Privacy Policy

Cool.org (Cool Australia) Privacy Policy

Privacy generally

This privacy policy applies to the handling of personal information by Cool Australia Limited as trustee of the Cool Australia Trust ABN 52 435 794 034 ) (Cool.org, we, us, our).

Cool.org understands the importance of protecting the privacy of an individual’s personal information. This privacy policy sets out how Cool.org aims to protect the privacy of your personal information, your rights in relation to your personal information managed by Cool.org and how Cool.org collects, holds, uses, discloses, and otherwise manages, your personal information.

In collecting, holding, using, disclosing and otherwise managing your personal information, Cool.org will comply with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles in the Privacy Act.

Cool.org will regularly review its policies and procedures regarding personal information and may therefore update and amend this privacy policy from time to time. Any updated privacy policy will be made available on the website at https://www.coolaustralia.org/ or can otherwise be obtained by contacting us and requesting a copy.

2. Kinds of personal information collected

Personal information includes information or an opinion about an identified, or reasonably identifiable, individual. During the provision of our goods and services or as a result of our other interactions or dealings with you, Cool.org may collect your personal information.

The kinds of personal information that Cool.org collects will vary depending on our particular interaction or dealing with you, from figuring our basic things like what browser you use, to more complex things like which resources would suit you most. However, generally speaking, the kinds of personal information Cool.org collects may include:

contact and identification information such as your name, address, telephone number, email address and date of birth;
information about your areas of expertise or interest;
details regarding your occupation, including if you work for a school or other institution, the name of the school or other institution you work for and your professional title;
details regarding your qualifications and credentials;
your testimonials, feedback and complaints;
information about your reasons for accessing our website and using our resources;
information about how you were referred to our website; and
details regarding your navigation on and use of our website.

We also collect internet/technology related information from visitors to our site or users of our other online services, including the referring URL, your IP address, which browser you used to come to the site, the country, state or province, the pages of our site that you viewed during your visit and any search terms entered on our site.

Cool.org may also hold other kinds of personal information as permitted or required by law or other kinds of personal information that we notify you of at or about the time of collection.

Generally, we do not collect sensitive information about individuals. Information about your health, racial or ethnic origin, political persuasions, criminal record and religious or philosophical beliefs are all examples of sensitive information. If we do need to collect sensitive information about you, we will only do so with your consent or where we are required to do so by law.

3. Collection of personal information by Cool.org

Generally, Cool.org collects your personal information directly from you. For example, Cool.org may collect your personal information:

when you create an account with us or our related entities or otherwise provide us with your details;
where you use our websites or otherwise interact with us;
when you attend one of our events;
during phone calls with Cool.org representatives or when you contact us; or
if you post information to any of our social media sites.

There may be occasions when Cool.org collects your personal information from someone other than you, for example:

from anyone authorised or acting on your behalf;
from our affiliated or related entities, including Cool Plus Education Pty Ltd (Cool +);
where you interact with us on behalf of an organisation (such as your employer), from that organisation; or
from a publicly maintained record or other publicly available sources of information including social media and similar websites.

Generally, Cool.org will only collect your personal information from sources other than you if it is unreasonable or impracticable to collect that personal information from you.

4. Purposes for which personal information is used

We collect, hold, use and discloses your personal information for the following purposes:

to provide you with access to our website (which includes access to our resources);
to conduct our business;
to enable us to supply you with information you request from us;
to obtain your feedback regarding our resources or to conduct other market research;
to undertake direct marketing (as detailed in paragraph 5 below);
to analyse information we collect so that we can administer, support, improve and develop our business, subscription products and resources we offer; and
to comply with the obligations of Cool.org under any applicable laws.

In addition to the purposes listed above, Cool.org may use your personal information for other purposes which we notify you of when we collect the information and for purposes otherwise permitted or required by law.

Where personal information is used or disclosed, Cool.org takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed. You are under no obligation to provide your personal information to Cool.org. However, without certain information from you, Cool.org may not be able to provide products, services or information to you or may be limited in how we can interact with you.

5. Direct marketing

In addition to the purposes outlined in paragraph 4 above, Cool.org may use and disclose your personal information in order to inform you of promotions, offers, products or services that may be of interest to you. This may include Cool.org disclosing your personal information to our affiliated or related entities, including Cool+ or other entities with which Cool.org has a commercial relationship or arrangement for the purpose of Cool+ or the other entity contacting you for such direct marketing purposes.

