PRIVACY POLICY

Your privacy is important to us.

We only collect information that is reasonably necessary for the proper performance of our activities or functions.

If you have any questions please contact us via one or more of the options at the bottom of this page.

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Kinds of Information We Collect and Hold

The personal information that we collect and hold is reasonably necessary for the proper performance of our functions or activities as a rideshare operator, and is likely to differ depending on whether you are a ROAM Driver or Rider.

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Drivers
The type of information that we typically collect and hold includes:
information that is necessary and reasonable to ensure and validate compliance with NSW government requirements pertaining to rideshare drivers and operators; or to manage performance on rides obtained through us, including:

Personnel information such as contact details;

Business information including ABN;

Vehicle and licensing information;

Information about conduct and performance;

Information about your right to work in Australia, and your clearance to work with children;

Information obtained to assist in managing client and business relationships.

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Riders
The type of information that we typically collect and hold includes:

information that is necessary and reasonable to ensure ROAM’s functions and activities as a rideshare operator; or to manage the sustained growth of ROAM through consumer analytics, including:

Personnel information such as contact details;

Information about conduct;

Information obtained to assist in managing client and business relationships;

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Purposes

The purposes for which we collect, hold, use and disclose your personal information are likely to differ depending on whether you are a ROAM Driver or Rider.

Information that we collect, hold, use and disclose about individuals is typically used for:

Rideshare operator functions and activities

Payment purposes

Statistical purposes

Statutory compliance requirements

Insurance purposes

Legal compliance in relation to some types of information

Insurance purposes and risk management

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Direct marketing policy
Your personal information may be used for marketing purposes.
We give Riders an option as to whether or not they wish to receive marketing communications or participate in marketing activity directly or via a third party:

All electronic marketing communications give recipients a clear and accessible option to unsubscribe;

In addition, contact our Manager to opt out of any marketing communications;

We comply with the requirements of the anti-spam legislation;

Personal information may flow between us and third parties via electronic means.

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How We Collect Your Personal Information

The means by which we will generally collect your personal information are likely to differ depending on whether you are a ROAM Driver or Rider.
We sometimes verify or collect information from third parties and publicly available sources when it is necessary for a specific purpose such as checking information that you have given us or where you have consented or would reasonably expect us to verify or collect your personal information in this way.
Sometimes the technology that is used to support communications between us will provide personal information to us – see the section in this policy on electronic transactions.
Personal information is collected when:

We receive the results of any criminal checks or interactions with law or regulation enforcement;

We receive performance or conduct feedback (whether positive or negative);

We receive any complaint from or about you in your interaction with ROAM;

Personal information is also collected from you directly electronically through our telecommunications and technology systems – see the section in this policy on Electronic Transactions. We may also collect personal information about you from a range of publicly available sources including Federal and State Authorities. When we collect personal information about you from publicly available sources for inclusion in our records we will manage the information in accordance with our Privacy Policy.

Photos and images
We will not request that you supply photographs, scan photo ID, or capture and retain video image data of you in cases where simply sighting photographs or proof of identity documents would be sufficient in the circumstances. At times video surveillance which operates in or near our premises may capture images of you. You should also read the section about Electronic Transactions because sometimes your communications with us may attach profile images of yourself that you have uploaded to the Internet.

Electronic transactions
This section explains how we handle personal information collected from our website roam.net.au/, or by other technology in the course of electronic transactions. It is important that you understand that there are risks associated with use of the Internet and you should take all appropriate steps to protect your personal information. Sometimes, we collect personal information that individuals choose to give us via online forms or by email, for example when individuals:

make a written online enquiry, email us through our website or through our other social media channels.

Browsing
When an individual looks at our website, our internet service providers make records of the visit and logs (in server logs) the following information for statistical purposes:

the individual’s server address;

the individual’s top level domain name;

the pages the individual accessed and documents downloaded;

the previous site the individual visited;

the type of browser being used and other information as specified in the providers terms and conditions.

