Our commitment to privacy
Dairy Farmers Milk Co-operative Limited ABN 74 669 522 867 is committed to managing personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and in accordance with other applicable privacy laws.
About Dairy Farmers Milk Co-operative Limited
DFMC has proudly represented dairy farmers since 1900. We are a co-operative representing over 350 members from more than 250 farms in Queensland, New South Wales, Victoria and South Australia. We supply over 270 million litres of milk each year to Bega Dairy & Drinks Pty Ltd (Bega) in a long-term partnership which provides a quality product to Bega and security to our members. DFMC operates the website www.dfmc.org.au (the Website).
What information do we collect about you?
The types of personal information that we collect from you will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:
- your name, e-mail address, postal address and other contact details, such as phone number;
- information about the organisation that you represent; and
- any additional personal information you provide to us, or authorise us to collect, as part of your interaction with DFMC.
If you are a member, we may also collect your producer’s licence number, Tax File Number (TFN) and bank account details and details of the shares you hold.
(b) Prospective employees
If you are a prospective employee, we collect personal information when recruiting, such as your name, contact details, qualifications and work history. Generally, we will collect this information directly from you.
We may also collect personal information from third parties in ways which you would expect (for example, from recruitment agencies or referees you have nominated). We may collect additional details such as information necessary to conduct background checks to determine your suitability for certain positions (for example, positions which involve working with finances).
When you commence employment with us, we will also collect your TFN and superannuation information.
(c) Other individuals
We may collect personal information about other individuals who are not members of DFMC. This includes from representatives of milk processors, including Bega (to whom we supply raw milk) and members of the public who participate in events we are involved with, individual service providers and contractors to DFMC and other individuals who interact with DFMC on a commercial basis. The kinds of personal information we collect will depend on the capacity in which you are dealing with DFMC. Generally, it would include your name, contact details and information regarding our interactions and transactions with you.
If you are participating in an event we are managing or delivering, we may take images or audio-visual recordings which identify you.
You can always decline to give DFMC any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested. If you have any concerns about personal information we have requested, please let us know.
How and why do we collect and use your personal information?
DFMC collects personal information reasonably necessary to carry out our raw milk supply business, to assess and manage our members’ needs, and provide services including supplying raw milk to our partners, including Bega. We may also collect information to fulfil administrative functions associated with these services, for example billing, entering into contracts with you or third parties and managing member relationships.
The purposes for which DFMC usually collects and uses personal information depends on the nature of your interaction with us, but may include:
- managing our relationship with our members, including facilitating supply arrangements and making dividend payments;
- managing our relationship with processing partners including Bega;
- responding to requests for information and other general inquiries;
- managing, planning, advertising and administering programs, events and competitions.
- researching, developing and expanding our facilities and services;
- informing you of our activities, events and services;
- recruitment processes; and
- responding to enquires and complaints
We generally collect personal information directly from you. We may collect and update your personal information over the phone, by email or over the internet or in person. We may also collect personal information about you from other sources, for example:
- from Bega, to whom we supply raw milk;
- when you engage with us via our social media pages, such as Facebook and Twitter; and
- from third party suppliers and contractors who assist us to operate our business.
DFMC also collects and uses personal information for market research purposes and to innovate our delivery of products and services.
How do we interact with you via the internet?
Our Website may contain links to third-party websites. DFMC is not responsible for the content or privacy practices of websites that are linked to our Website.
Can you deal with us anonymously?
DFMC will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable for DFMC to deal with individuals anonymously or pseudonymously on an ongoing basis. If we do not collect personal information about you, you may be unable to utilise our services.
How do we hold information?
DFMC stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third party storage providers based in Australia). Personal information collected by our Customer Relationship Management (CRM) software may be processed, secured and/or stored in the USA and/or EU. Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.
DFMC maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security, for example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to our computer systems. Access to our Share Registry is restricted.
Our Website does not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Users of our Website are encouraged to exercise care in sending personal information via the internet.
We take steps to destroy or de-identify information that we no longer require.
How do we use and disclose personal information?
We may use and disclose your personal information for the purposes of providing our services and conducting our business.
The purposes for which we may use and disclose your personal information will depend on the services we are providing you. Broadly speaking, we will use your personal information to manage your relationship with us. For example, if you have applied for a farm loan, we will use your personal information to assess your application. We will also use your personal information to maintain our share register and to make dividend payments.
If you attend a supplier meeting or an Awards event, we may use your personal information where necessary for the delivery of the event and for recognition purposes. We may also use images or audio-visual recordings which identify you for promotional purposes where you would reasonably expect this to occur.
We may disclose information about you to service providers where this is relevant to our services, such as venue operators. We also disclose member personal information to milk processing partners, for example Bega, to facilitate payment to members for the supply of milk. Bega may also share personal information with milk transport companies and milk testing companies.
(b) Other individuals
If you contact us to find out about how to become a raw milk supplier, we will use your personal information to respond to your request.
(c) Contractors and other service providers
From time to time, DFMC may disclose information to third parties we engage in order to provide our services, including contractors and service providers used for information technology services and support, customer relationship management, website maintenance/development, printing, archiving, mail-outs and market research.
Third parties to whom we have disclosed your personal information may contact you directly to let you know they have collected your personal information and to give you information about their privacy policies.
- Use and disclosure for administration and management
DFMC will also use and disclose personal information for a range of administrative, management and operational purposes. This includes:
- administering billing and payments and debt recovery;
- planning, managing, monitoring and evaluating our services;
- quality improvement activities;
- statistical analysis and reporting;
- training staff, contractors and other workers;
- risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives);
- responding to enquiries and complaints regarding our services;
- obtaining advice from consultants and other professional advisers; and
- responding to subpoenas and other legal orders and obligations.
- Other uses and disclosures
DFMC does not ordinarily disclose personal information to overseas recipients. However, personal information collected by our CRM software may be processed, secured and/or stored by our CRM software provider (and its affiliates) in the USA and/or EU. Our partner Bega utilises the services of finance processing providers in the Philippines to facilitate payments by Bega to members for the supply of milk.
Do we use or disclose your personal information for direct marketing?
DFMC may use or disclose your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below.
If you opt-out of receiving marketing material from us, we may still contact you in relation to our ongoing relationship with you.
How can you access or seek correction of your personal information?
You are entitled to access your personal information held by DFMC on request. To request access to your personal information, please contact our Privacy Officer using the contact details set out below.
You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.
However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading, you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.
We may decline your request to access or correct your personal information in certain circumstances in accordance with the Australian Privacy Principles. If we do refuse your request, we will provide you with written reasons for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction.
What should you do if you have a complaint about the handling of your personal information?
You may make a complaint about privacy to the Privacy Officer at the contact details set out below.
The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.
In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to your complaint, a complaint may be made to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.
How can you contact us?
Our contact details are:
The Privacy Officer
Dairy Farmers Milk Co-operative Limited
PO Box 4132
Geelong VIC 3220
Phone: 1800 413 952
Last updated: 14 May 2020