6. Disclosure of personal information

Cool.org discloses your personal information for the purpose for which Cool.org collects it. As a result, generally, Cool.org will only disclose your personal information for a purpose set out in paragraphs 4 and 5 of this privacy policy. This may include disclosing your personal information to:

Cool+ or other related or affiliated companies of Cool.org;
our service providers and contractors and other third parties that provide products or services to us (including our technology service providers);
people or entities considering acquiring an interest in Cool.org’s business or assets;
Cool.org’s professional advisors including lawyers, accountants, insurers and auditors; and
government agencies, regulatory bodies and law enforcement agencies, or other similar entities.

Cool.org may also disclose your personal information for other purposes if we notify you of the disclosure at or about the time of collecting the information, we have otherwise received your consent, or the disclosure is required or authorised by law.

If you post information or other content to public sections of our websites or to our social media sites, you acknowledge that the information or content may be viewed by the public and/or users of the relevant website or social media site.

7. Overseas disclosures

Some of the parties that Cool.org discloses your personal information are located outside Australia, including New Zealand.

We take reasonable steps to ensure that any such overseas recipients do not hold, use or disclose your personal information in a way that is inconsistent with the obligations imposed under the Privacy Act and the Australian Privacy Principles in the Privacy Act.

8. Links to other websites

When you access our websites or other online services, we may provide as a convenience to you links to other websites, including sites operated by our partners, associates, or independent third parties. These links are provided as a convenience to you. Each website has its own privacy practices, as described in that site’s privacy policy. Those practices may be different than the practices described in this privacy policy, and we encourage you to read each website’s privacy policy carefully before you use or submit information to that site. Additionally, to the extent that you follow a link to a website operated by an independent third party, please be aware that we may not exercise authority or control over that third party, and are not responsible for any information that you may submit to that site.

9. Security of personal information

Cool.org takes steps reasonable in the circumstances to ensure that the personal information it holds is protected from misuse, interference and loss and from unauthorised access, modification or disclosure.

Your personal information will be kept on databases held on servers kept in a physically and technologically secured environment, accessed only by authorised personnel or contractors. Where personal information is held in hard copy, it will be held in controlled, access restricted premises which only authorised personnel or contractors will be permitted to access.

Cool.org will destroy or de-identify personal information in circumstances where it is no longer required, unless Cool.org is otherwise required or authorised by law to retain the information.

Where you have an account with us, you are responsible for maintaining the confidentiality of your user name and password. You shall be responsible for all uses of the website and our resources, whether or not authorised by you. You agree to immediately notify Cool.org of any unauthorised use of your user name or password.

10. Access and correction

Cool.org takes steps reasonable in the circumstances to ensure personal information it holds is accurate, up-to-date, complete, relevant and not misleading.

Where you have an online account with us, you can update your personal information by logging into your account and editing your profile.

In addition, under the Privacy Act, you have a right to seek access to and correction of your personal information that is collected and held by Cool.org. If at any time you would like to access or correct the personal information that Cool.org holds about you, or you would like more information on Cool.org’s approach to privacy, please contact the Cool.org Privacy Officer using the details set out in paragraph 11 below. Cool.org will grant access to the extent required or authorised by the Privacy Act or other law and take steps reasonable in the circumstances to correct personal information where necessary and appropriate.

To obtain access to your personal information:

you will have to provide proof of identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected;
Cool.org requests that you be reasonably specific about the information you require; and
Cool.org may charge you a reasonable administration fee, which reflects and will not exceed the cost to Cool.org for providing access in accordance with your request.

Cool.org will endeavour to respond to your request to access or correct your personal information within 30 days from your request. If Cool.org refuses your request to access or correct your personal information, Cool.org will provide you with written reasons for the refusal and details of complaint mechanisms.

If you are dissatisfied with Cool.org’s refusal to grant access to, or correct, your personal information, you may make a complaint to the Office of the Australian Information Commissioner.

10. Contacting Cool.org

For further information or enquiries regarding your personal information, or if you would like to opt-out of receiving any promotional or marketing communications or make a privacy complaint, please contact Cool.org’s Privacy Officer using any of the following contact details:

Privacy Officer

Email: naomi@cool.org

Post: PO Box 1062 Windsor 3181

Phone: 1300 853 810

11. Privacy complaints

Please direct all privacy complaints to Cool.org’s Privacy Officer. At all times, privacy complaints:

will be treated seriously;
will be dealt with promptly;
will be dealt with in a confidential manner; and
will not affect your existing obligations or affect the commercial arrangements between you and Cool.org.

Cool.org will endeavour to resolve your complaint within 30 days, unless Cool.org informs you otherwise.

Cool.org’s Privacy Officer will commence an investigation into your complaint. You will be informed of the outcome of your complaint following completion of the investigation. In the event that you are dissatisfied with the outcome of your complaint, or an extension to the time in which Cool.org will resolve it, you may refer the complaint to the Office of the Australian Information Commissioner (OAIC).