ROAM does not identify users or their browsing activities except, in the event of an investigation, where a law enforcement agency may exercise a warrant to inspect the internet service provider’s server logs. We do not accept responsibility for the privacy policy of any other site to which our site has a hyperlink, and it is advisable to look at the privacy policy of other sites before disclosing personal information. Our website also contains links to other websites and if you click these links you will be leaving our website. We do not warrant the accuracy of any information on an outside website.

Cookies
Cookies are uniquely numbered identification numbers like tags which are placed on your browser. By themselves cookies do not identify you personally, but they may link back to a database record about you. Our internet service provider does not employ cookies on our website. The website statistics for this site are generated from the server logs as outlined above. When an individual closes their browser the session cookie set by our website is destroyed and no personal information is maintained at ROAM which might identify an individual should they visit our website at a later date.

Web bugs
We may from time to time use third party software to monitor our website utilisation and/or the success of an electronic marketing campaign. The data collected is not personally identifiable and only generic browser information may be collected to allow us to improve website compatibility or email communications.

Cloud computing services
In cases where we use cloud computing services we will take reasonable steps to ensure that:

Disclosure of your personal information to the cloud service provider is consistent with our disclosure obligations under the Australian Privacy Principles. This may include ensuring that we have obtained your consent, or that the disclosure is for purposes within your reasonable expectations.

Disclosure is consistent with any other legal obligations

Our cloud computing services provider’s terms of service recognise that we are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause us to breach those obligations

Uploading photographs
We do not upload photographs of any individuals who have not given consent to the display of their photograph.

Emails
Our systems log emails received and sent. When your email address is received by us because you send us a message, the email address will only be used or disclosed for the purpose for which you have provided it and it will not be added to a mailing list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.

Call and message logs
When your call number is received by us because you phone us or send us a message, the number will only be used or disclosed for the purpose for which you have provided it and it will not be added to a phone list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.

Database
We use software and databases to log and record ROAM’s operations.

Paperless office
Recognising the environmental advantages and efficiencies it provides, we operate a partially paperless office as a result of which your paper based communications with us may be digitised and retained in digital format, the paper based communications may be confidentially retained, archived or destroyed as required. It is therefore important that, except where specifically requested, you do not send us originals of any paper based document.

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How Your Personal Information is Held

Personal information is held in our information record system until it is no longer needed for any purpose for which it may be used or disclosed at which time it will be de-identified or destroyed provided that it is lawful for us to do so.
We take a range of measures to protect your personal information from:

Misuse, interference and loss; and

Unauthorised access, modification or disclosure

Our Information Record System
Information is primarily stored on ROAM servers located across several data centres across Australia and other secure data centres around the world. Any data and communications stored in the cloud are encrypted and secured by 128-bit encryption keys and password protected, and two layer authentication process is utilised where possible.

Information Security
We protect information by taking a number of steps and strategies in the following areas :

Governance

ICT security

Data breach

OAIC’s Data breach notification guide www.oaic.gov.au will be followed

Physical security

Personnel security and training

Workplace policies

Risk assessments, policies and procedures in place for the information life cycle

Australian and industry/sector standards

Monitoring and review

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Disclosures

We may disclose your personal information for any of the purposes for which it is primarily held or for a lawful related purpose. We may disclose your personal information where we are under a legal duty to do so, including circumstances where we are under lawful duty of care to disclose information.

Related purpose disclosures
We outsource a number of services to contracted service suppliers (CSPs) from time to time. Our CSPs may see some of your personal information. Typically our CSPs would include:

Software solution providers and database designers;

I.T. contractors and internet service suppliers;

Legal and other professional advisors;

Licensing and screening agents;

Marketing agencies.

We take reasonable steps to ensure that terms of service with our CSPs recognise that we are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause us to breach those obligations.

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Access and Correction

Subject to some exceptions set out in privacy law, you can gain access to your personal information that we hold. An important exception includes access that would impact on the privacy rights of other people. We do refuse access if it would breach confidentiality.

Access policy
If you wish to obtain access to your personal information you should contact us. We will generally respond to your request for access within 30 days. We may refuse a request if the information requested is not readily retrievable; or the information requested does not exist or cannot be found. If we refuse access we will advise you and you have the right to complain about our handling of your personal information if you believe that we have interfered with your privacy. For more information please see the complaints section below.

