PRIVACY POLICY
Infinite Horizon is a committed company that provides technology solutions in Canberra. Respectfully and professionally, we manage your personal information while providing quality services. The policy outlines are our obligations to you as our esteemed client. The organization has adopted the Australian Privacy Principles (APPs) enacted in the privacy Act (Australia, 2017). Thus, the collection, storage, and usage of any personal data in our company are accountable for the security.
WHY WE COLLECT PERSONAL INFORMATION
Infinite Horizon collects personal information for easy identification of our esteemed clients. Personal information the company collects incorporate names, phone number, email addresses, and home addresses. The company obtains your information through interviews, emails, or via our website. The company’s service to you is the primary reason for collecting your personal information (Shacklett, n.d.). Sometimes we advise our clients to subscribe to our website when we deliver technological services.
SENSITIVE INFORMATION
According to the Australian Privacy Principle (APPs), making opinions on politics, ethnicity, religion, or racial discrimination by our employees is punishable in the court of law. Acquiring sensitive information to blackmail a customer is also punishable in court (MacPhail and Gordon, 2014). Our client’s information is only used for the primary purpose it was acquired, and with your consent according to the law.
DISCLOSURE OF PERSONAL INFORMATION
Infinite Horizon can only disclose your information upon the requirement and authorization of the law. When you have a third party, with your consent, the company will disclose your information.
SECURITY FOR YOUR INFORMATION
Infinite Horizon ensures that your personal information is safe because the company depends on you as our client. When the company no longer needs your personal information, the necessary steps will be taken and permanently destroyed. However, our files will keep your records for five years safely until you change your mind.
ACCESS TO YOUR PERSONAL INFORMATION
When you want to de-identify your information, you contact us via writing an email us and the necessary steps will be taken. Since you are our client, Infinite Horizon will not charge a fee when you want to access your personal information. However, the identification procedure is inevitable before the company retrieves the information for you.
The policy mentioned above may change from time to time because of the delivery services we conduct, and so we will continuously update you when necessary. Upon any complaints or queries, you are free to contact us on our website.
Task 2: Outline the organizational requirements for Infinite Horizon to meet customer service standards.
The organization’s requirement for Infinite Horizon is the ability to understand privacy obligations for customers. Notably, anonymity and pseudonymity of clients are essential in the company. Personal information must remain anonymous within the company. In light of the Australian Privacy Policy Act, clients or customers have the option to identify themselves or stay anonymous (von Dietze and Allgrove, 2014). Using pseudo accounts is only restricted to various clients and customers within the company. When privacy policies ensure privacy obligation to customers, then Infinite Horizon would meet customer needs. Consequently, promoting privacy awareness also helps in the administration of consequences upon illegal disclosure of personal information. Privacy awareness involves training staff on how to handle confidential information and avoid unnecessary exposure. Arguably, this narrative goes hand in hand with the overseas disclosure of personal information. Thus, Infinite Horizon staff should focus on how to protect information according to the law. The company’s trained team meets the company’s needs because they know how, when, and where to disclose any personal information.
Task 3: State how you would distribute new privacy policies and procedures to internal and external stakeholders.
STAKEHOLDERS
Appropriate Communication Medium
Internal Stakeholders
Through the company’s email. Today, emails are efficient, and one can easily attach a copy of the office’s policy file.
Through a meeting. This is whereby you give each stakeholder a copy of the policy file in hard copy
Through online groups such as WhatsApp whereby you can attach a picture of the new policy (Jouany and Martic, 2020)
External Stakeholders
Through the company’s website. This is whereby external stakeholders can download the policy and even generate traffic on the website
Through facsimile that can easily be printed outside the office
Through online meeting platforms such as WhatsApp, a photo of the policy can be shared within the stakeholder’s group (Jouany and Martic, 2020).
Through email, which applies to every external stakeholder
Through media publications. This narrative is only applicable to external stakeholders who reside out of the country and use different communication platforms.
Task 4: Briefly describe how you will:
- Make staff aware of the new policy and procedures; and
- How would you ensure they would understand and conform to the new system?
Infinite Horizon would use public notification through the mass media and media to create awareness of the new policies displayed in the context above. A brief statement will be sent to every staff email portal through the company’s email to create awareness. Arguably, staff who cannot access the portal will be updated on public media through advertisements in social media platforms such as Facebook, WhatsApp, Twitter, and Instagram. Infinite Horizon Company will also administer notification messages to every staff to create awareness of the new policies and procedures. On the other hand, the company would ensure they understand and conform to the new policy by avoiding vague words, focusing on essential parts, considering more than one policy, and considering a detailed, layered approach. The simplicity of the policy is necessary, hence avoiding vague words (Floridi, 2002). Arguably, focusing on essential words would help staff members be precise in covering and reading the policy. Having more than one policy also makes staff members curious when determining the policy’s effectiveness, and a layered, detailed approach will give a positive insight into the staff members.
Task 5: Review Infinite Horizon’s work practices to ensure system security, including security features of server operating systems and applying the new privacy policy and procedures. (Use the attached Background document) What will be your recommendations to maintain and improve the integrity, confidentiality, and availability of information to align with the new privacy policy?
Ensuring confidentiality and integrity to the customer, the IT department should play an essential role in curbing information disclosure and frequent unauthorized access to information. IT department should enable an airtight server model whereby unauthorized access of information is recovered within a second. The narrative mentioned above also needs an increase in internet speed. Maintaining the company’s integrity is also essential in this case, and the policies discussed above offer a credible solution to customers and clients. In this regard, upon violation of a client’s personal information by an employee, he or she is treated according to the law. Besides, workplace safety is also vital because it will help curb congestion and unnecessary visitors who have ulterior motives for accessing private information. Therefore, workers in Infinite Horizon should be vigilant when customers provide information, hence promoting the company’s privacy, integrity, and confidentiality.