Privacy Policy

Introduction

Tourism Tropical North Queensland (TTNQ) is committed to protecting the privacy of our clients, customers and visitors to our Information Centre and website.  We understand and appreciate that clients, visitors and users of our website and booking service are concerned about their privacy and confidentiality and security of any information that may be provided to us.

This Privacy Policy demonstrates our commitment to protecting your privacy by disclosing to you the ways in which we deal with your personal information.  The implementation plan will demonstrate our compliance and execution of this Privacy Policy.

This Privacy Policy is drafted in a way which takes account of the diverse functions of Tourism Tropical North Queensland’s various business units.  It aims to give:

• Guidance to members of the public, industry stakeholders and our members to assist them to understand how personal information is managed in Tourism Tropical North Queensland and how they can exercise their privacy rights in respect of Tourism Tropical North Queensland’s activities;
• Guidance on how the Privacy Policy is implemented throughout Tourism Tropical North Queensland.

Personal information that TTNQ collects

Financial Management and Contractual Records
There is commonality amongst these records across various business areas of Tourism Tropical North Queensland, so they are grouped here as one entry.  The purpose of the financial records is to process and account for expenditure and revenue. Information collected and held includes names and addresses of clients, members and service providers.  Contractual records include personal information relating to consultants and other contractors who provide goods and services to Tourism Tropical North Queensland. Location: Accounts, Membership, Corporate Services and other relevant departments of Tourism Tropical North Queensland.

Travel Arrangements Information
Tourism Tropical North Queensland has responsibility for organising travel arrangements on behalf of relevant clients included but not limited to influencers, media and content creators.  In finalising these arrangements, Tourism Tropical North Queensland may collect the following personal information: Name and address of clients; billing or bank account details; nationality; drivers license details; accommodation house the client is staying at locally; billing address; email address; telephone numbers; health issues (if any) and other special access requirements. This information is processed by the Tourism Tropical North Queensland staff for the purpose of arranging accommodation and tour bookings. Those records relating to travel arrangements may be stored on paper and electronic media. Location: Marketing and Accounts departments of Tourism Tropical North Queensland.

Consumer Research Information
At various times, Tourism Tropical North Queensland collects personal information from consumer surveys and interviews.  The information related to holiday preferences, tourism product information sources and buying influences.  The information collected includes, but is not limited to the following: Name and address of individual concerned; age; previous holiday locations; preferred holiday locations; holiday spending patterns. Location: Marketing and Information Technology departments of Tourism Tropical North Queensland.

Marketing Information
The Marketing and Business Events departments of Tourism Tropical North Queensland may collect information relating to a person in their capacity as a representative of a client, member product, supplier, wholesaler, retailer or other tourism infrastructure business that Tourism Tropical North Queensland communicates with.  This information is utilised to provide the marketing services which assist these businesses in performing the purpose of their organisation.  The information collected includes, but is not limited to the following: Name; position/title; business name; work or mobile number. Location: Marketing, Business Events Cairns & Great Barrier Reef and other relevant departments of Tourism Tropical North Queensland.

Correspondence
Correspondence that has been addressed to the Chief Executive Officer or Tourism Tropical North Queensland Staff from the public of other Government agencies is referred to the relevant areas within Tourism Tropical North Queensland for consideration and preparation of responses. Tourism Tropical North Queensland keeps copies of the correspondence in electronic and paper form. The correspondence includes personal information which might arise in any subject matter related to Tourism Tropical North Queensland’s functions. Examples are: names, addresses, personal opinions about tourism related matters, complaints and grievances and any other matter that the correspondent wishes to convey to Tourism Tropical North Queensland. Location: Chief Executive’s Office, Corporate Services and other relevant Departments of Tourism Tropical North Queensland.

Information Systems Personal Information
Tourism Tropical North Queensland’s information technology management systems network routinely carries, enables processing of, and stores, for varying periods, much of the core business information of Tourism Tropical North Queensland on behalf of all departments.  It encompasses both internal electronic transactions and external transactions, including telephone, email, and Internet activity. The great bulk of those personal information records within that network environment are described above, or are described in the other parts of this plan that deal with the content of core business operations of business areas of Tourism Tropical North Queensland. In addition to that material, there are some personal information records specifically tailored to IT system administration, namely IT system security identifiers and usage tracking records about staff users of the IT system that are held by the Corporate Services Manager and other departmental managers.  That information is not usually disclosed to persons other than mentioned above or the individuals concerned. Staff are routinely made aware of system usage rules and monitoring procedures concerning collection and use of the information. Location: Corporate Services,  Information Technology and other relevant departments of Tourism Tropical North Queensland.