Correction policy
If you find that personal information that we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it by contacting us. We will take such steps as are reasonable in the circumstances to correct that information to ensure that, having regard to the purpose for which it is held, the information is accurate, up to date, complete, relevant and not misleading. If we have disclosed personal information about you that is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to notify the third parties to whom we made the disclosure and we will take such steps (if any) as are reasonable in the circumstances to give that notification unless it is impracticable or unlawful to do so. You should also anticipate that it may take a little time to process your application for correction as there may be a need to contact third parties. We will generally correct your personal information within 30 days. Should we refuse to correct your information you may provide a statement specifying your disagreement with the decision, and we will make notes on the record by attaching that statement. You have a right to complain about our handling of your personal information if you believe that we have interfered with your privacy. For more information please see the complaints section below.

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Complaints

You have a right to complain about our handling of your personal information if you believe that we have interfered with your privacy.

If you are making a complaint about our handling of your personal information, it should first be made to us in writing.

When we receive your complaint:

We will take steps to confirm the authenticity of the complaint and the contact details provided to us to ensure that we are responding to you or to a person whom you have authorised to receive information about your complaint;

Upon confirmation we will write to you to acknowledge receipt and to confirm that we are handling your complaint in accordance with our policy;

We may ask for clarification of certain aspects of the complaint and for further detail;

We will consider the complaint and may make enquiries of people who can assist us to establish what has happened and why;

We will require a reasonable time (usually 30 days) to respond;

If the complaint can be resolved by procedures for access and correction we will suggest these to you as possible solutions;

If we believe that your complaint may be capable of some other solution we will suggest that solution to you, on a confidential and without prejudice basis in our response;

If the complaint cannot be resolved by means that we propose in our response, we will suggest that you take your complaint to any recognised external dispute resolution scheme to which we belong or to the Office of the Australian Information Commissioner.

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Contact us

If you wish to contact us about your personal information you should contact our Manager:

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Phone: +61 2 8002 4777, between 9am and 5pm, Monday to Friday;

Email: rideshare@roam.net.au,

Post: The Manager, ROAM, 1/6-8 Tyrell Street, Gloucester NSW 2422

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PRIVACY STATMENT

This privacy statement applies only to ROAM’s website. It is consistent with ROAM’s Privacy Policy and applies to all activities of ROAM.
Where the website contains links to other websites they are not a part of ROAM. This Privacy Statement does not apply to those websites.

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Personal information
Personal information is information or an opinion that is recorded in any form, whether true or not, about an individual whose identity is apparent or can reasonably be ascertained.

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Collection of personal information

It is intended that the ROAM website can be used anonymously. However, for some functions, the collection of personal information is necessary or unavoidable. You will know if ROAM is collecting personal information from you because you will be requested to provide it.
There are two exceptions to this:

When someone else provides ROAM with your personal information. ROAM cannot prevent this. However, you are entitled to access and to correct any personal information about you collected by the ROAM.

When ROAM collects website visitation statistics using a web analytics service. These statistics are not used to identify individual web users.

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How we collect information

In accordance with our Privacy Policy, the department undertakes to treat any personal information provided by you as confidential and only for the purposes indicated. They include but are not limited to the following services.

Surveys
ROAM third party suppliers for the collection, aggregation and analysis of some survey data. They include, but may not be limited to:

SurveyMonkey Privacy Policy;

Google Suite Privacy Policy.

The information you provide is stored in secure data warehouse in either Australia or the United States and is accessed by ROAM in accordance with each Privacy Policy.
If you do not want your personal information being stored offshore, you can decline to provide this information by not responding to these surveys.