The OAIC contact details are below:

Phone 1300 363 992

Online enquiry https://www.oaic.gov.au/about-the-OAIC/contact-us

Website www.oaic.gov.au

Address Office of the Australian Information Commissioner

GPO Box 5288

Sydney NSW 2001

Cool+ Privacy Policy

(1) Privacy generally

This privacy policy applies to the handling of personal information by Cool Plus Education Pty Ltd (ABN 39 666 535 646) (Cool+, we, us, our).

Cool+ understands the importance of protecting the privacy of an individual’s personal information. This privacy policy sets out how Cool+ aims to protect the privacy of your personal information, your rights in relation to your personal information managed by Cool+ and how Cool+ collects, holds, uses, discloses, and otherwise manages, your personal information.

In collecting, holding, using, disclosing and otherwise managing your personal information, Cool+ will comply with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles in the Privacy Act.

Cool+ will regularly review its policies and procedures regarding personal information and may therefore update and amend this privacy policy from time to time. Any updated privacy policy will be made available on the website at https://cool.org/privacy-policy or can otherwise be obtained by contacting us and requesting a copy.

(2) Kinds of personal information collected

The kinds of personal information that Cool+ collects will vary depending on our particular interaction or dealing with you. However, generally speaking, the kinds of personal information Cool+ collects may include:

contact and identification information such as your name, address, telephone number, email address and date of birth;
payment information where you subscribe for or purchase any of our products or services;
information about your areas of expertise or interest;
details regarding your occupation, including if you work for a school or other institution the name of the school or other institution you work for and your professional title;
details regarding your qualifications and credentials;
your testimonials, feedback and complaints;
information about your reasons for subscribing to our platform or otherwise acquiring products or services from us;
information about how you were referred to our website and/or platform; and
details regarding your navigation on and use of our website and/or platform.

Cool+ may also hold other kinds of personal information as permitted or required by law or other kinds of personal information that we notify you of at or about the time of collection.

(3) Collection of personal information by Cool+

Generally, Cool+ collects your personal information directly from you. For example, Cool+ may collect your personal information:

when you subscribe to our platform, create an account or otherwise provide us with your details;
where you use our websites or platform or otherwise interact with us; or
if you post information to any of our social media sites.

There may be occasions when Cool+ collects your personal information from someone other than you, for example:

from anyone authorised or acting on your behalf;
from our affiliated or related entities, including Cool Australia Limited as trustee of the Cool Australia Trust ABN 52 435 794 034 (Cool Australia);
where you interact with us on behalf of an organisation (such as your employer), from that organisation; or
from a publicly maintained record or other publicly available sources of information including social media and similar websites.

Generally, Cool+ will only collect your personal information from sources other than you if it is unreasonable or impracticable to collect that personal information from you.

(4) Purposes for which personal information is used

We collect, hold, use and discloses your personal information for the following purposes:

to provide you with access to our subscription products (which includes access to our resources);
to conduct our business;
to offer and promote our subscription products or our other products or services;
to enable us to supply you with information you request from us;
to obtain your feedback regarding our subscription products and resources or to conduct other market research;
to undertake direct marketing (as detailed in paragraph 5 below);
to analyse information we collect so that we can administer, support, improve and develop our business, subscription products and resources we offer; and
to comply with the obligations of Cool+ under any applicable laws.

In addition to the purposes listed above, Cool+ may use your personal information for other purposes which we notify you of when we collect the information and for purposes otherwise permitted or required by law.

Where personal information is used or disclosed, Cool+ takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed. You are under no obligation to provide your personal information to Cool+. However, without certain information from you, Cool+ may not be able to provide products, services or information to you or may be limited in how we can interact with you.

(5) Direct marketing

In addition to the purposes outlined in paragraph 4 above, Cool+ may use and disclose your personal information in order to inform you of promotions, offers, products or services that may be of interest to you. This may include Cool+ disclosing your personal information to our affiliated or related entities, including Cool Australia or other entities with which Cool+ has a commercial relationship or arrangement for the purpose of Cool Australia or the other entity contacting you for such direct marketing purposes. If you do not wish to receive such communications from Cool+, you can opt-out by contacting Cool+ via the contact details set out in paragraph 11 of this privacy policy or through the opt-out mechanism contained in a marketing communication to you.

(6) Disclosure of personal information

Cool+ discloses your personal information for the purpose for which Cool+ collects it. As a result, generally, Cool+ will only disclose your personal information for a purpose set out in paragraphs 4 and 5 of this privacy policy. This may include disclosing your personal information to:

Cool Australia or other related or affiliated companies of Cool+;
our service providers and contractors and other third parties that provide products or services to us (including our technology service providers);
people or entities considering acquiring an interest in Cool+’s business or assets;
Cool+’s professional advisors including lawyers, accountants, insurers and auditors; and
government agencies, regulatory bodies and law enforcement agencies, or other similar entities.

