profit collecting society established by Australian record companies to issue licences for the broadcasting, public performance and communication of sound recordings and music videos.
Under longstanding arrangements between our organisations certain PPCA staff are able to access the ARIA recordings database, for the purposes of verifying copyright ownership of sound recordings.
Occasionally, ARIA has to rely on third party contractors to provide services or perform functions on our behalf, and this may involve a disclosure of personal information by ARIA to that third party. While these vary from time to time, they may include:
◦organisations that provide communication services on our behalf;
◦advisers who have been engaged by ARIA to provide ARIA with legal, administrative, financial or other services; and
◦information technology service providers.
ARIA takes reasonable steps to ensure that the personal information we hold is protected from risks such as loss or unauthorised access, destruction, use, modification or disclosure.
Your personal information is stored on a password protected database and hard copy files which are secured from unauthorised access. We only allow authorised personnel to access personal information, and it is a condition of employment with ARIA that our employees maintain the confidentiality of all information to which they have access.
We only retain personal information for as long as it is needed by us, or for as long as we are legally required to retain the information. When we are no longer required to retain personal information, we ensure that it is disposed of or destroyed in a secure fashion in accordance with our obligations under the APPs in the Privacy Act.
Cookies are small text files stored on your computer to enable a web server to collect information from your web browser. Cookies store information such as the web pages you have visited and how you have used a website. They do not automatically collect personal information about you, although if you provide personal information through our website, then that information may be stored in a cookie.
Google Analytics is a cookie-based web analysis service provided by Google. We have implemented a feature of Google Analytics referred to as Demographics and Interest Reporting on this website.
The Google Analytics Demographics and Interest Reporting feature allows us to collect data relating to the demographics (age and gender) and interests of visitors to the ARIA website. We collect such data to analyse how visitors engage with our website. We do not collect or store personally identifiable information about visitors.
You can opt out of Google Analytics by visiting Googleâs opt-out site at tools.google.com/dlpage/gaoptout.
This Policy also applies to the personal information that individuals provide to us via our Facebook and Twitter pages, or through other social media and online channels. We will generally use and disclose that information only for the purposes of participating in and managing an online conversation (including by responding to individualsâ comments), or otherwise as permitted under this Policy. We will not use or disclose information collected through these channels for marketing purposes unless we make that clear at the time of collecting the information (for example, in the context of a competition or other specific online activity). If an individual decides to communicate or otherwise publish personal information about themselves via our website, Facebook and Twitter pages or through other social media and online channels, then the individual acknowledges that ARIA cannot control the use of such personal information by other users of our website or other online channels.
Some of the third-party advertisers who advertise on our website may place their own cookies on your computer to monitor the effectiveness of their advertising. This enables them to understand where you saw their advertisement and to target their online advertisements more effectively. These cookies collect information about the web pages you have visited. They do not collect any personal information about you or your computer. The information gathered from these cookies is collected directly by the third-party advertiser (or their agency) and is not accessed by ARIA.
You can opt-out of certain third-party advertiser cookies by visiting the advertiserâs website. Further information about âbehavioural advertisingâ is available at various websites including: www.youronlinechoices.com.au.
If you no longer wish to receive marketing, promotional or other communications from ARIA, then please follow the instructions in these communications which set out the way in which to “unsubscribe” or contact the ARIA Privacy Officer using the contact details in section 9 below to enable ARIA to facilitate your request.
Under the Privacy Act, you generally have a right to seek access to the personal information that ARIA holds about you, although there are some circumstances in which we may be required or permitted by law to withhold access to some or all of that information. You also have the right to ask us to correct personal information about you that you believe is inaccurate, incomplete or out of date.
If you wish to exercise these rights, we ask that you make a request in writing to our Privacy Officer (see section 9 below). You will need to provide some form of identification (eg. a copy of your driverâs licence or passport) so we can verify that you are the individual to whom the personal information relates. You should also include details of how we can contact you in case we need to discuss your request.
If you would like to make a complaint in relation to this Policy or the manner in which we handle your personal information, please contact our Privacy Officer (contact details are set out in section 9). We will endeavour to respond to complaints within 30 days of their receipt.
If you are dissatisfied with our response, you may refer the matter to the Australian Information (Privacy) Commissioner (see www.oaic.gov.au).
If you have any questions or comments about this Policy, or if you wish to access or correct your personal information or make a complaint about our handling of that information, please contact our Privacy Officer by one of the following methods:
◦By telephone (during business hours) - + 61 2 8569 1144
◦By fax - + 61 2 8569 1181
◦By email - firstname.lastname@example.org
The Privacy Officer
PO Box Q20
QVB POST OFFICE NSW 1230
This Policy was last updated on 06 June 2016.