Use and Disclosure

Your personal information may be disclosed to the following organisations:

• Tourism Tropical North Queensland staff members
• Tourism & Events Queensland and Tourism Australia
• Your authorised representative
• Our professional advisers including our accountants and solicitors
• Government regulatory authorities and other similar organisations, as required or authorised by law
• Outsourced service providers.  Your personal information may be used to:
  • Provide the services which you have requested from Tourism Tropical North Queensland

Use of our website

Automatic collection of your personal information
When you visit our website, our Internet Service Provider (ISP) automatically records the following information about you for statistical purposes:

• Your server address;
• The website you visited immediately prior to ours;
• Your domain name;
• The date and time of your visit to our website;
• The pages you accessed and the information or documents you downloaded; and
• The type of browser you used. No attempt is, or will be, made to identify users of their browsing activities except, in the unlikely event of an investigation, where a law enforcement agency may exercise a warrant to inspect our activity logs.

Emails
Tourism Tropical North Queensland encourages the use of email communication to increase efficiency in communications.  Emails sent to or from Tourism Tropical North Queensland are routinely monitored by our information technology staff for systems administration, quality control and compliance purposes. We will only record your email address if you send an email to us. Email enquiries will be passed to the most appropriate staff member, who will be asked to respond to you directly.  The staff member who responds to you will retain your email address as long as may be necessary to respond to you. Your name and address details will not be added to a mailing list, nor will we disclose these details to third parties without your consent unless required by law. The information that we receive from you will be treated in the strictest confidence. We will not disclose your personal information to any third party without seeking your consent.

Online Subscriptions
If you wish to subscribe to any online information service which we may offer from time to time, you will need to supply us with the following information:

• Your full name
• Your email address
• Your nationality
• Your age group
• Your occupation
• Your areas of interest

We will use this data to send information and publications to you via email.  If you are included on a group email mailing list for this purpose, we will send you the information in such a way that your email address will not be visible to other mail out recipients. If you had previously requested to be added to our mailing list and have since changed your mind, click the unsubscribe link in the bottom footer of an email received from our mailing list, or send an email to [email protected] with the subject line “unsubscribe” and we will remove you from our mailing list.

Alternatively, you can put a request in writing to Tourism Tropical North Queensland, PO Box 865, CAIRNS QLD 4870. If you have any questions about our Privacy Policy please contact Tourism Tropical North Queensland via [email protected].

Access to your personal information
You can request to access the personal information we hold about you if you wish to do so.  We will take reasonable steps to provide you with access if we are able to do so. If we are unable to provide you with access, we will explain why. You may also wish to apply to amend the information if you believe it to be incomplete, inaccurate, or out of date. We also reserve our rights to charge a fee for searching for and providing access to your information. To request access please email [email protected] or call 0740 317676.  You may also write to Tourism Tropical North Queensland, PO Box 865, CAIRNS QLD 4870.

Security of your personal information
Tourism Tropical North Queensland is committed to protecting your personal information from misuse and loss, and from unauthorised access, modification and disclosure, and will take all reasonable steps to ensure this.

Disposal and destruction of your personal information
If we no longer need to hold your personal information, we will take reasonable steps to destroy or permanently de-identify that information.

Complaints
If you have a question, comment or complaint regarding our Privacy Policy or procedures, you should contact [email protected] or call during business hours on 07 4031 7676.  You may also write to Tourism Tropical North Queensland, PO Box 865, CAIRNS QLD 4870.

Changes to this policy
From time to time, it may become necessary for us to review or amend this policy, and we reserve the right to do so.  Any changes will be made as and when required, and we will advise you of any changes by posting an updated version of our policy on our website. An up to date copy of this policy can be made available in hard copy at any time from our office at L1, Ports North Building, Cnr. Grafton and Hartley Streets, Cairns QLD 4870.

[Updated 1 July 2023]