Cool+ may also disclose your personal information for other purposes if we notify you of the disclosure at or about the time of collecting the information, we have otherwise received your consent, or the disclosure is required or authorised by law.

(7) Overseas disclosures

Some of the parties that Cool+ discloses your personal information to may be located outside Australia, including New Zealand .

(8) Links to other websites

(9) Security of personal information

Cool+ takes steps reasonable in the circumstances to ensure that the personal information it holds is protected from misuse, interference and loss and from unauthorised access, modification or disclosure.

Cool+ will destroy or de-identify personal information in circumstances where it is no longer required, unless Cool+ is otherwise required or authorised by law to retain the information.

Where you are a subscriber or have an account with us, you are responsible for maintaining the confidentiality of your user name and password. You shall be responsible for all uses of your subscription, whether or not authorised by you. You agree to immediately notify Cool+ of any unauthorised use of your user name or password.

(10) Access and correction

Cool+ takes steps reasonable in the circumstances to ensure personal information it holds is accurate, up-to-date, complete, relevant and not misleading.

Where you register with us as a subscriber or have another online account with us, you can update your personal information by logging into your account and editing your profile.

In addition, under the Privacy Act, you have a right to seek access to and correction of your personal information that is collected and held by Cool+. If at any time you would like to access or correct the personal information that Cool+ holds about you, or you would like more information on Cool+’s approach to privacy, please contact the Cool+ Privacy Officer using the details set out in paragraph 11 below. Cool+ will grant access to the extent required or authorised by the Privacy Act or other law and take steps reasonable in the circumstances to correct personal information where necessary and appropriate.

To obtain access to your personal information:

you will have to provide proof of identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected;
Cool+ requests that you be reasonably specific about the information you require; and
Cool+ may charge you a reasonable administration fee, which reflects and will not exceed the cost to Cool+ for providing access in accordance with your request.

Cool+ will endeavour to respond to your request to access or correct your personal information within 30 days from your request. If Cool+ refuses your request to access or correct your personal information, Cool+ will provide you with written reasons for the refusal and details of complaint mechanisms.

If you are dissatisfied with Cool+’s refusal to grant access to, or correct, your personal information, you may make a complaint to the Office of the Australian Information Commissioner.

(11) Contacting Cool+

For further information or enquiries regarding your personal information, or if you would like to opt-out of receiving any promotional or marketing communications or make a privacy complaint, please contact Cool+’s Privacy Officer using any of the following contact details:

Privacy Officer

Email: naomi@cool.org

Post: PO Box 1062 Windsor 3181

Phone: 1300 853 810

(12) Requesting deletion of personal data

In compliance with our commitment to your privacy, we allow our users to request the deletion of their data from our records. If you wish to have your personal data removed from our systems, please follow the steps below:

Request Submission: Submit your data deletion request by contacting us through our designated email address info@cool.org.
Verification: To protect your privacy and security, we will take reasonable steps to verify your identity before proceeding with your request. This process may require you to provide additional information or documentation confirming your identity.
Processing Time: Once your identity has been verified, we will process your data deletion request within 30 days. We will notify you once your data has been successfully deleted from our records.
Exceptions: Please note that in some cases, we may not be able to fully delete your data due to legal obligations or other necessary reasons. If such a situation arises, we will inform you about the specific reasons why we cannot fulfil your request entirely.

We are committed to ensuring the confidentiality and protection of your personal information. If you have any questions or concerns regarding the data deletion process or our privacy practices, please do not hesitate to contact us.

(13) Privacy complaints

Please direct all privacy complaints to Cool+’s Privacy Officer. At all times, privacy complaints:

will be treated seriously;
will be dealt with promptly;
will be dealt with in a confidential manner; and
will not affect your existing obligations or affect the commercial arrangements between you and Cool+.

Cool+ will endeavour to resolve your complaint within 30 days, unless Cool+ informs you otherwise.

Cool+’s Privacy Officer will commence an investigation into your complaint. You will be informed of the outcome of your complaint following completion of the investigation. In the event that you are dissatisfied with the outcome of your complaint, or an extension to the time in which Cool+ will resolve it, you may refer the complaint to the Office of the Australian Information Commissioner (OAIC).

The OAIC contact details are below:

Phone 1300 363 992

Online enquiry https://www.oaic.gov.au/about-the-OAIC/contact-us

Website www.oaic.gov.au

Address Office of the Australian Information Commissioner

GPO Box 5288

Sydney NSW 2001

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