- Personal Information is defined as information and data, whether recorded in a material form or not, relating to an identified or identifiable natural person that is processed by or on behalf of Square Bear, whether or not by automated means; and
Whose Information Do We Collect?
Square Bear collects Personal Information from a range of individuals in the context of its business activities, including:
- representatives of our suppliers, customers, and business partners;
- industry association representatives;
- users of the Square Bear website; and
- job applicants.
What Information We Collect and Why We Collect It
We collect Personal Information from you where it is relevant for our purposes as further detailed below:
Square Bear may collect a range of information in a business context, such as your name, gender, job title, photographic identification, email address, home address and other contact details, details of your business and other interests, experience and/or academic and professional qualifications, third party references, communications with you (including notes from meetings and telephone call recordings), feedback or survey responses that you provide to us, financial and payment information, and information collected from questionnaires and/or interviews.
Square Bear uses information collected from you for business-related purposes, including negotiating, concluding and performing contracts, managing business relationships, administering real estate leases and licences, recruitment, managing accounts and records, communicating with you and third party contacts, supporting corporate social responsibility activities, security, legal, regulatory and internal investigations and debt administration.
When you use our website, Square Bear collects certain standard information that is sent by your browser to our website. This includes technical information, such as your IP address, browser type, operating system, language, time zone setting, access times, and any referring website addresses.
- where a law enforcement agency exercises a warrant to inspect logs or any such information is otherwise required to be produced by Square Bear to authorities or regulators; or
- where Square Bear believes it is required to collect and produce relevant electronic documentation to fulfil its obligations to third parties, including statutory organisations under local law.
Access to other websites via hyperlink
Cookies & Related Technologies
You may set up your web browser to block cookies or remove cookies stored from your computer or mobile device. However, if you do so, you may not be able to use certain features and functions of our website.
Providing Personal Information
At times, Square Bear may ask you to voluntarily supply Personal Information, such as your name, email address, location, telephone number, and preferred means of communication, for purposes such as subscribing to Square Bear news alerts or requesting further information from Square Bear, including through our website.
Where we ask you to voluntarily supply Personal Information we will use it to provide you with the information or services that you have requested from us.
Job Applicants’ Personal Information
When you submit a job application to Square Bear, or to a recruitment agent or advisor engaged to administer our employment marketing initiatives and/or the recruitment/engagement process, we will collect more specific Personal Information about you, such as your name, email address and telephone number, qualifications and career history. We may also ask you for other information, such as information on your interests and the types of jobs in which you are interested. We may also collect your Personal Information from publicly available sources (such as Facebook and LinkedIn); and from third parties (such as references, psychometric test results, and police checks). The Personal Information you provide to Square Bear in, and in connection with, your job application, and the further information which we collect will only be processed for the purpose of considering employment or internship positions at Square Bear.
In the event that any job application you make is unsuccessful, Square Bear may choose to retain your Personal Information for a period of up to 12 months for the purposes of considering you for other roles within Square Bear. Square Bear is under no obligation to retain your Personal Information for this purpose and may elect to delete your Personal Information at any time following an unsuccessful application. You may also request that Square Bear deletes your Personal Information in the event that you do not wish to be considered for further roles. You can do this by informing Square Bear when you submit your job application, or at any time after submitting an application, by emailing us at email@example.com.
Sensitive Personal Information
Sensitive Personal Information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or medical conditions, genetic or biometric information, sexual orientation, or criminal convictions and offences may be processed by Square Bear if such processing is necessary to comply with laws and regulations or where you provide this information voluntarily or otherwise consent for us to do so.
Square Bear may monitor emails sent to and from its workforce, which may contain Personal Information relating to third parties. The information contained in such emails may be used for business-related purposes, for example when investigating incidents within Square Bear. Although Square Bear endeavours not to review the contents of personal emails, there may be occasions when this is necessary, for example, to investigate a breach of security within Square Bear, or in the context of legal proceedings.
The Legal Basis for Square Bear Processing Your Personal Information
In order to comply with applicable data protection and privacy laws, Square Bear is required to set out the legal basis for the processing of your Personal Information. In accordance with the purposes for which we collect and use your Personal Information, as set out above, the legal basis for Square Bear processing your Personal Information will typically be one of the following:
- your consent;
- the performance of a contract that we have in place with you or other individuals;
- Square Bear’ or our business partners’ legitimate business interests; or
- compliance with our legal obligations.
Disclosure of the Information We Collect
Square Bear may share your Personal Information with people within Square Bear who need to know that information for business or legal reasons, for example, in order to carry out an administrative function such as processing an invoice, or to direct a query that you have submitted to the relevant department within Square Bear.
We may disclose your Personal Information to third parties including the authorities, Square Bear’ advisors, suppliers of IT services and third parties engaged by Square Bear for the purpose of providing services requested by you; to protect any intellectual property rights in any materials displayed on or otherwise available from Square Bear’ website; for the purposes of seeking legal or other professional advice; to respond to a legal request or comply with a legal obligation.
We may disclose your Personal Information to third parties in the event that we sell, buy, or merge any business or assets, including to the prospective seller or buyer of such business or assets. Square Bear may also disclose the Personal Information you provide to us in connection with the job recruitment process to Square Bear’ HR practitioners and to Square Bear’ recruitment advisors for the purpose of considering you for career opportunities with Square Bear.
Transfer of your Personal Information to Other Countries
Retention of Personal Information
Square Bear’ aims is to keep your Personal Information for no longer than is necessary for regulatory or Square Bear’ business reasons. The amount of time for which records are kept varies depending upon the type of Personal Information they contain.
Your rights in relation to your Personal Information
If you would like to access or obtain a copy (which may be in machine-readable form) of the Personal Information Square Bear holds about you, please email your request to firstname.lastname@example.org.
Square Bear endeavours to ensure that the Personal Information it holds about you is complete, accurate, and up to date. If you consider that your Personal Information is incomplete, inaccurate or out of date, you have the right to require us to correct it. In order to correct, erase or limit the processing of any of the Personal Information we hold about you, please email your request to email@example.com.
If you do not provide us with the information sought in the required fields we may be limited in our ability to provide you with services.
Complaints and Concerns
If you have a concern or complaint about how Square Bear has used your Personal Information, as a first step, you should raise this in writing with Square Bear, via email to firstname.lastname@example.org.
If you are not satisfied with the handling of your concern or complaint by Square Bear, you can escalate this to your national Data Protection Authority if you are located in the European Economic Area or the UK; or to the Australian Information Commissioner (www.oaic.gov.au) if you are located in Australia.
Effective 1 September 2022
* Square Bear is a registered trademark of Square Bear Acoustics ACN 630 445 368