Electronic direct mail (EDM) & newsletter subscription
ROAM uses third party suppliers to provide online communication services for some email campaigns and newsletter services.
In subscribing to newsletters, you are providing the department with personal information, which we will not disclose for any other purpose without your consent.
You can unsubscribe at any time and your email address will be moved to an ‘unsubscribed contacts’ email database. To do this, click on the unsubscribe link within each email or newsletter.
Subscriptions supported by third party suppliers only share details to assist with managing delivery, technical issues and the prevention of fraud or security issues. They include but may not be limited to:

Mailchimp Privacy Policy

Google Suite Privacy Policy

Your information will be stored on secure databases which reside in Australia, and the USA. If you do not want your personal information being stored offshore, please do not submit personal information to us.

Social media
If you choose to engage with ROAM via social network channels including Linkedin, Twitter, YouTube, Instagram or Facebook you should be aware of the following:

ROAM only collects information that you voluntarily provide via polls, responses, posts, comments, direct messages and tweets;

Your social media profile contact details may be used to contact you for feedback or to engage you in conversation. All contact will be made via the channels you choose to participate in;

Any information you post on social media sites is potentially accessible to anyone else engaging with the same social media;

Your individual privacy settings for profiles and accounts on social media networks are your responsibility. ROAM has no control or jurisdiction over these settings;

Each social network has inbuilt privacy settings. We strongly recommend that you regularly check and configure the privacy settings for your profiles and accounts to make sure that you know what information you are making available, and to which audience.

When you choose to join our social networks and/or participate in any way, some of your personal information may be made visible to others. For example, if you choose to: ‘Like’ a ROAM post, tweet, comment or update; share a link; follow on Twitter; tweet a mention or retweet a message; or join a Facebook Group, your activity may be made visible to others within these networks. Social media account managed by the department include but may not be limited to:

Linked in Privacy Policy;

Twitter Privacy Policy;

YouTube (Google) Privacy Policy;

Facebook Privacy Policy;

Instagram Privacy Policy.

Online forms
ROAM may request information through online forms. ROAM’s Privacy policy should be made available on the form prior to completion. If completing a form through a third party provider it’s advised that you examine the Privacy and Security policies. If there is no policy present it is highly recommended you contact ROAM directly. Online form providers used by ROAM include:

SurveyMonkey Privacy Policy;

Google Suite Privacy Policy.

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Use and disclosure of personal information

If you provide personal information, ROAM’s Privacy Policy will regulate its use and disclosure. However, should ROAM’s intended use and disclosure of personal information deviate from the ROAM’s general policy, a privacy statement particular to the circumstances will be made available at the time of collection.
Personal information that is collected by ROAM will be used by, and disclosed to, departmental employees or contractors whose duties require them to use it.

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Access to and correction of personal information

You may request access to any personal information that ROAM may have collected about you. Also, you may request correction of your personal information if you can establish that it is not accurate, complete or up-to-date.

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Internet user risks

ROAM does not warrant that the functions contained in the site will be uninterrupted or without error. In addition, ROAM will not be responsible for the propagation of computer worms, viruses or other harmful components transmitted from this site and other third party sites. ROAM recommends that you ensure that your browser is equipped with updated virus protection software.

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Website usage measurement

The ROAM website uses Google Analytics, a web analytics service provided by Google, Inc. (Google). Google Analytics uses cookies, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser; however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. For further information, please visit the Google Privacy Centre.

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Email addresses

Email addresses will only be used to respond to specific user queries and will not be kept or used for any purpose other than stated. Email addresses will not be added to a mailing list unless consent is given, nor disclosed to any other party without your knowledge or consent.

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Cookies

This site uses cookies to make your experience of the site easier and more efficient. A cookie is a small data file placed on your hard drive by the web page server. A cookie cannot retrieve any other data from your hard drive, pass on a computer virus, or capture your email address. Note that the cookie will remain on your computer as a record for future visits to this website. In using cookies the department does not record any personal information or collect names or details of commercial transactions. In addition, the Department does not use cookies as the basis for direct marketing. You can configure your browser to notify you when you receive a cookie, providing you with the opportunity to either accept or reject it. You can also refuse all cookies by turning them off in your browser or deleting all cookies from your computer if required.

Definitions

Driver: a rideshare driver utilising the ROAM platform to access riders seeking transport

Rider: an individual seeking to utilise, or currently utilising, ROAM for rideshare transport